steps in applying for graduate school€¦ · applicants who are not eastern kentucky university...

Eastern Kentucky University is an Equal Opportunity/Affirmative Action Employer and Educational Institution

Office of the Dean and Associate Vice President for Research SSB 310, CPO 68

521 Lancaster Avenue Richmond, Kentucky 40475-3168

(859) 622-1742 FAX: (859) 622-2975 [email protected]

EASTERN KENTUCKY UNIVERSITY

Graduate Education & Research

Graduate Guidebook

TABLE OF CONTENTS

1. Graduate School Contact Information ............................................................................. ii 2. Application Process ........................................................................................................ 1

a. Application for Admission ............................................................................. 2 b. Confirmation of Application Receipt Letter ................................................... 5

3. Admission Process ......................................................................................................... 6 4. Admission Decisions ...................................................................................................... 6

a. Departmental Recommendation Form ......................................................... 7 5. Concurrent Enrollment ................................................................................................... 8

a. Concurrent Enrollment Form ........................................................................ 9 6. Continuation of Admission ............................................................................................. 8

a. Continued Admission Recommendation Form ........................................... 10 7. CARES Documents ...................................................................................................... 11 8. Exceptions.................................................................................................................... 11

a. Request for Exception to Policy Form ........................................................ 12 9. Registration .................................................................................................................. 13 10. Academic Probation and Dismissal .............................................................................. 13

a. Notice of Probation Letter ........................................................................... 14 b. Notice of Dismissal Letter ........................................................................... 15 c. Graduate School Dismissal Appeal Form................................................... 16

11. Graduation Application ................................................................................................. 17 a. Graduation Application Form ...................................................................... 18

12. Comprehensive Examinations ..................................................................................... 21 13. Thesis Requirements ................................................................................................... 21

a. Schedule of Comprehensive Examinations Form ...................................... 22 b. Report of Comprehensive Examination Results Form ............................... 23 c. Request to Retake Comprehensive Examinations Form ............................ 24 d. Comprehensive Examination Failure Letter 1st attempt .............................. 25

14. Time Limit ..................................................................................................................... 26 15. Graduation Check Out ................................................................................................. 26

a. Request for Exception to Time Requirements Form .................................. 27 16. Graduate Assistantship Requirements ......................................................................... 28 17. Graduate Assistantship Nominations ........................................................................... 28

Graduate School Contact Information:

Main Line: 2-1742

FAX: 2-2975

Name Contact Information Responsibilities

Sandra Johnson

Phone: 2-1743 Email: [email protected]

Colleges for Health Sciences, Business & Technology, and General Non Degree and Visiting

Phone: 2-1744 Email: @eku.edu

Thesis, Graduate Assistantships, Faculty Status, and Graduate Council

Jerry Pogatshnik


Associate VP for Graduate Education and Research and Dean of the Graduate School

Tina Puckett


Application for Admission, Graduation, Comprehensive Examinations, Changes in Planned Programs such as course substitutions, transfer graduate credit, exceptions to policy etc

Jaleh Rezaie


Associate Dean for Graduate Education and Research

Robin Sparks Phone: 2-2316 Email: [email protected]

College of Education

Sandy Willis


Colleges of Arts & Sciences and Justice & Safety

mailto:[email protected]







Application Process:

1) Students may apply on-line or by mail. See following paper application on page 3.

2) Once application is received the Graduate School will send student an email of receipt.

3) It usually takes 6-10 days to process an application for a student.

4) Once application is entered into Banner the student will be sent an “Initial Contact Letter.” Graduate Coordinator will be sent a copy of the letter (see sample letter on page 5).

5) In the letter the student will receive their EKU ID# and Password to log into EKU direct so that they can track their admission status.

6) Students who wish to take graduate courses at EKU that are admitted to another University should apply as a Visiting Student.

7) Students who wish to take classes without declaring a program should apply as a General Non Degree Student.

8) Undergraduate students who are 30 hours from finishing degree and have an undergraduate GPA of 3.0 may apply for Concurrent Enrollment. The student must fill out the Graduate School Application and a Concurrent Enrollment Form (sample on page 9).

9) Students who apply after the deadline will be required to submit the Post Deadline Non Degree Application.

10) Students who apply as General Non Degree or Rank Programs are not eligible for Financial Aid.

12

Graduate School Application Thank you for your interest in graduate studies at Eastern Kentucky University. In order to process your application efficiently, please review the following information carefully. Your complete application must include all of the elements listed below. Incomplete applications will not be processed. 1. Application for Admission Form and Application Fee:

All application materials must be received in the Graduate School at least two weeks prior to the published application deadlines (see below). The Application Form must be accompanied by a check or money order for the $35.00 application fee. Applications received without the application fee will not be processed. Applicants may also apply online on our website at www.gradschool.eku.edu.

