To remain in good academic standing students must maintain a cumulative grade point average of at least 3.0 in all courses taken for graduate credit after admission to a graduate degree program at the University of New Mexico. A student must have a cumulative GPA of at least 3.0 for courses listed on their Program of Studies/Application for Candidacy.

The grade of “I” is given only when circumstances beyond the student’s control prevent completion of the course work within the official dates of a semester or summer session.

According to academic policy, incomplete grades must be completed before a student is eligible to graduate from the University of New Mexico. Students should not re-enroll or re-register (for credit) in a course in which an incomplete has been received in order to resolve the “I” (incomplete) grade. If an instructor requires the student to repeat the class in order to resolve the Incomplete, the student must register for the course on an audit basis.

Incomplete grades received Summer 2005 and after must be resolved no later than one year (twelve months) from the published end day of the semester in which the grade was assigned. Incomplete grades not resolved within the time frame stated in this policy will be converted automatically to a F (failure) grade.

Incomplete grades prior to Summer 2005 must be resolved by the published ending date of the next semester in attendance or within the next four semesters if the student does not re-enroll in residence. An Incomplete may be resolved even though a student is not enrolled in residence. Incomplete grades not resolved within the time frames stated in this policy will be converted automatically to F (failure). Students resolving Incompletes in their semester of graduation must have the process completed (including the reporting of the grade to the Records and Registration Office, SSC 250) by the deadline (November 15 for Fall graduation, April 15 for Spring graduation, July 15 for Summer graduation). Students are responsible for informing instructors that they are graduating and that the grade(s) must be reported by the appropriate deadline. Failure to complete the process as described could result in the postponement of graduation until the following semester and/or cause the incomplete to lapse to an F.

The instructor of record will report the final grade for the course in which the Incomplete was assigned to the Records and Registration Office, SSC 250.

A student may apply for an extension of the time allowed to complete the required course work removing the “I” grade. The request for extension may be obtained in the Office of Records and Registration. Students must submit the form with all required signatures to the Office of Graduate Studies by the applicable deadline dates (November 15 for Fall, April 15 for Spring, July 15 for Summer). For the student who re-enrolls in residence, a one-semester extension may be granted. If an extension is granted, it is the student’s responsibility to remove the “I” grade by the date indicated.

The Office of Graduate Studies checks the student’s grade point average at the end of every semester and summer session for as long as the student is in graduate status. All students whose academic standing is deficient after receiving grades for 12 attempted semester hours or two semesters, whichever comes first, are placed on probation or suspended, according to the university regulations and those of their graduate unit (see Catalog section on Probation).

The grade point average is calculated using all grades earned in graduate course work while a student is in graduate status. Grades earned at other institutions or in non-degree status are not calculated in a graduate student’s grade point average. The University of New Mexico extension courses (those offered by the Extended University) taken prior to admission to a graduate program are not included in the graduate cumulative grade point average; however, the University of New Mexico graduate extension courses taken while a student is in graduate status are included.

The grade point average is calculated by dividing the total number of quality grade points earned (see Catalog section on Grades) by the total number of course work hours taken. Grades of CR, WP, NC and PR are excluded from the cumulative grade point average calculation. Grades of WNC, NC, WF and IF may have an adverse impact on a student’s academic standing, financial aid and assistantship eligibility.

The Grade Replacement Policy for graduate students applies only to required/core courses, which have a program established and published minimum grade as a graduation requirement. This policy limits graduate students to a maximum of 9 credit hours of replacement grades and requires approval by the course instructor, the student’s advisor and the unit chair.

The new grade will replace the original grade in the student’s transcript. The original grade will remain on the student’s transcript, however the higher grade will remove the lower grade from the student’s grade point average and earned credit hours.

The process is not automatic. The student must initiate the process by completing a Grade Replacement form (available in the Office of Records and Registration). The course number and title must be identical except where equivalencies or a change has been noted in the University of New Mexico Catalog. No substitute courses are acceptable. Forms will be accepted after the second attempt in the course has been completed.

Once a grade replacement has been approved, the process cannot be reversed or changed. No grade may be replaced once a degree has been awarded.

The instructor of a course has the responsibility for any grade reported. Once a grade has been reported to the Office of the Registrar, only the instructor who issued the original grade (Instructor of Record) may submit a change by submitting a grade change form to Records and Registration in the Office of the Registrar. The student’s department chairperson and/or college dean and the Dean of Graduate Studies must approve any change of grade submitted more than 30 days after the end of a semester. Any change in grade must be reported within 12 months after the original grade was issued.

Once a student has completed the academic requirements for a graduate degree or certificate, and has received his/her diploma and appropriate notations on his/her official transcript, the University of New Mexico will make no modifications to his/her academic record.

Students who do not maintain good academic standing will be placed on academic probation by the Office of Graduate Studies. There are three types of probation.

