Academic Policies and ProceduresAs a student of MSU, you are responsible for reading and abiding by the University policies, procedures and deadlines as outlined in the following documents:
You are encouraged to refer to and review these websites periodically throughout your graduate career at MSU as policies and procedures may change.
Academic Probation/Dismissal
A degree student who receives three “C” (i.e., “C+”, “C”, or “C-“) or lower level grades (i.e., “F”) will be dismissed from the program. The Graduate School will make dismissal actions on a case-by-case basis in consultation with a degree student’s Graduate Program Coordinator.
Academic Support ResourcesThere are a number of academic resources available at no cost to graduate students who may need assistance with academic issues. Please visit the Montclair State University Web site for contact information on any of the following services: The Writing Center, Center for Academic Development and Assessment (Tutorial Services), Campus Mediation Center, The Graduate School, and most importantly, your Graduate Program Coordinator.Back to Top Analysis of Academic ProgressThe Analysis of Academic Progress is available to graduate students via WESS (Web Enrollment Services for Students) on the Montclair State University web page. Graduate students upon admission to their graduate program (master’s, doctoral, teacher certification or certificate programs) can find detailed information regarding their program’s academic requirements including prerequisites, courses and culminating experience (i.e. Master’s Thesis, Comprehensive Exam). The Analysis of Academic Progress will also analyze a student’s progress toward completion of their academic program by comparing the courses appearing on the student’s transcript against the program’s requirements. Transfer credit, course substitutions, course waivers, and completion of non-course requirements will also be reflected in the analysis. This system is also used by the Registrar’s Office to verify that a student has completed all requirements and is eligible to graduate. Graduate students are encouraged to use the WESS Analysis of Academic Progress to review their program requirements, select course and prepare for advising sessions with their Graduate Program Coordinator. Click Here to go to WESSBack to Top Course LoadFull-time graduate students must be registered for a minimum of nine (9) credits per semester with a maximum of fifteen (15) credits allowed. To maintain part-time status, graduate students must take less than nine (9) credits per semester.A graduate assistant, is considered a full-time student, and must register for a minimum of nine (9) credits per semester. Graduate assistants may not register for more than twelve (12) semester hours without approval from The Graduate School. Back to Top Course OverloadOnly full-time matriculated graduate students are eligible to apply for a course overload. Full-time graduate students are defined as earning a minimum of nine (9) credit hours per semester. Special permission is required to take a course overload of more than fifteen (15) credit hours, per semester. Full-time graduate students who have at least a 3.000 or above cumulative grade point average, and who are not graduate assistants, may register for a course overload of more than fifteen (15) credits, only upon approval of The Graduate School. Graduate assistants are not permitted to take more than twelve (12) credit hours. All registrations for course overloads are made on a space-available basis. The University reserves the right to reduce the course load of any student who registers for more than fifteen (15) credit hours without course overload approval. "Graduate Course Overload Application" forms are available on The Graduate School’s Web site at: http://www.montclair.edu/graduate/pdf/overloadApp.pdf Back to TopCulminating/Comprehensive ExperienceTo demonstrate proficiency in program of study, all graduate students are required to participate in a comprehensive experience near the end of the graduate degree program. Requirements for all doctoral and master’s degree programs may include: comprehensive examinations (written and oral), theses, written projects, capstone courses, culminating activities, fieldwork, field projects, and internships. These experiences do not have to be a source of worry, if you plan early. Some departments have study material to help you prepare for comprehensive examinations. Speaking with your Graduate Program Coordinator at the beginning of (and throughout) your studies to determine options for fulfilling your comprehensive experience requirement is highly recommended. You can find your Graduate Program Coordinator by visiting http://www.montclair.edu/graduate/new/gpcs.php.Comprehensive Examination/Project - an examination/project intended to evaluate the student’s ability to integrate all of the course work and knowledge of developments in the profession, ultimately demonstrating understanding of the breadth of work. The comprehensive examination is open only to fully matriculated students in good standing (minimum GPA 3.00) and is usually administered once in the fall semester and once in the spring semester by the individual program departments. Students should check with their Graduate Program Coordinators to determine the date and time of the examination. It is the student’s responsibility to file the Notification for Comprehensive Examination form with the appropriate department at the beginning of the semester in which the examination will take place. The form is available online at http://www.montclair.edu/graduate/pdf/compExam.pdf Students who fail the departmental