Academic Policies and Procedures

A student should expect to graduate under the catalog in effect at the time he/she is admitted to the University. If it becomes necessary for a department to change its program during a student’s matriculation at the University, the student will be guided by the catalog in force when s/he entered the program.

A student who interrupts his/her attendance at the University for more than four consecutive semesters cannot claim the right to the program of his/her original enrollment at the University. 

Advisement 

Graduate students should pay particular attention to the proper sequencing of courses.  The degree program is a carefully developed sequence of educational activities and experiences designed to help the student achieve the objectives of the program. Students should make every effort to properly sequence the course offerings during the program. Introductory courses should be taken prior to the advanced courses. Some courses require prerequisites necessary for students to perform effectively. 

It is important for graduate students to work closely with faculty advisors to plan their program during initial enrollment. Each graduate program assigns advisors.  For assignment of an advisor, contact the appropriate graduate program office. 

Registration 

Registration occurs during mid-semester of the FALL and SPRING semesters. All currently enrolled students are encouraged to register early. New graduate students will be encouraged to register immediately following meetings with their graduate program coordinators. The Schedule of Classes lists course offerings for each semester and is available on the Bowie State University Website. 

Registration guidelines are as follows: 

1. Students must be accepted by the University and continuously enrolled to register. 

2. After consulting with a faculty advisor, the students must register on-line using Bulldog Connection on the University Website. 

3. Students must meet the payment deadline, which is usually in January for the SPRING semester and August for the FALL semester, prior to attending classes. A late registration period is held for students who fail to register early or during orientation; however, a late registration fee is charged. 

Schedule Adjustment 

The schedule adjustment period is the first five days of classes of each semester. Students must use Bulldog Connection to add, audit, or drop classes. After the official registration and schedule adjustment period is over, students must use Bulldog Connection to withdraw formally from the class by the specified deadline for that semester to avoid receiving an unsatisfactory grade for a registered class. If the student withdraws from the class by the specified deadline for that semester, the grade of “W” will be recorded on the transcript. A student who drops below twelve (12) semester hours will become a part-time student. The following stipulations apply: 

1. Students may add, drop, or change sections of a course before the end of the schedule adjustment period. 

2. After the schedule adjustment period, students who withdraw from a class will be given the grade of “W.” 

3. Failure to drop or withdraw from a class officially will result in a grade of “F. 

Adding a Class 

Students who are registered may add courses during open enrollment and during the add period. If students wish to add a course that is closed, they may add the course only with the chairperson’s approval. 

Auditing a Class 

Students who wish to participate in selected courses but are not seeking academic credit may opt to enroll on an audit basis. Students must pay tuition and fees for audited courses whether enrolled full-time or part-time. Auditing students are not required to take examinations or to submit other requirements of the class. Students who register for credit cannot change to audit status and students who register for audit cannot change to credit status.  

Dropping a Class 

Students who wish to drop a course(s) may do so through Bulldog Connection self-service during open enrollment and during the drop period only. If students drop a course during the drop period, this means that all entries for the course are dropped completely from their transcript. It is the student’s responsibility to view their schedule on Bulldog Connection and make sure their schedule is correct. 

The last day on which courses may be dropped is published in the Academic Calendar for each semester/term. 

All courses in which students are enrolled after the final drop date will be entered permanently on their academic record. 

NOTE: Dropping, Withdrawing, or Auditing a course(s) may affect a student’s full/part time status and eligibility. Please visit the Office of Financial Aid at www.bowiestate.edu/admissions-financial-aid/financial-aid/ for Return of Title IV Funds policies and refund information. 

Course Removal for Non-Attendance 

A student may submit a petition to remove a non-attended course from their transcript (with verification from the faculty member) no later than the end of the following term. 

Class Attendance 

All students are required to register officially and pay tuition and fees before attending classes. 