2. Statement of Personal and Professional Objectives:

Applicants for degree and certificate programs are required to submit a brief description of personal and professional objectives. This statement assists faculty in evaluating applicants and planning an appropriate program. Applicants are strongly encouraged to contact their intended program of study for specific instructions regarding the Statement of Personal and Professional Objectives. The Statement should accompany the application form.

3. Official Test Scores for Entrance Examinations: (GRE, MAT, GMAT, PRAXIS II & TOEFL)

All applicants for degree programs must submit official scores. Applications to take these exams may be obtained from Educational Testing Service, www.ets.org. (Note: For scores to be official they must come directly from ETS.) Students who are applying for a Master of Business Administration (MBA) degree must provide official scores on the General Management Admission Test (GMAT). Students applying for Education programs may be able to submit PRAXIS II scores for admission. Students must check with their department for approval and contact the Dept. of Teacher Admission & Certification at [email protected] for information regarding the applicability of Praxis scores.

4. Official Transcripts:

Applicants who are not Eastern Kentucky University graduates must have each institution attended send one official transcript directly to the Graduate School, SSB 310 CPO 68, Eastern Kentucky University, 521 Lancaster Ave., Richmond, KY 40475-3168. Those applicants who have not completed their undergraduate degrees should forward only one transcript at the time of application and one official transcript after the degree is completed and recorded. No action can be taken on your admission until official transcripts are received. (Note: For transcripts to be official they must come directly from the higher education institution.)

SPECIAL INSTRUCTIONS AND INFORMATION VISITING STUDENTS - Students who have been admitted and who continue in good standing with another accredited graduate school may attend EKU, taking courses for which they have prerequisites for one term without formal admission to a specific program. Official transcripts and test scores are not required provided a Visiting Student Certificate signed by the graduate dean where you have been previously admitted is submitted to the EKU Graduate School. Students must complete a Visiting Student form for each semester in which they take a course. Visiting student forms will be mailed to the student to forward to their institution once your application has been received in the Graduate School Office at EKU. INTERNATIONAL STUDENTS - International students are required to complete applications for admission by the International Deadlines dates for the beginning of the term in which they want to enter. Certain additional requirements are imposed by the U.S. Department of Justice on all foreign students who wish to study in the United States. SECURITY REPORT: A copy of the Eastern Kentucky University Annual Security Report and the Daily crime log is available for viewing. Information on viewing these websites and obtaining a copy of the report can be found at http://publicsafety.eku.edu/information/.

APPLICATION DEADLINES All applications for degree and/or certification programs must be received no later than two weeks prior to the beginning of the semester for which the student wishes to enroll. Applications for non-degree seeking students should be submitted at least one week prior to the beginning of the term. International Students -Oct. 15 (Spring), March 15 (Summer), June 1 (Fall). SPECIFIC DEPARTMENT DEADLINES M.A.T. – Nov. 15 (Spring), April 15 (Summer) M.B.A. - Nov.20 (Spring), April 5 (Summer), and July 9 (Fall) M.P.H. - Oct. 15 (Spring), May 1 (Summer), and July 1 (Fall) M.S.N. – Feb. 15 (Summer), Mar. 15 (Fall) Occupational Therapy – Feb. 1 (for students without undergraduate degree or

certification in OTR). Psychology - March 15 Communication Disorders - February 1 (Fall)

NOTE: Credentials submitted for admission purposes become the property of the Eastern Kentucky University. If the applicant does not enroll within one year, the admission file is destroyed unless the student contacts the Graduate School.

For Admissions Questions, call according to your program:

Education, Justice & Safety: (859) 622-2316

Arts & Sciences, Business & Technology, Health Sciences: (859)

622-1743

General/Request Information: (859) 622-1742

Cooperative Doctoral Programs, Graduation: (859) 622-1745

Graduate Assistants, Thesis/Specialist Projects: (859) 622-1744

Fax Number: 859-622-2975

Email: [email protected]

www.gradschool.eku.edu

SAMPLE


13

Eastern Kentucky University

Application for Admission to Graduate School

Office of Graduate Education & Research


521 Lancaster Avenue, SSB 310, CPO 68

Richmond, Kentucky 40475-3168

Phone:(859) 622-1742 Fax: (859) 622-2975

Email: [email protected] Social Security Number:

1. Name: _______________________________________________________________________________________________ (Last Name) (First Name) (Middle Name)

2. Previous Name(s)

(If applicable): ______________________________________________________________________________________ (Last Name) (First Name) (Middle Name)

3. Permanent Address: _______________________________________________________________________________________________

(Street) (County) (City) (State) (Zip)

Phone No: (______)________________________

4. Current Address: ______________________________________________________________________________________

(If different from above) (Street) (County) (City) (State) (Zip)