comprehensive examination are allowed to retake the test twice but must reapply each time as described above. Students who fail the comprehensive examination for the third time will be dismissed from their program of study. Thesis – A permanent record of a significant contribution made by a student to a particular field of knowledge. It demonstrates that the writer has the capacity for research, the ability to draw logical conclusions, and make interpretative claims. In the process of developing the thesis, students will be required to accomplish extensive readings and to demonstrate a significant knowledge of their discipline’s methodological approach to research. Students’ selecting the thesis option should register for their appropriate course and section, based on degree. For more information visit: http://www.montclair.edu/graduate/pdf/thesesProcedures.pdf Dissertation – Doctoral students demonstrate mastery of a body of existing literature and theory and its application to an educational problem through a dissertation. It is intended to provide candidates with the opportunity to explore an important applied issue in a scholarly fashion and investigate the ways teaching and learning may benefit from that exploration. For more information visit: http://www.montclair.edu/graduate/pdf/dissertationProceduresandGuidelines.pdf Capstone Course - For MBA degree programs, the focus of this course is on actual business situations and their impact on the total organization including the role of top management in dealing with these problems. Students must complete the business core courses and a minimum of 15 semester hours of advanced courses prior to enrolling in the capstone course. For more information, visit: http://sbus.montclair.edu/ Questions about the above procedures or comprehensive experience should be directed to your Graduate Program Coordinator or The Graduate School at (973) 655-5147 or graduate.school@montclair.edu. Back to TopFiling for GraduationStudents must file an Application for Final Audit with the Office of the Registrar. In order to be evaluated for completion of graduation requirements, students must adhere to the following deadlines:
Grade Grievance ProcedureA. Goals and Objectives1. To insure for every student who feels aggrieved a formal procedure to guarantee due process. 2. To insure equitable treatment for all parties concerned and protect the rights of individuals. 3. To insure academic freedom as well as academic quality. 4. To insure remedy within a reasonable period of time. B. Informal Resolution Procedure 1. It is the responsibility of any student wishing to pursue an academic grievance involving a faculty member to first discuss the matter privately with the professor involved. In the event that the student is unable to contact the professor within a two-week period, an appointment should be arranged through the departmental secretary for the first time available. The initiation of the student grade grievance must take place within three weeks from the beginning of the next regular (Fall or Spring) semester. 2. Should the meeting fail to accomplish a resolution between the student and the faculty member, the student should arrange a private conference with the faculty member's Chairperson. The Chairperson must notify in writing the faculty member involved that a meeting has been arranged between the Chairperson and the student. Following the conference with the student, the Chairperson must meet privately with the faculty member to discuss the problem and attempt to resolve the conflict. 3. Should the grievance still not be resolved, it must be reported to the Dean of the College/School. The Dean should attempt to resolve the problem informally, meeting separately or jointly with the individuals involved. The Dean should prepare a written evaluative statement concerning the student-faculty conflict. All concerned parties must receive a copy of the Dean's statement within eight weeks from the beginning of the regular (Fall or Spring) semester. 4. If the conflict is still not resolved, the Dean of the College/School must notify the Vice Provost for Academic Affairs in writing of the unresolved grievance and must forward all paperwork to the Associate VPAA within one week of the issuance of the Dean's statement. Both parties to the grievance must be apprised of this action. The Associate Vice Provost shall decide whether the institution of a formal grievance is warranted. If a formal grievance is deemed warranted, a grievance committee must be convened. C. Formal Resolution Procedure 1. Grievance Committee (a) The Grievance Committee shall be composed of one faculty member from each College/School, appointed by the Dean of that College/School. Each faculty member shall be a voting member of the Committee. A representative from the Office of the Vice President of Academic Affairs will convene the Committee, chair the meetings, but will have no vote. Additionally, a representative from each of the following bodies shall hold non-voting, observer status on the Committee: the Office of the Dean of Students, and a graduate and undergraduate student. The Student Government Association will select an undergraduate student to serve as the representative, and The Graduate School will aid in identifying a graduate student to serves as the student representative. The Grievance Committee must be convened within two weeks after receipt of the paperwork from the Dean of the College/School. (b) A new committee will be selected each year. (c) The faculty member involved may appoint one advisor to be present during committee hearings. The aggrieved student may also bring an advisor to the hearings. (d) If any committee member has a direct personal with any individual(s) involved in a particular case, the committee member must disqualify him/herself from serving on the committee while the case is being heard. If the impartiality of a committee member is questioned, the committee itself must reach a decision as to the continuance of the individual so questioned. If a member is disqualified, another individual from the same constituency shall be appointed to serve in his or her place. 