REGULATIONS AND PROCEDURES FOR STUDENTS
GRADING SYSTEM
Graduate students are expected to apply themselves intensively to the study of the material covered by the courses in which they are enrolled. Accordingly, a high level of performance is required. The student must maintain a grade-point average of at least 3.0 in all graduate courses taken as a graduate student at NMSU. Courses transferred from the undeclared program at NMSU or from other institutions will be included in determining grade-point averages.
Grades
The grades awarded in all courses are indicative of the quality of work done. Their significance is as follows:
| Letter Grade | Point per Credit |
| A—for excellent work | 4 |
| B—for better than average work | 3 |
| C—for average work | 2 |
| D—for below average work | 1 |
| I—incomplete | 0 |
| F—for failing work | 0 |
| W—for withdrawal | 0 |
| CR—credit authorized but no letter grades | 0 |
| S—for satisfactory work | 0 |
| U—for unsatisfactory work | 0 |
| AU—audit | 0 |
| N—no grade | 0 |
Distinctions within a letter grade may be indicated by the use of plus or minus, and these will become part of the official record.
S Grade
An S grade is a grade satisfactory to the professor.
C, D, and F Grades
Although C grades earned at New Mexico State University may be counted toward the requirements for an advanced degree, this is not considered acceptable graduate-level performance.
Courses in which a student earns only a D or F may never be counted toward a graduate degree, although such grades are calculated in determining the grade-point average. Therefore, any grades of D or F must be compensated for by the necessary hours of A if the student is to have the 3.0 grade-point average required before awarding of the degree.
Incomplete Grade
The grade of Incomplete is given for passable work that could not be completed due to circumstances beyond the student's control. The following regulations apply to removing or changing an Incomplete grade:
- Instructors may assign an Incomplete grade only if the student is unable to complete the course due to circumstances beyond the student's control that develop after the last day to withdraw from the course. Examples of appropriate circumstances include documented illness, documented death or crisis in the student's immediate family, and similar circumstances. Job related circumstances are generally not appropriate grounds for being assigned an Incomplete. In no case is an Incomplete to be used to avoid the assigning of D, F, or Unsatisfactory grades for marginal or failing work.
- To assign an I grade, the instructor must complete the I Grade Information Form and have the form delivered to the course dean, together with the instructor's grade sheets for the semester. The instructor will state in writing on the I Grade Information Form the steps necessary to complete the remaining course work or the instructor may indicate that the student will be required to re-enroll in the course to receive credit (in which case the I grade will not be removed). The student will sign this document or the course dean will send a copy of the document to the student's official permanent address as recorded in the Registrar's Office.
- The student is entitled to have the Incomplete grade removed from the student's transcript only if the student completes the remaining course work as specified on the "I Grade Information Form," in a manner satisfactory to the instructor. The work must be completed within 12 months after the Incomplete is assigned and prior to the student's graduation, or within a shorter period of time if specified by the instructor on the "I Grade Information Form." If the student fails to complete the course work, the instructor may change the Incomplete grade to any appropriate grade (including D, F, or Unsatisfactory) provided that the instructor stated that this would occur on the "I Grade Information Form."
- Incomplete grades can be removed from the student's transcript by the instructor only during the 12-month period following assignment of the Incomplete or prior to the student's graduation, whichever comes first. To remove an Incomplete, the instructor must complete a "Change of Grade Form" and file the form with the Office of the Registrar. The instructor may assign whatever grade is appropriate for the entire course. This may include grades of D, F, or Unsatisfactory. An Incomplete not changed by the assigning instructor within 12 months and prior to graduation shall remain an Incomplete grade thereafter.
- A student may re-enroll and receive credit for any course for which an Incomplete grade was previously received, but retaking the course will not result in removal of the Incomplete grade from the student's transcript. The effect of removing an Incomplete grade on a student's academic standing (scholastic warning, probation, or suspension) depends on the date the transaction is officially recorded on the student's academic record. If the transaction is recorded before the student begins another semester, the grade replacing the Incomplete is included in the grade-point average calculation that establishes the student's academic standing. If the transaction is recorded after the student begins another semester, the new grade's effect on academic standing is based upon its inclusion with grades for the semester in which the student is enrolled. Students may appeal an unsatisfactory grade through the procedure described in the "Disciplinary Issues for Graduate Students" section of this catalog.