Phone No: (______)________________________

5. Email Address: _________________________________________________

6. Employer: _____________________________________________________________________________________________

7. Are you currently or have been and EKU employee within the last twelve months? If so, and your name has changed, you MUST contact

Human Resources Office to make the change. Employee Student worker Graduate Assistant Not an EKU employee

8. Emergency Contact: ______________________________ Relationship: ___________________________________

Address________________________________________________________________________________________________

(Street) (City) (State) (Zip) (Phone)

9. Sex: Male Female 10. Date of Birth: ______/_______/_________ Month Day Year

11. Citizen: U.S. Other

(Country, Type of Visa, Visa Expiration Date)

12. Ethnic Group: (EKU must demonstrate to the U.S. Dept. of Education its compliance with Title VI of the 1964 Civil Rights Act. This

information is used for statistical purposes only.)

1. White (Non-Hispanic) 2. Black (Non-Hispanic) 3. Asian or Pacific Islander Hispanic

4. Hispanic 5. American Indian or Alaskan 6. Other (Please Specify): ________________________

13. Term in which you are enrolling: Spring Summer Fall Year: _____________

14. If you will be a full time student, would you like to be considered for an assistantship? Yes No

15. In which degree program are you enrolling? ________________________________________________________________________

Program Name:

See Grad School website for complete list of programs with proper names.

NOTE: Please make sure you enter the name of the degree, certification or rank program to which you are applying. Failure to provide this

information will result in delays in processing your application.

I am not enrolling in a degree program, I desire a:

Certification (list area: e.g. Teacher Certification in Library Science):

Rank II (list area):

*Rank I in Special Education or Curriculum & Instruction (list area):

*Rank I in Leadership – with this program you MUST also select & list another Leadership Certification or Master’s degree program.

I do not wish to enroll in a program; I am applying as a *Non-Degree Student *Visiting Student

*Rank I, Non-Degree, and Visiting Students are not eligible for Financial Aid.

SAMPLE

14

16. Beginning with the most recent, list all colleges and universities you have attended, including the one in which you are currently enrolled.

If the college is part of a university with a different name, give the name of the university. Attach an additional sheet if necessary. Foreign

applicants: List actual name of degree received or expected; do not translate or interpret in terms of American or Canadian equivalent.

Refer to Special Instructions for International Students.

***ALL STUDENTS: EKU Graduate School must receive an official transcript directly from each institution listed below. Students who

received their degree from EKU will not be required to send an official copy of their transcript, but need to list EKU below.***

NAME OF INSTITUTION

(Do not use Initials)

LOCATION

(City, State, Country)

DATE ATTENDED

From Through MAJOR/MINOR

DEGREE

EXPECTED

/RECEIVED

DATE

EXPECTED

/RECEIVED

17. Type of teaching or other certificate (if any), issued by which state/agency? Number of years experience (specify level and area)

_________________________________________________________________________________________________________

18. I have completed the:

GRE Scores: Taken after October 2002 Verbal ______ Quant. _______ Analytical. Writing _______ Date Completed: ________

GRE Scores: Taken prior to October 2002 Verbal _____ Quantitative _____ Analytical ______ Date Completed: _________

GMAT Score: _________ Date completed: ____________________

MAT Test Score: _________ Date completed: ____________________

I have not taken the GRE or GMAT or MAT test. Date taking test: ___________________________________

GRE/GMAT/MAT exams are not required for my program. (Students applying for some Education programs may be able to submit

PRAXIS II scores for admission. Students must check with their department for approval and contact the Dept. of Teacher Admission

& Certification at [email protected] for information regarding the applicability of Praxis scores).

TOEFL (International Students Only) Score: _________ Date Completed: _________________________

APPLICATION FEE:

A $35.00 application fee is required for all FIRST time graduate applications. The Application Fee is non-refundable. Payment should be in

the form of a check or money order payable to Eastern Kentucky University Graduate School. Please do not send cash.

Choose your method of payment (check one):

I’ve enclosed a check or money order for $35.00 with this application (If checked: application will not be processed until payment is

received)

I have previously applied to the Graduate School at EKU and am not required to pay the fee (subject to verification).

AFFIDAVIT OF AGREEMENT I understand and accede to the Graduate School of Eastern Kentucky University the right to exercise academic sanctions against me in the event

I fail to:

1. Observe prerequisites listed for admission to course(s) for which I enroll.

2. Provide official transcripts of all college credits earned to date prior to the end of my initial enrollment period.

3. Meet published academic or other criteria for admission to the program of any choice as specified in the Graduate Catalog or as

required by the academic department.

I fully understand that any waiver to admission requirements can only be granted by the Graduate School of Eastern Kentucky University. No

statements made by any other person regarding waiver of admission requirements shall in any way bind the Graduate School. I understand that

withholding information requested or giving false information makes me ineligible for admission and enrollment.