Students are expected to attend classes and laboratory experiences, take all examinations, and participate in other learning activities as designated by the instructor. A student may be advised by the instructor to withdraw from a course for excessive absences. Five (5) or more unexcused absences may result in the student’s receiving a grade of “F” for the course. 

A student who is absent from class because of circumstances beyond his/her control and wishes to obtain an excuse must submit documentation to the Chair of his/her academic school requesting an official written excuse to be given to the instructor. The student must provide the written excuse from the Chair to his/her instructor. 

Course Time Scheduling 

Most day classes are offered between 8:00 a.m. and 5:00 p.m. as follows: Monday, Wednesday, and Friday for 50 minutes; Tuesday and Thursday for 75 minutes. Evening classes are usually scheduled from 5:00 p.m. to 7:30 p.m. or 7:35 p.m. to 10:05 p.m. and meet once a week. Additionally, courses may be offered on Saturday and Sunday for longer periods. Off-campus courses may be offered in eight-week sessions meeting twice a week for two and one-half hours or once a week for five hours. Distance learning options are also available via Internet and interactive video. Students should review the Schedule of Classes (http://bulldogconnect. bowiestate.edu/) published online each semester for more information about specific classes. 

Academic Probation 

A student whose cumulative grade point average (GPA) falls below 3.0 is placed on academic probation for the next semester. Any student placed on academic probation must re-take the failed (F) classes during the probationary period. A student’s failure to raise the GPA to a 3.0 after the completion of 9 credit hours will result in academic dismissal. 

Procedure: 

I. Consult with your graduate program advisor. 

II. Complete an Academic Progression Plan with your advisor. 

III. Submit your signed Academic Progression Plan to the Graduate School. 

IV. The Academic Hold on your registration will be removed once your progression plan has been approved by the Graduate Dean. 

Academic Dismissal 

The duration of the academic dismissal is one (1) semester; the period of dismissal for a graduate nursing student is one (1) year.  Courses taken at other institutions during the dismissal period cannot be transferred to Bowie State University.  To be considered for readmission, the student must reapply to the Department and petition the Graduate Dean with a communication of support from the Department.  A student academically dismissed is given a one-time readmission consideration. Once readmitted, the student must retake the course or courses that must have resulted to a drop of his/her cum grade point average to below a 3.0. The seven (7) year and five (5) year (in the case of nursing program) time limitation for degree completion shall include all periods of dismissal.  A student dismissed for academic dishonesty is not eligible to reapply.  

Withdrawal from the University 

Official withdrawal from the University after classes begin and before the end of the semester requires that the student complete an Application for Withdrawal and file it with the Office of the Registrar. Additionally, veteran students should consult the Veterans Program Assistant for special regulations. 

A student who wishes to withdraw from the University must seek an appointment with his/her dean as part of the withdrawal process. Students withdrawing must have written clearances from designated offices. 

Failure to officially withdraw from the University will result in grades of “F” for the courses in which the student is enrolled. A student withdrawing from the University after the last day to drop a course may ask to receive a grade of “W.” 

Return after Withdrawal 

Students who withdraw from the University and wish to return must: 

1. complete a Readmission Application that can be obtained from the Website (https://www.bowiestate.edu/admissions-and-aid/graduate-admissions//) and submit it to the Office of Graduate Admissions; 

2. submit official transcripts from institutions attended while separated from the University; and 

3. receive a readmission or acceptance letter from the University. 

If the graduate student attended another institution and his/her cumulative GPA is below a 3.0, the student will be denied readmission. Credits successfully earned at another institution must be approved by the academic department before they can be applied to the graduate student’s program. 

Standard of Academic Conduct  

Bowie State University expects students to maintain high standards of conduct and scholarship. Thus, students are expected to conform to strict standards of academic honesty in all aspects of graduate studies.  Students guilty of academic misconduct are subject to severe penalties ranging from failure of the assignment to failure in the course, suspension from the program or the University or, in extreme cases, dismissal from the University. 