Grading of Research
In grading master's and doctoral research and thesis work in progress, the instructor reports for each enrollment period the symbol PR (Progress) or U (Unsatisfactory) in place of a grade. "Progress" indicates that the student has devoted an adequate amount of time to the work scheduled but gives no indication of its quality. "Unsatisfactory" indicates that the student has stopped work or is doing work of unacceptable quality. These symbols remain on the student's transcript permanently. Only those credits graded PR (Progress) accumulate toward the minimum number of credits of research required.
After having submitted a series of PR (Progress) or U (Unsatisfactory) symbols, the instructor shall report a grade at the conclusion of the final oral examination, or no later than the date the thesis is submitted for the signature of the graduate dean. If the thesis or dissertation and the performance in the final oral examination are found to be acceptable, the instructor shall report S (Satisfactory), which grade applies to the preceding series of registrations graded Progress and Unsatisfactory and denotes the overall quality of the entire series. If the thesis or dissertation or the performance in the final oral examination is found to be unacceptable, the instructor shall report U (Unsatisfactory), which grade applies only to the credits of research for the enrollment period in which the examination is administered.
Students who accumulate a total of two Unsatisfactory grades in courses numbered 598 (approved courses), 599, 600, 699, or 700 will be placed in provisional status. Three Unsatisfactory grades in these courses will result in dismissal from the Graduate School.
Satisfactory and Unsatisfactory Course Option
Grades of Satisfactory and Unsatisfactory (S/U) may be used for courses taken by a "regular" graduate student outside the major department, provided that the student's adviser and the head of the department approve. Departments may designate three credits of departmental courses numbered 500 and above for S/ U option grading with the approval of the college dean and the graduate dean. The S/U grade request form must be submitted to the graduate dean at the time of registration for an academic session.
The limitations of the S/U option are as follows: No more than six total credits of S/U courses are permitted on the master's degree. Doctoral candidates may take six additional credits under the S/U option after application to candidacy. Registration is limited to one course per semester, and courses with Unsatisfactory grades cannot be used in a student's program.
VETERANS' ATTENDANCE AND SATISFACTORY PROGRESS
The Veterans' Administration requires all veterans attending under the Veterans Educational Assistance Benefits to make satisfactory progress and systematic advancement toward an educational objective or be liable for overpayments from the Veterans' Administration. Satisfactory progress and regular class attendance are expected of such students.
If a veteran receiving benefits is suspended for academic reasons, benefits are terminated and will be restored only after readmission to the Graduate School.
If the university has liability claims filed against it as a result of a veteran failing to meet compliance requirements of the Veterans' Administration, the university will not release any academic records on the veteran until such time as the veteran has reimbursed the federal government for funds drawn in violation of those requirements.
POLICIES ON GRADUATE COURSES
Numbering of courses
Courses numbered 100 through 299 are for undergraduate credit only. In no event may courses numbered below 300 be applied toward a graduate degree; 300 through 449 courses are intended primarily for undergraduate level. In some cases, graduate credit may be obtained in courses numbered 300 through 449 with the approval of the student's adviser, the instructor of the course, the program dean, the student's department head, and the dean of the Graduate School. To secure such credit, a written request must be filed with the dean of the Graduate School at the time of registration. However, these courses cannot be deficiencies, and not more than four credits toward a degree can be granted for courses numbered below 400. The total of courses numbered 300 through 449 cannot exceed eight credits.
Courses numbered 450 through 499 are designed for seniors and graduates; 500 through 599 are primarily for graduate students working on the master's degree; 600 through 700 are principally for students working on a doctoral degree.
Adding and/or dropping courses
It is the student's responsibility to initiate official withdrawal from a course. Courses may not be added after the last day to add as indicated in the academic calendar (printed on the inside back cover of the Graduate Catalog or on-line at http://gradschool.nmsu.edu/. The last day to drop a course is listed in the Schedule of Classes and the academic calendar. The refund policy and schedule is also noted in the Schedule of Classes.
Auditing courses
A student officially admitted to the Graduate School may enroll in any class as an auditor with the verbal consent of the instructor, provided the facilities are not required for regular students. Record of enrollment is preserved but no credit is given. Courses being taken as audit will count toward total course load but cannot be used to meet the minimum course load requirements.
Because graduate students can enroll in any undergraduate course under the S/U option, they are discouraged from auditing classes.