Signature: _________________________________________________________ Date: __________________________ Eastern Kentucky University is an Equal Opportunity/Affirmative Action Employer and Educational Institution

SAMPLE

15


Graduate Education & Research

Office of the Dean and Associate Vice President for Research SSB 310, CPO 68 521 Lancaster Avenue Richmond, Kentucky 40475-3168 (859) 622-1742 FAX: (859) 622-2975 [email protected]

CONFIRMATION OF APPLICATION RECEIPT

January 16, 2009

«STU_NAME» Dept. Representative: «ADVR_NAME»

«STUDENT_LINE1»«STUDENT_LINE2» Phone Number: «ADVISOR_PHONE»

«STUDENT_CITY», «STUDENT_STATE» «STUDENT_ZIP» Email Address: «ADVISOR_EMAIL»

«NATION»

Thank you for your application for admission to Eastern Kentucky University’s Graduate School for

«ADMISSION_TERM». We are pleased to have received your application for admission to

«MAJOR»«SECONDARY_CURR». Your cooperation in supplying any missing materials as quickly

as possible is needed to expedite the review process.

Your EKU ID is «STU_ID». The University will use your EKU ID number as a primary identifier for all

future correspondences. For further information regarding the EKU ID number please refer to

www.eku.edu//ekuid.

Due to the Family Educational Rights and Privacy Act (FERPA), University staff is not permitted to

disclose students’ personal information over the phone. Students can access their information via EKU

Direct at any time.

To check the status of your application and view any outstanding items:

1. Go to www.eku.edu and click on EKU Direct located in the white box. Your Login ID is your

EKU ID number and your Pin is your six digit birthday (EX: March 1, 1982 would be 030182).

2. Now select Student Services & Financial Aid from the list

3. Click on Student Records and then Graduate Application Summary.

If you have submitted more than one application, you will choose the most recent displayed.

Details on Admission Requirements can be found at www.gradschool.eku.edu under “Apply to

Graduate School.” Items listed as Outstanding on your Application Summary must be received before

clear admission can be granted. Please note that a completed application is NOT an indication of

acceptance into your program. You must be admitted to your program before you will be able to

register for classes.

Thank you for your interest in EKU Graduate School.

Sincerely,

Gerald J. Pogatshnik Dean, Graduate Education & Research

SAMPLE

http://www.eku.edu/ekuid

http://www.gradschool.eku.edu/

Admission Process:

1) Once application fee and degree granting transcripts are received, a “Departmental Recommendation Packet” will be sent to the Graduate Coordinator.

2) The student is coded as an Applicant and may not register until an admission decision is made.

3) International Students are required all documents prior to admission.

4) The Departmental Recommendation Packet includes copies of the students demographic information, undergraduate GPA, copies of transcripts, personal and professional objectives, and any other documents that are sent by student.

5) The Graduate Coordinator should fill out the Departmental Recommendation Form (which will be the top sheet – sample on page 7). The Coordinator should feel free to make any notation/edit on the form as deemed necessary. An advisor assignment should be written at the bottom of the form.

Admission Decisions:

1) Provisional Admission can be granted by the Coordinator if the student meets the requirements but still has an outstanding requirement such as test scores or a transcript. Provisional Admission is for 1 semester only, so the student must submit the required information during the first semester. A hold will be placed on the student at the end of the semester. It will be the Coordinator’s decision to waive the requirement such as admission test scores (GRE, GMAT, MAT, etc.) based on the student’s success in the graduate courses and be granted Clear Admission.

2) Probationary Admission is granted by the Coordinator if the student does not meet the academic requirements such as low undergraduate GPA or low test scores. If Probationary Admission is decided the student must maintain a 3.0 GPA during the first 9 hours of registration.

3) Clear Admission is granted when all program requirements are met.

4) Once the Graduate School receives the Admission Decision the student is sent an Admission Letter.

17

Graduate Admission Department Recommendation Information 00-00-00

Admission Recommendation Form Term:

Temporary Advisor: Advisor Campus Address: Student Name: ID Number: Program Requested: Program 2: Concentration: Concentration: ADDITIONAL INFORMATION DEPARTMENTAL RECOMMENDATION: Individual departments should review application materials provided and make recommendations. Program chairpersons should initial, assign the appropriate advisor, and return original Admissions Recommendation Form to the Graduate School. Keep the attached student's materials for the advisor file. If applicants do not meet minimum admission requirements, Please review Probationary Admission Requirements. If any transcripts are missing, you may wish to delay your recommendation until they are received. __ CLEAR ADMISSION TO:___________________________________________________________ __ FOR INTERNATIONAL CLEAR ADMISSION TO (Degree pending:)___________________________________ __ PROVISIONAL ADMISSION PENDING COMPLETION OF THE FOLLOWING REQUIREMENTS:

__ Satisfactory completion of__undergraduate__graduate degree requirements. Provide this office with (2) official final degree transcripts (TYPE OF DEGREE AND DATE CONFERRED MUST BE SHOWN). __ Provide the Graduate School with official scores on GRE minimum combined score __________ and __________

__ Provide the Graduate School with official scores on the MAT test with a minimum score of _____________

__ Provide the Graduate School with official scores on the GMAT ___________________ (minimum score). NOTE: Absolutely no more than one registration will be allowed without official GRE/GMAT scores.