2. Grievance Committee Procedure (a) The Grievance Committee will hold hearings in two steps. In the first step the complainant will present the relevant charges and the complainant and the individual charged will present relevant evidence in support of their respective positions and ask questions of the other party. In the second step members of the Grievance Committee only will deliberate leading to a recommendation to be forwarded to the Vice President for Academic Affairs. (b) In advance of the hearing, the Chair of the Grade Grievance Committee shall notify the grievant, the individual charged with the unfair practice and the members of the committee of the time and place of the hearing, specification(s) of the complaint, composition of the committee and the right of the individual charged to be accompanied by an advisor. The advisors to the student and faculty member may be present when charges and evidence are presented to the committee. (c) At any hearing, all parties with the exception of advisors may question witnesses. (d) All committee hearings shall be confidential; witnesses shall be excluded except for the period of their questioning. (e) The report and recommendation of the committee shall be in writing, including the committee's rationale for its decision and any dissenting opinion(s). Only those committee members who have heard all testimony and evidence in a given case may vote on a committee's recommendation. Class schedules of students and faculty members must be accommodated when setting committee meetings. (f) If the committee finds in favor of the student, the committee's report and recommendation shall be forwarded to the Vice President for Academic Affairs of the University after completion of the hearing, and copies shall be provided to all parties of the complaint. If the committee finds in favor of the faculty member and no appeal to the committee's decision is filed within the specified time period, (see 3a below) the committee shall destroy all documents pertaining to that particular case. 3. Appeal Process (a) If any parties to the complaint are not satisfied with the recommendation of the Grievance Committee, they may submit an appeal in writing to the Vice President for Academic Affairs. Such an appeal must be filed within five (5) calendar days after receipt of the recommendation of the Grievance Committee. (b) Such an appeal to the Vice President for Academic Affairs shall be based upon: a contention that committee procedure may have had a prejudicial effect on the outcome of the report and recommendation; the discovery of new information after the committee hearing which may have an effect on the outcome of the hearing; and the belief that the committee recommendation was unsubstantiated by the evidence and documentation presented. (c) The Vice President for Academic Affairs of the University shall weigh all evidence and recommendations and render a final written recommendation of the matter after the expiration of the five-day waiting period. All parties to the grievance must receive copies of the Vice President's recommendation. (d) If the Vice President is in agreement with the committee's findings in favor of the faculty member, the Vice President must destroy all documents pertaining to that case. If, however, the Vice President for Academic Affairs finds in favor of the student, a recommendation for change of grade should be made by the Vice President to the faculty member. A copy of this recommendation should go to the Chairperson of the Department, the Dean of the College/School, and the Dean of Students. All procedural actions must be completed within the semester they are initiated. (e) Department Chairs, Deans, Vice Presidents, etc. should not attempt to discuss or resolve any grade grievance unless the above procedure has been faithfully adhered to. Note: No individual involved in the appeal process should hear, initiate, or attempt to resolve a grade grievance unless the Grade Grievance Procedure, obtainable at Department Chair's offices or at the Office of the Dean of Students, has been properly followed. Back to Top
Graduate Program CoordinatorsAll graduate students are strongly encouraged to familiarize themselves with the Graduate Program Coordinator(s) for their program, and to meet with the advisor regularly. Students should also ask their advisor if there is a “cycle of courses” handout available, which explains when required courses are typically offered, and can be very beneficial when planning course schedules each semester. Knowing ahead of time which courses are offered each semester may help students avoid being unprepared to take the comprehensive exam, or not graduating on time. Visit The Graduate School Web site http://www.montclair.edu/graduate/new/gpcs.php or call 973-655-5147 for your program’s Graduate Program Coordinator information. Back to TopIncomplete Work/Grades
In all cases, the IN grade is a privilege exercised by an instructor. It is not a right ascribed to a student. The instructor is not required to provide an IN grade. An IN grade cannot be employed to avoid the receipt of a low grade.
February 15 for IN grades assigned for the previous fall semester.