Repeating courses
A course numbered 300 or above (including graduate courses) may be repeated. All grades earned for the course will be included in the cumulative grade-point average but credit hours may be earned only once.
Substitutions and waivers
All substitutions or waivers of required courses for degree candidates must be approved before the last day of registration during the semester in which the student expects to obtain the degree.
Challenging graduate courses
A graduate student may challenge a graduate course, but the course cannot count toward an advanced degree.
Withdrawal from individual courses
A grade of Withdrawal is assigned according to the following rules:
- A grade of W is assigned to any student who officially drops a course during the first half of its duration. A student may not officially withdraw from a course after this time. All drop forms must be signed and dated by the instructor of the course, the adviser, and the department head.
- A grade of W is assigned in all courses to any student officially withdrawing from the university prior to the last three weeks of classes.
- No student is permitted to withdraw from a course during the last one half of its duration, except by officially withdrawing from the university.
- If a student is found to be insufficiently prepared to carry a regular course, the student may be transferred to a more elementary course in the same field any time before the middle of the semester.
TRANSFER OF GRADUATE CREDITS INTO A DEGREE PROGRAM
A student may transfer graduate credits taken at NMSU as well as graduate credits from another university to New Mexico State University, provided the credits were earned on the campus of an accredited institution. Transferred course work (grades and hours) is maintained separately from NMSU course work.
Immediately after initial enrollment in the Graduate School, students must submit forms to obtain formal permission from the department head, the dean of the college, and the dean of the Graduate School to transfer graduate-level course work. The department has the responsibility to accept or reject any number of transferred credits based on such elements as whether the work fits into a logical program for a degree, if grades of A or B have been earned in the courses proposed for transfer, and any other elements it deems relevant. Credit granted for work done at another institution is tentative until proved by satisfactory work in residence, and the department may also require work to be validated by examination. At the master's level students must take at least 50 percent of the course work required for the degree from faculty of New Mexico State University to meet the residency requirements for their degree. Transfer credits must meet the same time-limit requirements (seven years) as graduate classes at accredited universities. Course work taken elsewhere after initiation of Graduate School at NMSU must have prior approval of the department head and the dean of the Graduate School if such work is to be transferred. All requirements as to accreditation, level, grades, and other elements described for initial transfer work will apply.
"Request for Transfer of Credit" forms are available in the Graduate School office and on the Web at http://gradschool.nmsu.edu/forms-index.html.
TRANSFER OF CREDITS FOR CERTIFICATE PROGRAMS
Students enrolled in certificate programs cannot transfer credits from another institution towards the completion of the certificate program offered by New Mexico State University. However, they can transfer credits taken in a graduate certificate program of NMSU into a graduate degree program of New Mexico Sate University provided that the courses will lead towards a graduate degree in the focused area of the certificate program. The number of transfer credits will be determined by the program of study. The time limit on course transfer is 5 years after the completion of the certificate.
TRANSFER OF UNDERGRADUATE CREDITS TO A NMSU GRADUATE PROGRAM
A student who is enrolled in a specially designated, pre-approved (by the graduate dean and the applicable academic college dean[s]) joint degree program that leads to the student being awarded both undergraduate and graduate degrees may petition to have two graduate level courses (up to six credits) previously taken for undergraduate credit considered as transfer credits into the student's graduate degree program.
To be considered for transfer credit, a course must have been taken by the student as a senior, and prior written permission must have been received from the director of the applicable graduate program, the course instructor, and the department head. In addition, only courses in which the student received a grade of B or better will be considered for transfer credit. Credit can be transferred once the student has been accepted into the graduate degree program.
Approved joint undergraduate/graduate degree programs are listed in the section called "Graduate Degree Programs."
"Request for Transfer of Credit" forms are available in the Graduate School office and on the web page http://gradschool.nmsu.edu/forms-index.html.
LEAVING GRADUATE SCHOOL
Leave of Absence/Continuous Enrollment
Students working on advanced degrees who plan an interruption in studies for a calendar year should address a request for leave of absence through their department head, alerting the dean of the Graduate School. The request should include the beginning date and the anticipated ending date for the period of absence. A graduate student on leave of absence will be expected not to use university facilities and place no demands upon the university faculty and staff, and, therefore will pay no fees. Time spent in leave-of-absence status will not be counted toward time limits.
A graduate student who fails to register for one calendar year without obtaining a leave of absence from the Graduate School will be considered withdrawn from the university. For information on resuming studies after such absence, see "Readmission."