__ PROBATIONARY ADMISSION (A letter stating justification and requirements needed for clear admission must be attached.) * The required signatures needed are the Advisor, Chair and College Dean!* _______The following conditions also need to be met for the program for which admission is recommended __ Provide the Graduate School with verification of Kentucky Teacher Certification in your field of study. __ The following prerequisites must be completed__________ before enrolling for graduate study_______ prior to candidacy:

_______________________________________________________________________________________________________________ _______________________________________________________________________________________________________________ __ Other: _______________________________________________________________________________________________________ __ REJECT: Applicant is NOT recommended for admission to the program requested.

Reason:______________________________________________________________________________________________

DATE______________ ADVISOR __________________________________INITIALED

SAMPLE

Concurrent Enrollment:

1) Undergraduate students who wish to take Graduate Courses should apply for Concurrent Enrollment. The student should fill out an Application to the Graduate School and a Concurrent Enrollment Form (example on page 9).

2) The Undergraduate student must be within 30 hours of graduation and have an undergraduate GPA of 3.0.

Continuation of Admission:

1) Student’s who wish to change their concentration or begin a new program within the same Department may submit a Continuation of Admission Form (sample on page 10).

2) Students who are permitted a change or admission via the Continuation of Admission Form will not be blocked from registration.

3) Student signature and Advisor signature is required.

4) Provisional, Probationary, or Clear Admission can be granted on this form.

16


Serving Kentuckians Since 1906

SSB 310, CPO 68

521 Lancaster Avenue


(859) 622-1742 FAX: (859) 622-2975


(606) 622-2228 Fax (606) 622-6676

E-mail: [email protected]

Graduate Education and Research

Office of the Dean and Associate

Vice President for Research

[email protected]

Undergraduate/Graduate Concurrent Enrollment Approval Form

Under certain special circumstances, an undergraduate student with good academic standing may be allowed to enroll in graduate courses. This may only be done during the student’s final semester of undergraduate study. Before concurrent enrollment is permitted, the student must meet the following requirements:

1. Be within 30 credit hours of completion of a Baccalaureate degree. 2. Graduate credit earned during concurrent enrollment may not be used to fulfill any undergraduate requirements. 3. Total registration may not exceed 15 credit hours in one semester. 4. Approval by the graduate program advisor, the undergraduate college dean, and the dean of the Graduate School. 5. Submit Graduate application and meet admission requirements.

**If concurrent enrollment is sought for summer semester, undergraduate and graduate enrollment may not exceed 3 credit hours apiece for a combined total of 6 credit hours. I have read the above requirements and understand that failure to meet the conditions specified will make me ineligible for graduate enrollment. NAME SSN#/EKU ID# DATE Current Address City State Zip The following courses are approved for concurrent registration during ______________________________________semester. UNDERGRADUATE COURSES

Prefix & Course # Course Title Hours

Subtotal Undergraduate Hours (May not exceed 9): _________________________

GRADUATE COURSES

Prefix & Course # Course Title Hours

Total Combined Hours (May not exceed 15): _________________________

APPROVED BY:

Student’s Signature

Graduate Program Advisor Date

Undergraduate College Dean Date Graduate Dean Date

Undergraduate Program Advisor Date

SAMPLE

Graduate Education & Research 02/11/08

18


Office of Graduate Education & Research SSB 310 CPO 68

www.gradschool.eku.edu

CONTINUED ADMISSION RECOMMENDATION FORM For continuing admission in a program This form is to be used to continue a student’s admission to a different program within their department i.e. a master’s student, upon completion of his/her degree, continuing on to pursue a Rank or Certification. Graduate School Policy requires any student who has not been enrolled within the last three years to be readmitted to their program. Name: Date:

Address: Phone:

Student ID:

Anticipated Date of Graduation: Total Hours Completed:

Program/Degree: Hours Outstanding:

Date of Last Class Taken: Cum. GPA: Advisor: requesting CLEAR or PROVISIONAL continued admission to: (circle one) (Program/Degree/Certification)

If student is a PROVISIONAL admit please indicate pending requirements:

Official transcripts with final degree (For change from Masters to Certification/Rank)

Official Test Scores: GRE MAT GMAT (For change from Certification to Masters)

REQUIREMENTS (Advisor Checks):

Student is currently admitted to a program/department: YES NO

If YES, will the student complete his/her current program?