A student whose cumulative grade point average falls below 3.0 for grades earned in graduate-level courses taken while in graduate status will be placed on Type 1 academic probation. The student will be suspended from graduate status if the cumulative grade point average does not reach 3.0 after completion of an additional 12 semester hours of graduate course work or four regular semesters in probationary status, whichever comes first. Students on Type 1 probation are not eligible to hold assistantships, nor are they allowed to take master’s examinations, doctoral comprehensive examinations, defend theses or dissertations, or graduate.

Students who earn any combination of two grades of NC, F, WF and/or IF in graduate courses taken in graduate status, even if their cumulative grade point average remains above 3.0, are placed on Type 2 academic probation. The student will be suspended from graduate status if a third NC, F, WF or IF grade is earned. Students on Type 2 probation are not eligible to hold assistantships, nor are they allowed to take master’s examinations, doctoral comprehensive examinations, defend theses, dissertations or graduate. When students on Type 2 probation are ready to take final exams or defend theses or dissertations in order to complete graduation requirements, they must petition the Dean of Graduate Studies to end their probationary status so that they may complete their requirements and graduate. Students on Type 2 probation who maintain a GPA of 3.5 for two consecutive semesters will have the sanctions (ability to hold an assistantship, take culminating exams and graduate) waived and will receive written notification thereof from the Office of Graduate Studies.

NOTE: A student, who is placed on Type II probation after a semester has begun and holds an assistantship for that semester, must resolve his/her probationary status within that semester to maintain his/her assistantship for future semesters. Example: A student who is notified during spring semester that he/she is on Type II probation must resolve the probationary status to be eligible to hold an assistantship for the following summer and/or fall.

A student who receives 6 or more credit hours of “Incomplete” grades in graduate level courses will be placed on Type 3 academic probation. Type 3 probation will end when the credit hours of “Incompletes” drop below 6. However, if the student fails to complete the necessary work, or if the final grade is low enough, the student may become subject to Type 1 or Type 2 probation. Students may not take masters’ examinations, doctoral comprehensive examinations, defend theses or dissertations, or graduate while on Type 3 probation. They may provisionally hold assistantships for one semester, if their semester GPA is 3.0 or higher.

A student who is suspended from graduate status is removed from graduate student status at the University of New Mexico. A student may not apply for readmission to graduate status for one year after being suspended. The student may apply for admission to non-degree or undergraduate status at any time after being suspended from graduate status, but no class taken during the year in which the student is suspended from graduate status can be counted toward requirements for a graduate degree.

If in the opinion of the graduate unit a student shows little promise of completing the degree program (if the student has committed an academic violation [e.g., plagiarism]), the graduate unit will notify the student and the Dean of Graduate Studies in writing that the student is suspended from further work in that unit. Suspended students are not eligible to apply for readmission to any other graduate degree program for a period of one year from the effective date of the suspension.

If after a period of one year, a suspended student wishes to apply for readmission to graduate studies at the University of New Mexico, he/she must follow the readmission procedure delineated earlier in this catalog.

If a graduate unit decides to readmit a student after academic suspension, it will specify the conditions required by the student to re-establish his/her good standing. The period of suspension will be included in the time limit to complete the degree.

Students who have been suspended or who withdrew from the University while in probationary status will be placed in probationary status when readmitted to the University. Students suspended for low grade point average (Type 1 probation) will have 12 hours or four regular semesters (whichever comes first) to establish a grade point average of at least 3.0. A student who fails to achieve the minimum grade point average within the allotted time will be permanently suspended from their graduate program. Students who have been suspended for earning three grades of NC and/or F and subsequently readmitted will be permanently suspended from their degree program if a fourth grade of NC and/or F in graduate-level course work is earned.

Graduate students may petition the Dean of Graduate Studies for an exception to any of the university-wide policies or regulations specified in the University Catalog. Petitions are intended to allow students the opportunity to deal with unusual or extraordinary events, particularly circumstances beyond their control that would penalize them unfairly. It should be kept in mind, however, that a hallmark of fairness is the uniform application of the same standards and deadlines to all students.

Petitions must be submitted in the sequence listed below:

1. The student must first submit the petition to his/her instructor of record (for grade changes only) or graduate advisor (for all other academic petitions). The advisor/instructor should indicate whether he/she endorses the student’s request and why.
2. The petition must next be submitted to the student’s graduate unit-the faculty graduate director, the chairperson or the departmental graduate committee, depending upon the practice in the particular unit. The student may choose to submit the petition to the graduate unit even if the instructor/advisor does not endorse it. The unit should also indicate whether it supports or does not support the student’s request and why.
3. This petition should then be forwarded to the Dean of Graduate Studies. The student may choose to submit the petition to the Dean of Graduate Studies even if his/her academic unit does not support it. Additional information may be requested by the Dean of Graduate Studies prior to review of the petition. In certain cases, the Dean or his/her designee may ask the Senate Graduate Committee, serving in an advisory capacity, to review the petition and offer its recommendation for approval or disapproval. The decision of the Dean is final.