Withdrawal from the Graduate School
Withdrawal from the New Mexico State University Graduate School is an official procedure that must be approved as indicated on the withdrawal form. The withdrawal process is initiated in the Office of the Registrar. Students who withdraw from the university prior to the last three weeks of classes will be assigned Withdrawal grades in all courses. Students who leave without following the official procedure will receive failing grades.
Military Withdrawal
The following steps must be taken by all New Mexico State University graduate students called up for active duty who wish to withdraw from all their classes.
Veterans' Programs. VA students ordered to Active Duty must provide a copy of orders to the Veterans' Program Office, Jacobs Hall, Room 214. To assist in reporting accurate information to the VA Regional Office, student should also provide, in writing, last day of class attendance.
Office of the Registrar. All students presenting their orders to the Office of the Registrar, (575) 646-3411, will receive a military withdrawal from classes and a full tuition and fees refund for that semester.
Bookstore. Students who still have their receipts for textbooks purchased the semester in which they are called to active duty will be given a full refund for these textbook purchases when they present their orders. (575) 646-4431.
Military Leave of Absence
If students present their orders to the Graduate School they will be granted a leave of absence for the time stated on their orders. If the student's military service is extended beyond the original request and if the student provides a copy of the military orders to that effect, the Graduate School will do all in its power to have that time not count toward the seven-year time limit to complete requirements for the master's degree. The Graduate School expects all students released from active military service to resume their studies within one year. After that one year, the clock will resume counting toward the seven-year limit for degree completion.
Spouses with a proper power of attorney may initiate and complete these processes on behalf of the student.
DISCIPLINARY ISSUES FOR GRADUATE STUDENTS
Graduate Student Appeals Board.
Each academic year a standing committee, consisting of three members of the graduate faculty and two graduate students, is appointed by the dean of Graduate School to handle grievance complaints including grade appeals. Any graduate or prospective graduate student who believes that he or she has been unjustly treated within the academic process may proceed as far as necessary in the following steps to resolve his or her grievance. In general, there are three levels at which a grievance can be addressed: a course instructor or adviser, a department head, or the dean of the Graduate School. If the initial grievance is with an instructor or adviser, the process begins at Step 1. If the initial grievance is with a departmental committee, the process begins at Step 3. In all instances, the process must begin at the lowest possible level.
- Under normal circumstances, the student should discuss the issue with the instructor/adviser.
- If the student is unable to resolve the issue through consultation with the faculty member, the student must submit a written memorandum detailing the grievance to the course instructor or adviser within 10 calendar days of the beginning of the following full (i.e., fall or spring) semester. The person to whom the memorandum is addressed must respond in writing within 10 calendar days to the student.
- If the student is not satisfied with the response from Steps 1-2, he or she must submit a written appeal to the department head within ten working days of the initial decision. If the student is initiating the appeal at the departmental level, he or she must do so, in writing, within 10 calendar days of the beginning of the following full (i.e., fall or spring) semester. The department head must respond in writing within ten working days to the student, the instructor or adviser (if one is involved), and the dean of Graduate School.
- If after the third step the student or any of the other parties involved is still not satisfied with the response, he or she must present to the dean of the Graduate School within ten working days a written complaint detailing the nature of the grievance and requesting a Graduate Student Appeals Board hearing. After receiving a written complaint, the dean of the Graduate School will determine whether the complaint has merit. If the graduate dean determines that the appeal does not have merit, he or she will inform the appellant and other parties, in writing, within ten working days of receiving the appeal. If the graduate dean decides that the appeal does have merit, he or she will convene the Graduate Student Appeals Board, normally within three weeks. The Graduate Student Appeals Board will conduct, within 60 days of their convening, whatever investigations and deliberations are necessary, and will forward to the dean of the Graduate School a recommendation to resolve the grievance.
- After reviewing the recommendation of the Graduate Student Appeals Board, the dean of Graduate School will, within ten working days, inform all parties involved of his or her decision in writing. The decision of the dean of the Graduate School is final.
The dean of the Graduate School may waive the normal time frame for grievances when either party presents compelling evidence justifying such a delay, but grievances must be launched within one year.