YES – New program is a new admission

NO – New program is a Program Change and a new admission

New Advisor Assigned: (If applicable)

(Student Signature) (Date)

(Advisor Signature) (Date)

SAMPLE

CARES Documents:

1) CARES documents will be used as the official planned program.

2) All students and faculty will have access to the students CARES documents.

3) The change to students planned program must be sent to Graduate School as before. Once the changes are approved, the request will be forwarded to the Registrar’s Office to update the students CARES report.

4) Any error or discrepancies on students CARES document should be sent (by email or regular mail) to the Graduate School ([email protected]).

Exceptions:

1) All changes to a student’s planned program such as course substitutions, transfer of courses from other Universities, Course Overload, or any other request for exception to program requirements must be requested by submitting a “Request for Exception to Policy Form” (see page 12).The Student, Advisor, and Department Chair signatures are required. Any requests for exceptions to University Policy must also be submitted on the same form.


19

EASTERN KENTUCKY UNIVERSITY Office of the Registrar

REQUEST FOR EXCEPTION TO ACADEMIC POLICY FORM

Name: ___________________________________________ Date: ________________________________

Address: _________________________________________ Phone: ______________________________

_________________________________________ Student ID: ____________________

Major: ___________________________________________ Catalog Yr: __________________________

Total Hours Completed: _____________________________ Current Hours Enrolled: ________________

Advisor: __________________________________________ Cum GPA: ___________________________

The University Catalog sets forth academic requirements at Eastern Kentucky University. All students are expected to meet the academic requirements in the pursuit of their degrees. However, from time to time, extraordinary circumstances justify minor departures from university policy. Below are some general categories to guide use of this form; note that the examples below are not exclusive.

Exceptions requiring approval only through college dean level: Departmental program specific requirements such as

major/minor/concentration course substitutions or waivers. Requests to enroll in overload hours. Junior or lower taking 500 level class. Exception requiring approval through Provost (or designee) level: University wide academic/graduation

requirements, policies, or associated deadlines. Exceptions/substitutions of Gen. Ed. requirements. Requests to enroll in more hours than allowed per student’s academic standing.

Please be advised that there are some University policies for which exceptions are never granted (i.e. number of hours needed to graduate, and minimum GPA requirements for graduation or Latin Honors) and that unapproved deviations from academic policies could result in a delay or failure to meet graduation requirements.

Requested Exception: (please note in detail what you are requesting)

Justification: (What are the extenuating circumstances? – attach additional sheets if necessary)

The information above is, to the best of my knowledge, accurate and complete. I understand that the EKU Student Conduct Code applies to this petition.

______ Student Signature

Please obtain signatures in the order given below. Your advisor or the college advising staff can guide you as

to which additional signatures are needed for this particular petition. Requests to enroll in overload hours

(UG = 19-21 hrs; GR = 13–15 hrs.) may begin with an advisor or the department chair of you major.

Signature Date

Advisor: (faculty or college) Recommend Not Recommend ____________________ _________

OR

Department Chair: Recommend Not Recommend _______________________ _______

College/Graduate Dean: Approve Disapprove ______________________ __________

Provost/or designee: (if applicable) Approve Disapprove ____________________ _________

Registrar’s Office: Processed by: Date:

Original to Registrar. Copies from Registrar to: 1. College Office 2. Department Chair, 3. Advisor, 4. Student

SAMPLE

Registration:

1) Student’s who sit out more than 1 academic year must be readmitted to the Graduate School. The Graduate School will monitor student’s registration status. If a student has not registered for classes for 1 academic year will be inactivated and blocked from registration. The student will be sent a letter from the Graduate School. The letter will include a form in which the student can submit to the Graduate School to be reinstated for registration.

2) “Prereq Test Score Error” is a registration error that a student will receive if the course requires a prerequisite. The student will be directed to call the department. The Department Chair has the authority to grant an override.

3) Graduate Applicants are not permitted to register until an admission decision has been granted.

4) Provisionally admitted students having one semester of registration who have not met Departmental Requirements will be blocked from Registration.

Academic Probation and Dismissal:

1) Students who fall below 3.0 will be placed on Academic Probation. The student will be granted one semester of registration to bring the GPA up to 3.0. Students are sent a letter of warning with a copy sent to the Advisor (see Notice of Probation Letter on page 14). Some programs dismiss the students when given Academic Probation.

2) Students who fail to bring their GPA up to 3.0 will be dismissed from the program. The student will be sent a letter (see Notice of Dismissal Letter page 15) with a Petition Form (see page 16). The student will have the option to petition the dismissal decision. The petition form must be signed by the Student, Advisor, Chair, and College Dean.

20

NOTICE OF PROBATION

1/16/2009

«FIRST_NAME» «LAST_NAME»

«STREET_1»

«City», «State» «Zip_Code»

After review of your grades at this time you have been placed on academic probation as a result of

your graduate grade point average falling below the 3.0 minimum required for maintaining

satisfactory progress in your master’s degree program.