Policy on Plagiarism 

 1.   Plagiarism is the act of representing another’s idea, words, or information as one’s own.  Every student writing a paper should be aware of the following principles. 

• All directly quoted materials must be identified as such by quotation marks.  The source(s) of this material must be acknowledged. 

• When borrowed ideas or information is not directly quoted by a student, the student should have so assimilated this material that it is indeed being expressed in his/her own words.  However, just as in the case of direct quotations, the sources of such borrowed ideas or information must be acknowledged. 

• The sources of ideas or information lying well within the realm of common knowledge (i.e. material that would be known by anyone familiar with the subject under discussion) need not be acknowledged. 

  2.   Students guilty of plagiarism are subject to severe penalties, ranging from failure for the assignment to failure in the course or, in extreme cases, dismissal from the University.  The instructor shall determine the appropriate sanction to be imposed. If the instructor is unable to determine the appropriate sanction to be imposed or if the student disagrees with the sanction imposed, the instructor may communicate promptly a written charge setting forth the essential facts of the case to the chair of the instructor’s department.  Students appealing the imposed sanction must follow the due process procedures. 
  

Procedure: 

I.  Faculty members are required to deal directly with any academic infractions.  Actions taken must reflect the seriousness of the infractions and could range from a verbal warning, administrative withdrawal, an assigned grade of “F” for the course, to dismissal from the University. 

II. In cases where the faculty member feels that the infraction was severe enough to pose a stiffer penalty, the case can be submitted to the dean of the school in which the course is offered for possible academic suspension or dismissal from the University. 

III. Students may submit a written appeal to the dean disputing alleged infractions. 

IV.  In either case, the dean may arrange a hearing with individuals (faculty members from another department and students from the Judicial Board) to evaluate the appeal.   

Attendance 

Students are expected to attend every session for which the course is scheduled unless otherwise agreed to by professor and student. 

Time Limitation 

Requirements for the doctoral and master’s degree must be completed within a seven-year period, (five years for the M.S. in Nursing) as established by the Board of Regents of the University System of Maryland (USM). The scheduled time is computed by noting the date of admission to the University or by the date when transfer credits applied to program were taken, whichever is earlier. The seven-year period is computed on calendar time.  

Program Extension 

A student whose time limit is nearing expiration may be granted a program extension for up to two years. An additional extension beyond two years will be at the discretion of the Graduate Dean and the Program Advisor and predicated upon extenuating circumstances.  It is the student’s responsibility to contact his/her department to obtain the required paperwork and signatures.  

Procedure: 

I. A program extension form is obtained from the program area (department). 

II. The form must be completed by the student. 

III.The Program Coordinator must write their recommendation in the designated area, then date and sign the form. 

IV. The completed form must be submitted to the Graduate School for the Graduate Dean’s approval/denial. Program Coordinators and Chairs make recommendations for program extensions, but they do not give approvals or send approval letters to students. 

Re-entry to a Degree Program after Lapse of Time Limitation 

When a student allows his/her seven-year time to lapse, the student is dismissed from the program. The student must apply for re-admission to the program. If the student is granted re-admission to the program, admission may be granted under current university policy and degree requirements. The program decides which courses can be applied to the new plan of study from the course work accumulated prior to dismissal. Some courses may be replaced with other courses approved by the advisor. 

Change in Graduate Major Program 

Graduate students may change major programs.  

Procedure: 

I. Complete a Graduate Admission application on the Graduate Admission website indicating application to the new major program, providing all the documents required by the new program. 

Mail to:

gradadmissions@bowiestate.edu

II. Once the application file is complete, Graduate Admissions will submit the file to the new major program for review and decision. If the change is granted, the student will be admitted to the new major program and assigned to the Graduate Program Coordinator for advisement. 

III. Students will be required to meet graduation requirements under the catalog in effect at the time major program change is granted. 