Academic Probation and Suspension
Academic records of all graduate students are reviewed at the end of each semester. A student whose cumulative grade-point average at the end of any semester is less than 3.0 will be so informed and will be placed on probation. If, during the next enrollment period, a student fails to achieve a cumulative grade point average of 3.0 or to show substantial improvement in the quality of work (as determined by the graduate dean in consultation with the student's primary department), the student will be suspended for one semester from the Graduate School. Students on suspension are barred from enrolling in graduate level courses at NMSU. Students on suspension who wish to continue Graduate School after suspension must re-apply to the Graduate School and the department of interest. Subsequent suspensions will be for one calendar year and the student must petition the graduate dean for re-admission. No NMSU graduate level course credit will be granted for courses taken at NMSU or other institutions while under suspension from NMSU.
Disciplinary Probation and Suspension
Graduate students are subject to the rules and regulations with respect to disciplinary probation and suspension as listed in the "Student Code of Conduct" section of the Student Handbook http://www.nmsu.edu/~vpsa/SCOC/index.html and in the "Regulations" section of the Undergraduate Catalog http://www.nmsu.edu/Academic_Progs/Undergraduate_Catalog/.
Attendance and Student Behavior
The instructor may report any absences to the graduate dean when the number of absences from class (including audited courses) is impairing the work of a student in a course. The graduate dean may drop a student from a class for persistent absence when such action is recommended by the instructor. Similarly, a student may also be dropped from a class for engaging in behavior that interferes with the educational environment of the class.
Students making satisfactory progress in their classes will be excused from classes when they are representing New Mexico State University on a university- sponsored event (e.g., ASNMSU president representing NMSU at legislative session, student-athletes competing in NMSU-scheduled athletic events, or students attending educational field trips and conferences).
Authorized absences do not relieve the students of their class responsibilities. Prior written notice of the authorized absence will be provided to the instructor by the sponsoring department.
Only students who have enrolled in a class for credit or audit are allowed to attend classes. A student who has officially withdrawn from a course may continue to attend the course with the permission of the instructor for the remainder of the semester.
Students not enrolled may visit classes only with the permission of the instructor.
Academic Conduct of Graduate Students
Graduate students at New Mexico State University are expected to observe and maintain the highest academic, ethical, and professional standards of conduct.
Students should consult Section III of the "Student Code of Conduct" in the Student Handbook http://www.nmsu.edu/~vpsa/SCOC/index.html for more specific information regarding the rules of conduct and definitions of misconduct. In the event these standards of conduct appear to have been breached by violations such as plagiarism (consult the Library's Web page at http://lib.nmsu.edu/plagiarism, cheating, nondisclosure or misrepresentation of academic credentials, fabrication of data, or other forms of academic misconduct, the procedures set forth below shall be employed to resolve the issues.
Procedures to Deal with Cases of Alleged Academic Misconduct in Graduate School
Policies and procedures for dealing with such cases are detailed in the in the Student Handbook http://www.nmsu.edu/~vpsa/SCOC/index.html.
Questions concerning these policies and procedures should be addressed to the dean of the Graduate School.
PRIVACY ISSUES
Privacy rights
The following information has been designated as directory information and is subject to release to the public under the Buckley Amendment (PL 98-380), "The Family Educational Rights and Privacy Act of 1974": Student's name, address, e-mail address, telephone listing, date and place of birth, major field of study, classification, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent, previous educational agency or institution attended by the student.
Other information regarding disclosure of student data is posted at the Office of the Registrar in compliance with the act. Requests for withholding directory information must be filed in writing with the Office of the Registrar by the third Friday of class.
PURGING OF STUDENT FILES
All files of students who have attended NMSU Graduate School are kept for five years following final enrollment and then destroyed. Only archival documentation is retained. The files of students who do not enroll are destroyed after one year.
NAME CHANGES ON TRANSCRIPTS
Official name changes on transcripts will be processed upon written request to the Office of the Registrar and only if a student is currently enrolled.
CHANGE OF ADDRESS
In order to assure accurate student records, students are responsible for keeping the Graduate School and the Office of the Registrar informed of the following: Changes in residence and mailing addresses; current telephone numbers, and primary e-mail addresses. Failure to do so may result in transcripts, diplomas, or other important communications from the university not being received in a timely manner.
EVALUATING YOUR ACADEMIC EXPERIENCE
As part of its continuing effort to maintain quality academic programs and to provide strong support services, New Mexico State University routinely conducts surveys. Students may be required to participate in one or more of these activities. The resulting data will be published only in aggregate form.