September 6, 2002

 

To:        Deans, Directors, Department Heads
             Graduate Advisors, Graduate Program Coordinators

 

From:    Gary Pivo, Dean
              Director of Graduate Interdisciplinary Programs

 

Subject: Changes in Graduate College Policies

 

The following is to make sure you are informed about several policy changes that have occurred, or will soon be taking effect. Any questions about these topics should be routed through the Graduate College main information counter at 621-3471.

1. Grade Replacement Option. Graduate students may now apply to retake courses for which they received a grade of C or below. Approval by the instructor, Major Professor and Department Head are required. Application forms and policy details are available in the Graduate College Degree Certification office. As before, students still have the option of petitioning to exclude grades from applying to their GPA, without replacing them using the GRO procedure.
   
   
2. GA enrollment maximums eliminated. The maximum enrollment for students registered in the Graduate College remains at 16 credits unless approval is provided by the Graduate College for more credits. However, the maximum enrollment of 10-16 units, depending on FTE level, for Graduate Assistants and Associates has been eliminated. They are now only limited by the overall maximum of 16 credits. Questions about GA enrollment should be addressed to Julie Treanor at 621-5193.
   
   
3. The GA salary structure eliminated. Hiring units may hire using any annualized salary within the ABOR approved ranges. Please refer to page 12 in the GA Hiring Manual at http://grad.arizona.edu/gcforms/gradforms.html.
   
   
4. Tuition remission for GATs. Grad Assistants in Teaching (GATs) on .50 FTE or higher appointments will be remitted 25% of their instate tuition. Appointments below .50 FTE (.25 and .33) will receive 12 1/2% remission. The remission will be applied to a paycheck in mid-October only after we have received the Department's GAT training record. For more information, please contact Dorian at voorhees@grad.arizona.edu or Julie at jtreanor@grad.arizona.edu.
   
   
5. Continuous Enrollment Policy reminder. For compliance with the Continuous Enrollment Policy, all master's students must register each fall and spring for a minimum of 3 graduate units. All doctoral students must register each fall and spring for a minimum of 3 graduate units until the completion of all course requirements, written and oral comprehensive exams, and 18 dissertation units. When these requirements are met, doctoral students, not on financial assistance and/or needing to maintain appropriate visa status (please refer to the minimum requirements for fulltime status, under number 6) are eligible to register for a minimum of 1 unit each semester until final copies of the dissertation are submitted to the Graduate Degree Certification Office. Students who do not meet these registration requirements will be out of compliance with the Continuous Enrollment requirements unless excused by an official Leave of Absence (which in no case may exceed one year throughout the student's degree program). If a student fails to obtain a Leave of Absence or maintain continuous enrollment, he or she will be required to apply for re-admission to their program, pay the Graduate College application fee, and pay all overdue tuition and fees, including cumulative late penalties. No tuition or registration waivers will be applied retroactively.
   
   
6. Fulltime status reminder. Fulltime for federal loan repayment deferment, INS compliant J1 and F1 visa status, and/or to receive University funding, requires all doctoral and masters students to register for a minimum of 3 credits of 900-level until graduation. Some academic units require more and students should check with their program advisor regarding such requirements to ensure that they remain qualified for the funding.
   
   
7. Non-tenured faculty chairing committees. Previously, non-tenured or tenure-track faculty were not permitted to chair thesis and dissertation committees. They were allowed to co-chair via the Special Committee Members procedure. This procedure has been changed, however, and now such individuals may be given special permission to independently chair committees with the approval of the department and Graduate College if they have been elected to Adjunct Faculty status by the department faculty members. A new special members form provides this permission and is available at the Graduate College Degree Certification Office or on our website http://grad.arizona.edu.
   
   
8. Graduate course minimum enrollment. The minimum enrollment for a graduate course is 5 students, except for Individual-Studies courses (those ending in 91, 93, 94, and 99, as well as 900-level courses), which are exempt from these limits.