Program of Study: Course selection and Transfer Courses 

The degree-seeking and/or the certificate student develops a program of study with his/her graduate advisor based upon the program curriculum. The program of study should be prepared before the student begins his/her first semester of classes.  The student’s program of study provides the listing for all courses required to complete the degree and is to be documented by completing the Program of Study Form. Courses taken at other institutions that are approved by the graduate advisor to transfer into the current Bowie State University graduate program for credit toward the graduate degree are included on the Program of Study Form. An official transcript for any transfer coursework must be on file with the University in order to be posted to the academic record. 

Students that have already completed a graduate program at Bowie State University and wish to have credits from that program applied to their current graduate program, must seek approval from their graduate advisor. The maximum allowable limit of shared credits is dependent on the academic program and students should consult with their graduate advisors. Please note that graduate courses being applied to more than one program will only be listed on the graduate career of the academic transcript one time. The Program of Study will indicate how courses are being applied/requirements are being satisfied.

The completed Program of Study Form must be signed by the student, the graduate advisor, the department chair, the college dean and the graduate dean. Once all signatures are affixed, the Plan of Study Form will be filed in the student’s permanent file in the Office of the Registrar. 

Procedure: 

I. The new student will meet with the advisor before starting the degree program to set up the requirements for degree completion and develop the Program of Study. 

II. The program of study will be reported on the Program of Study Form.  All requirements to be met by the student, including transfer courses applied to the degree will be included on the form. 

III. The advisor, the student, the college dean, and the Graduate Dean will sign the form. 

IV. The Program of Study Form will be sent to the Office of the Registrar for placement in the student’s permanent file. 

Changes in the Program of Study 

When a student deviates from the original program of study, the advisor must approve the changes and document that approval by sending a revised program of study that must be signed by the department chair, the college dean, and the graduate dean.  

Procedure: 

I. The student will meet with the advisor to discuss and make changes to the original Program of Study. 

II. The changes to the Program of Study will be detailed on the revised Program of Study form. 

III. The advisor, student, college dean, and the Graduate Dean will sign the revised Program of Study Form.  

IV. The Program of Study form will be sent to the Office of the Registrar for placement in the student’s permanent file. 

Advancement to Candidacy 

Advancement to Candidacy is a major step in fulfilling the requirements for graduate degrees. Advancement to Candidacy is done by presenting an approved program of study, a grade point average of 3.25 and a minimum of 12 - 18 semester hours of program core graduate work taken at Bowie State University. Should the required 3.25 average not be reached when a maximum of 18 credit hours has been earned, Advancement to Candidacy will be denied. Students must retake selected courses taken as part of the 12-18 credit hour requirement.  Students will not be allowed to go beyond the 18-credit limit if they have not met the requirement for advancement to candidacy.  Each graduate program may have added requirements for Advancement to Candidacy that students must complete.  Added requirements will be included in the section of the catalog for each program. 

1. Students must be advanced to candidacy before taking the Comprehensive Examination, Seminar or Practicum (Internship I and II for Mental Health Counseling). 

Procedure: 

I. A student must apply for Advancement to Candidacy by completing the Request for Advancement to Candidacy form and sending it to the advisor, chair, college dean, and the Graduate School.  The form can be filed once the student has taken 12 credits of required coursework but must be completed before 18 credits are earned. 

II. The Graduate School will review the student’s records to determine academic progress.  

III. If the student meets the requirements for Advancement to Candidacy, the Graduate Dean will document the attained requirement and transmit the Request for advancement to Candidacy Form to the Office of the Registrar.  

IV. If the student is denied Advancement to Candidacy, the Graduate Dean will correspond with the student to direct him/her to the advisor to develop a plan for meeting the Advancement to Candidacy requirement.  

2. A student who does not satisfy the advancement to candidacy requirement will not be allowed to continue taking courses after the completion of the first 18 credit hours. 