Independent StudyMontclair State University offers opportunities for students to undertake academic credit on an independent study basis. Students who wish to register for courses on an independent study basis must obtain an Independent Study Application form from the Office of the Registrar. This form must be completed in full and approved by the instructor and the Department Chair prior to registration. The full course name, subject code, and course number, minus the section number, is required on the application.Registration for independent study courses must be processed in person in the Office of the Registrar by the student or a representative of the student. One copy of the independent study form is given to the student, one retained by the Office of the Registrar, and the other two sent to the department, for the chairperson and instructor.
Leave of AbsenceWritten permission is necessary for a student who wishes to take a leave of absence from their graduate work. Written notification must be sent to the Graduate Program Coordinator of the major program and to The Graduate School stating the reason and time necessary for the leave of absence. Generally, a leave of absence is granted for a period of one year. For students’ convenience, a “Request for Graduate Leave of Absence” form can be found on the web site: http://www.montclair.edu/graduate/pdf/leaveOfAbsence.pdf. A statement of support must accompany requests for leaves longer than one year from the Graduate Program Coordinator. It is the student’s responsibility to withdraw from any registered courses once the leave of absence is approved by The Graduate School. Back to TopRequest for Course Withdrawal ExceptionStudents, who want to withdraw from a class they are registered for, must go through WESS. If a student is having trouble dropping their class through WESS, they should contact the Registrar’s Office.* If a student decides not to attend a class, it is the student’s responsibility to withdraw from that class. Students who do not withdraw, will still be billed and graded for that class. Withdrawal from classes from time of registration through the ninth week (mid-point for short
term and Summer Sessions): Students may withdraw from one or more course(s) without faculty permission from the time of registration through the 9th week of the semester without academic penalty. A WD will appear on the student’s transcript with no effect on the student’s grade point or cumulative average. The student is responsible for officially withdrawing from the course(s) and all costs for the course. Refunds are dictated by University policy found in the Web Schedule of Courses book. It is incumbent upon the student to be familiar with such policies. Withdrawal from classes after the ninth week through the last day of classes before final exams (mid-point for short term and Summer Sessions): Although rare, there exist extreme life circumstances that prohibit a student from successfully completing the semester beyond the 9th week. These life circumstances may include death of a parent or spouse, incapacitating accident, extended hospitalization, or other severe condition that prevents the student from attending classes and requires them to withdraw from the entire semester. (Failure to attend a class, failure to drop a course, failing work, lack of attendance, dislike of the instructor, making the wrong course choice, lack of interest, conflict in teaching style or similar reasons are not considered extenuating life circumstances. Withdrawal for these reasons is to occur during the first nine weeks of the semester.) Requests for withdrawal after the ninth week must be completed within the semester and be made by the last day of classes before finals week starts. Retroactive requests will not be considered. If requests for withdrawal from all classes are honored, a grade of WD will be awarded. Requests for withdrawal from individual courses will not be permitted. Requests for withdrawals from all courses must be made in the following manner:
Please click here for the exceptions for course withdrawals. Back to TopRepeating a CourseStudents who receive a grade of “F” in a course are not permitted to repeat that course. The Graduate Program Coordinator will have the discretion to make exceptions in special cases and under extenuating circumstances. The Graduate Program Coordinator will forward the decision to The Graduate School for approval. For your convenience, a form can be found on the following link: http://www.montclair.edu/graduate/pdf/repeatCourse.pdfIn those cases when the course is repeated, a change will be made on the student’s transcript by replacing the original “F” grade with “RF”. The original “F” grade is removed from the GPA calculation and replaced with the new grade. Please be advised that if you should complete a course you previously failed without permission, a grade of NC (No Credit) will be posted. Back to TopStudy at Another Institution/Transferring CreditNo more than six semester hours of credit completed at another accredited college or university or at Montclair State University may be transferred into a degree program. Courses eligible for transfer to Montclair State University must be graduate-level courses with earned grades of “B” or better. Transfer credits must be approved by the Graduate Program Coordinator and The Graduate School. The form for permission to take a class at another institution can be found on the following link: http://www.montclair.edu/graduate/pdf/transferCredit.pdfBack to Top Time Limit for Completion of Program of StudyAs you begin your graduate school experience, you should be aware that all programs at The Graduate School must be completed within a certain time limit of the matriculation date (date of acceptance by The Graduate School). The allotted time limits are as follows:
To receive a master’s degree you must:
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