A petition, in the form of a memo or letter addressed to the Dean of Graduate Studies, is initiated and signed by the student. It should clearly state the specific nature of the exception or special consideration being requested and provide a complete but concise justification. If the request involves the extension of a deadline, a proposed new deadline date should be indicated. Before considering a petition, the Dean may require that the student have either an approved Program of Studies or Application for Candidacy on file at the OGS. If this has not already been submitted, the documents may be turned in simultaneously, with the petition attached to the front.

A written response to a complete petition will usually be mailed to the student within two weeks from its receipt by OGS and a copy sent to the academic unit. (This period may be extended to allow for University holidays or other periods when the University is not in session.) The original petition will be retained in the student’s file at the OGS. Petitions that are lacking required documentation will not be considered until all documentation has been received.

Additional information may be obtained from the Graduate Studies Web site: http://www.unm.edu/grad/policies/petitions.html

NOTE: A graduate student seeking retroactive withdrawal, enrollment or disenrollment; extension of time for removal of an incomplete grade; a grade option change; or other academic record changes involving exceptions to the rules governing registration and academic records which are set forth in the university catalog must submit a petition to the University Registrar. This petition process does not cover disputes involving academic judgments. Petitions must include the student’s current return mailing address.

The Graduate Student Academic Grievance (GSAG) procedures have been established to address complaints, disputes or grievances of an academic nature initiated by students enrolled in graduate degree programs at the University of New Mexico. Although conflicts that on occasion occur between students and faculty or administrators may be resolved through formal adjudication, a more informal and productive kind of resolution–one that is mutually agreed upon by the parties involved–is strongly encouraged.

The GSAG procedures are available for the resolution of a variety of possible issues related to the academic process. These may include, but are not limited to, issues related to progress toward a degree and allegedly improper or unreasonable treatment, except that grievances based upon alleged discrimination or sexual harassment should be directed to the Office of Equal Opportunity (OEO). The grievance procedures may not be used to challenge the denial of admission to a degree program nor to appeal the denial by the Dean of Graduate Studies of a petition or an exception to university-wide degree requirements, policies or procedures.

1. A student with a complaint related to academic matters may consult with the Office of Graduate Studies to discuss his/her concerns, seek or clarify pertinent rules and regulations governing graduate study, and explore constructive ways to resolve the problem directly with the faculty member or administrator involved. This should occur as soon as reasonably possible after the student has become aware of the problem.
2. The student should then arrange a meeting with the faculty or administrator involved in the complaint to address the problem and to explore the possibility of a jointly achieved resolution.
3. If agreement cannot be reached, the student may seek the assistance of the departmental faculty graduate advisor and/or the chairperson in resolving the dispute. If the dispute is with a faculty member in a department different from the student’s, the appropriate chairperson or advisor would be in the department in which the faculty member resides or in which the course in which the dispute arose was offered. It is expected that these administrators will play an active part in helping to resolve the disagreement. In the event that the graduate unit involved is non-departmentalized, the student may go directly to the dean or director of that unit for assistance.
4. If the matter cannot be resolved at the departmental level, the student may bring the problem to the attention of the school or college Dean. The school or college Dean will determine whether to adjudicate the dispute or to refer the student to the Dean of Graduate Studies for a resolution. If the dispute is with a faculty member in a school or college different from the student’s, the appropriate dean would be the one in the unit in which the faculty member resides, or in which the disputed course was offered.

In the resolution of grievances at the level of a school or college Dean or the Dean of Graduate Studies, the following procedures will apply, as described also in the University of New Mexico Pathfinder under “Student Grievance Procedure,” Sections 2.3.1–2.3.7.

1. The student must submit a formal, written statement of his/her grievance. This document should summarize the facts that support the grievance, indicate the desired resolution and describe the efforts already made at reaching that resolution, as well as their outcome. Individuals against whom grievances have been filed will be sent a copy of the written statement, and will have two weeks in which to respond in writing to the Dean.
2. The Dean will review all written materials submitted and provide both parties the opportunity to review and respond to all evidence. The Dean will interview each party, as well as any other persons who may have relevant information. The Dean may elect to hold an informal hearing involving both the parties to the grievance and witnesses. If such a hearing is held, the parties will be given five days’ notice. Each party will be allowed to bring an advisor to the hearing but will not be permitted legal representation. Cross-examination of witnesses will be permitted, although the Dean may require that questions be directed through him/her.
3. The Dean may choose to convene an advisory committee to help evaluate the grievance. A school or college Dean may utilize a standing committee from that unit; the Dean of Graduate Studies will utilize the Senate Graduate Committee.
4. Generally, a written report by the Dean will be issued within a period of four weeks after the grievance has been formally filed. (This period may be extended to allow for University holidays or other periods when the University is not in session.) The report will explain the Dean’s findings, conclusions, his/her decision and the basis for that decision. A copy will be sent to each party, and to the chairperson or supervisor of the faculty or staff member involved.
5. The decision of the Dean may be appealed by either party to the Office of the Provost within a period of two weeks. The Provost will reconsider that decision only if there are substantive, procedural grounds for doing so (for example, significant evidence that was not accepted or has arisen since the Dean’s decision was announced). The decision of the Provost is final.