3. To ensure adherence to the Advancement to Candidacy policy, a hold is placed on the graduate student’s record during the semester in which the student registers for the 18th credit hour. Once the student has met the Advancement to Candidacy requirement, the hold is removed, and the student may continue his/her program of study. Students will meet with their advisor and document a plan for meeting the requirements for advancement utilizing the Academic Progression Plan Worksheet. A copy will be sent to the Graduate School for placement in the student’s permanent folder.  

I. The hold will be temporarily removed from the student’s account to allow for registration into classes specified in the plan documented on the Academic Progression Worksheet. The hold will be replaced on the student’s account after the student registers. 

II.  If the student meets the requirement for Advancement to Candidacy the first semester after the initial hold was placed on his/her account, the hold will be permanently removed. If the student does not meet the requirements for Advancement to Candidacy, he/she will no longer be allowed to continue in the program. 

4. Exceptions:  Because there is a need to show actual registration to obtain a visa for re-entry into the United States, the hold will be removed for those international students who intend to travel outside of the country if it is determined that their progress in their academic program may result in the criteria for advancement to Candidacy. 

Course Load 

A student who registers for nine (9) graduate semester hours is considered to be a full-time student. Students who register for fewer hours are designated as part-time. A student may pursue up to 12 credit hours in a semester.  If a graduate student would like to take more than 12 credit hours approval must be obtained from the Graduate School Office. Six credit hours are the maximum number that may be taken in one summer session. 

Standards of Academic Work 

To remain in good standing, candidates for graduate degrees must maintain a 3.00 grade point average after being advanced to candidacy. If the cumulative average falls below 3.00, the student will be placed on academic probation. After completing nine additional hours of work, if the cumulative average returns to the acceptable level of 3.00, the student will be restored to good standing. A student on probation will not be permitted to take the Comprehensive Examination, Seminar, or Practicum. Required courses in which the candidate earns a grade of “F” must be repeated.   Students who lack sufficient academic aptitude or who fail to show evidence of serious purpose may be requested by the Graduate Dean to withdraw from their graduate program. 

Grading Criteria 

A grade of “A” represents superior academic performance: 

a) The student demonstrates critical, analytical, and applied understanding of the subject matter in excellent written and oral form. 

b) The student regularly contributes substantive knowledge and appropriate discussion to the class experience. 

A grade of “B” represents good academic performance: 

a) The student demonstrates a good understanding of the subject matter in acceptable written and oral form. 

b) The student contributes substantive knowledge and appropriate comments to the class experience. 

A grade of “C” represents the minimal acceptable academic performance: 

a) The student demonstrates interest in concepts of the course and a minimum mastery of subject matter in acceptable written and oral form. 

b) The student makes a minimum of substantive contributions to the class experience. 

The grade of “D” is not issued; Grade “F” indicates the student has not met the minimum requirements of the course. 
  

A student who withdraws from a course after the tenth week of the semester will receive a grade of “F” unless special permission is granted for withdrawal without penalty.  Students taking 8-week courses will receive a grade of “F” after the fifth week of class unless special permission is granted for withdrawal without penalty. 
  

A student may repeat a course to raise a grade of “B”, “C” or “F.” Only the higher grade received for a course will be counted in the student’s cumulative grade point average. 
  

Letter grades are not assigned to students in Practicum, INSS 890-Professional Seminar and PSYC 540-Social Equity. Students who successfully complete the work in these courses receive a grade of “Pass.” Students who do not successfully complete the requirements receive a grade of “Fail.” A grade of “I” indicates “Incomplete” and is used only in exceptional circumstances. Students who receive a grade of Incomplete (I) have one academic year from the date of the end of the semester in which the course was taken to have the grade changed. If a grade of incomplete (I) is not changed after one year, it converts to an “F”. 
  

Students who receive an Incomplete (I) in Seminar must enroll in Research Advisement for one graduate credit hour with the Seminar instructor. The student has two semesters to remove the Incomplete (I) in Seminar. 

A student may not be advanced to candidacy, allowed to take the Comprehensive Examination, or graduate until all grades of Incomplete (I) have been removed from courses in the student’s degree program. 