Your department may allow you one semester to improve your grade point average. If you fail to

achieve an overall graduate grade point average of a 3.0 at the end of this additional semester

(including summer), you will be dismissed from your master’s degree program at Eastern

Kentucky University.

It is imperative that you see your graduate advisor or program coordinator/department chair

immediately to clarify your options for further graduate study at Eastern Kentucky University. If you

have any questions, please feel free to contact this office.

Sincerely,

Gerald J. Pogatshnik Dean of Graduate Education & Research

Associate Vice President for Research

EASTERN KENTUCKY UNIVERSITY Serving Kentuckians Since 1906

The Graduate School

SSB CPO 68

310 Student Services Bldg.

Richmond, KY 40475-3168

(859) 622-1745

Student Inquiries:

859-622-1742


(606) 622-2228 Fax (606) 622-6676


SAMPLE

21




[email protected]

SSB CPO 68

310 Student Services Building

Richmond, KY 40475-3168

(859) 622-1744

FAX: (859) 622-2975


(606) 622-2228 Fax (606) 622-6676



NOTICE OF DISMISSAL

1/16/2009

«FIRST_NAME» «LAST_NAME»

«STREET_1»

«CITY», «STATE» «ZIP_CODE»

After review of your grades at this time, it has been determined that your graduate grade point

average is below the 3.0 minimum level required for maintaining satisfactory progress in your

master’s degree program.

Due to your graduate GPA being below the required minimum of 3.0, I regret to inform you

that you have been dismissed from your master’s degree program at Eastern Kentucky

University. You may be considered for readmission only after a petition via your advisor,

department chair, college dean, and the Graduate School has been approved.

If you wish to appeal this dismissal, fill out the student section of the enclosed petition form and

submit to the Graduate School at the above address. If you are appealing to enroll during the

following semester, you must submit your appeal prior to the start of classes. Please include in

your appeal, your name, student identification number, program and the justification for your

appeal. If your appeal is approved, you may register for classes.

If you have any questions please feel free to contact me.

Sincerely,

Dr. Gerald Pogatshnik

Dean of the Graduate School

Associate Vice President for Research

SAMPLE

22




[email protected]



SSB 310, CPO 68



(859) 622-1742 FAX: (859) 622-2975


(606) 622-2228 Fax (606) 622-6676


GRADUATE SCHOOL DISMISSAL APPEAL FORM

Approved Disapproved _________________________________________________________ Department Chair Signature (Area of Study) Date

Reason: _____________________________________________________________________________

Approved Disapproved __________________________________________________________

College Dean’s Signature Date Reason: _____________________________________________________________________________

Approved Disapproved __________________________________________________________ Dean, Graduate Studies & Research Date

Reason: _____________________________________________________________________________

Date: ___________________ Student ID Number: _____________________________________ Student Name: ____________________________________________________________________ (PLEASE PRINT) Last First M.I. Current phone contact: ___________________ Email contact: ________________________________

Student Signature (Mandatory): _________________________________________ Student justification for reinstatement – please specify what extraordinary circumstances justify reinstatement. Use back of form or attach additional page if necessary.

Approved: ______ Disapproved: ______ Graduate Advisor’s Signature: ___________________________________ Date: _________________ Graduate Advisor’s Recommendation and/or Comments: Please use back of form or attach additional page if necessary.

SAMPLE

Graduation Application:

1) The Graduate School will do a mid point check of all graduate students who have earned at least 15 hours. The student’s time limit and academic progress will be reviewed. The students who are eligible to apply for graduation will be sent a letter. If any issues are found at this time with GPA, changes to planned program, time limit, etc. the student and advisor will be notified by mail.

2) The CARES documents will provide Graduation Application Deadlines after the students earn 15 hours of coursework.

3) The Graduation Application is available on the Graduate School Website under the “Current Students” link. Students must print out the application and fax, email, or mail to the Graduate School (see sample on page 18).

4) Graduation Applications should be submitted at least 2 weeks prior to scheduling of Comprehensive Examinations. The Advisor can check to see if the student has applied for graduation via the CARES document.

5) The CARES document will give the student the deadline for Graduation Application. The Application Deadlines will be enforced.

23

Graduation Instructions


The Office of Graduate Education and Research

1. If there are changes to your planned program, you must obtain a Change in Planned Program form from your advisor for course substitutions, transfer credits, and committee member changes.

2. Please indicate the exact graduation date you wish to be considered for. You must

contact the Graduate School as soon as possible if your graduation plans change. 3. Make sure your graduation application is submitted by the deadline. 4. Have you scheduled comprehensive exams? The application for graduation must be filed

before scheduling or taking comprehensive exams. 5 Students who receive an Incomplete as a grade will be placed on hold. All coursework

and required items must be completed and on file by the end of semester in which you plan to graduate.