A final examination is required for all courses, except Seminar and Practicum. 

Appeal System 

Note:  Any grievance filed late (i.e. after March 15 or October 15 following the semester in which the incident occurred) will not be considered nor negotiated regardless of the circumstances. 
 

Graduate Student grievances should initially be addressed to the Program Coordinator.   

1. Students must address grade appeals with the faculty members involved. If issues are unresolved, the students must direct the appeals in writing, with documentation, through the appropriate channels: Faculty Members, Department Chairs, and School Deans. If a course grade is in dispute, the student must initiate the appeal no later than ten (10) working days after receiving the grade. If a final grade is in dispute, the student must submit an appeal no later than thirty (30) days from the end of the semester during which the grade was received. Procedures are detailed below. 

a.  The student must initially consult with the faculty member for a satisfactory resolution of the appeal. If the faculty member is no longer with the University or if the student is unable to resolve the issue with the instructor, the student must present the complaint in writing to the Department Chair. 

b.  The Department Chair will convene a Departmental Appeals Committee for resolution. If the student is not satisfied with the decision of the Departmental Appeals Committee, the Chair renders a decision. 

c.  If the complaint cannot be resolved at the Departmental level, the student must present the complaint in writing to the School Dean within fifteen (15) days after receiving notification of the Department’s decision. 

d.  The School Dean will make the final decision. 

2. Students requesting an exception to the requirements for graduation should address such an appeal to the Dean of the respective College. 

3. Students appealing a failing grade on the Comprehensive Examination should address the request to the Graduate Dean. Such appeals must be filed within 30 days of the notification letter. Upon receipt of such an appeal, the Graduate Dean in consultation with the Program Coordinator will identify a new group of readers from the student’s area of concentration to review the examination.  The decision resulting from the second reading shall be final. The result of the appeal should be communicated to the student by the Dean’s Office in writing no more than five weeks from the date of the submission of the appeal request. 

Note: Any Comprehensive Examination appeal filed after the 30 days of the notification letter of failure is considered LATE and will not be addressed by the Graduate Dean.  

Policy for Testing Out of Courses 

Students may test out of a maximum of two courses. The procedure for doing so is as follows: 

1. The student must write a letter to the Graduate Dean requesting permission to take the course(s) by examination including course title and number. 

2. The Graduate Dean will appoint a committee composed of a minimum of two (2) faculty members to coordinate and administer the examination. 

3. The student will meet with the faculty committee. The committee will inform the student of the topics to be included in the examination and establish an examination date. 

4. The student will register and pay for the course(s) for which he/she is seeking examination credit. 

5. The examination may be written, oral and/or a demonstration before the committee. 

6. The committee will evaluate the student’s performance and assign a grade for the course to the student. The committee will enter the student’s grade on the final grade roster. 

7. If the student fails the examination, an “F” will be recorded. 
     

Independent Study Policy  

Students taking a course as an Independent Study must secure an Independent Study Request Form from the Graduate Office or the Bowie State University website. The completed form must be returned to the Graduate School Office. The student’s advisor, the department chairperson, the Independent Study faculty supervisor and the Graduate Dean must sign the Independent Study Request form. A copy of the form will be placed in the student’s permanent file in the Registrar’s Office; a copy will be kept on file in the Graduate School Office; the faculty advisor will keep a copy and the student will retain a copy.  

The requirements for the Independent Study shall be specified in writing. The student must satisfy all requirements normally demanded in a regular semester. Students are limited to a maximum of three (3) credit hours for an independent study course.  

Procedure:  

1. Graduate students will obtain a copy of the Independent Study form from the Graduate School or on the Bowie State University website.  

2. The form is to be completed by the student and the course instructor.    

3. The form is to be signed by the student, the professor and the chair and submitted to the Graduate School for approval.  

4. The approved Independent Studies course will be entered into PeopleSoft after which the student will be able to register.