6. Information regarding cap, gowns, and commencement can be obtained from the

Registrar’s web site at www.registrar.eku.edu. 7. The $40 graduation fee is due upon submission of this application. You can make your

payment to the Student Accounting Services or have your student account billed. 8. Degree candidates must complete the Graduate Degree Survey and print out the

Completion Verification Form immediately after completing the survey to be submitted to the Graduate School Office.

SAMPLE

24

APPLICATION FOR GRADUATION

Please Print: Term you wish to be considered for graduation: Year_______ (Check one) Fall Spring Summer

EKU ID Number ____________________________ Name as you would like it to appear on your diploma:

__________________________________________________________________________ First Middle Last Address where diploma is to be mailed: (Mailed approximately 6 - 8 weeks after commencement) __________________________________________________________________________ Street or P.O. Box Number City State Zip E-mail address: ______________________________________________________________ Phone number where you can be reached during the day: (______) ________ -________ Please check the type of degree program you will be completing:

___MAED ___MA ___MAT ___MSN ___MS ___MBA ___MPA ___MPH ___MM ___Specialist in Psychology ___Specialist in Education ______________________________________________________________________ Write the name of the degree program with any concentrations

Are you planning on attending Commencement? Yes No I have read and meet the requirements listed on the Self-Check Form attached to application and as stated in the Graduate Catalog:

__________________________________________________________________________ Student Signature Date



SSB 310, CPO 68 521 Lancaster Ave.

Richmond, KY 40475 Phone: 859-622-1742

Fax: 859-622-2975

Graduate Education & Research Office of the Dean & Associate

Vice President for Research Graduate School

[email protected]


(606) 622-2228 Fax (606) 622-6676


SAMPLE

25

SURVEY OF GRADUATE DEGREE CANDIDATES

INSTRUCTIONS FOR COMPLETING

Congratulations on your impending graduation from Eastern Kentucky University! Welcome to one of the last steps in the graduation application process. The Online Survey of Graduate Degree Candidates will allow you to provide important feedback to Eastern faculty and administrators. It should take less than ten minutes to complete. Your satisfaction with, and reactions to, your education and student life experiences at Eastern are important to us, and will be used in educational planning. The survey is completed online and anonymously. Data will be analyzed and reported by groups only, (e.g. by major) and at no time is it possible for your individual responses to be identified or shared with anyone. Because the survey is anonymous, you must complete the survey in one sitting. You cannot save a partially completed survey for completion at a later time. The only verification that you have completed the survey will be a Completion Verification Form. The Completion Verification Form will be generated by the online survey software after you have completed and submitted your responses to the survey. Pop-up blocker software must be disabled for the Completion Verification Form to be generated. Please disable pop-up blocker software or permit pop-ups for the survey site. You must print out the Completion Verification Form immediately after completing the survey and submit it to the Graduate School Office. The survey is accessed online via: www.ir.eku.edu/survey/graduatedegreesurvey.htm Remember:

o Completing the survey is mandatory and anonymous. o The survey should take no more than 10 minutes to complete and must be completed in one

sitting. o Complete the survey online at www.ir.eku.edu/survey/graduatedegreesurvey.htm o Disable pop-up blocker software or permit pop-ups for the survey site. o Print out the Completion Verification Form. o Return the Completion Verification Form to the Office of the Graduate School.

Congratulations and best wishes for future success. Should you have difficulty accessing the survey or printing the Completion Verification Form, please contact the Office of Institutional Research at 622-2015.

SAMPLE

http://www.ir.eku.edu/survey/graduatedegreesurvey.htm

http://www.ir.eku.edu/survey/graduatedegreesurvey.htm

Comprehensive Examinations:

1) The Schedule of Comprehensive Examination (example on page 22) should be sent to the Graduate School at least 2 weeks prior to the date exam is to be taken. The Members of the Student’s Committee should be listed on the form.

2) The Results of the Comprehensive Examination (example on page 23) should be sent to the Graduate School. The Committee Members must sign the form. The dates should be accurate.

3) The Committee Chair should notify the student of the result of the Comprehensive Exam.

4) If the student fails the Comprehensive Examination the Dean will send the student a certified letter. The letter will advise the student to meet with their Committee to set up a remediation plan. The instructions and the form to schedule the retake will be included with the letter (see sample on page 25).

5) Students may not retake the exam prior to 60 days or later than one year, after the 1st attempt at taking the exam.

6) The form to schedule the retake of the comprehensive exam must be signed by the Student and the Committee Chair and should have the Remediation Plan attached (see Request to Retake Comprehensive Examinations Form on page 24).

Thesis Requirements:

1) The Thesis Guidelines are available on the Graduate School Website or upon request in the Graduate School.

2) The Schedule of Thesis Oral Defense should be sent to the Graduate School at least 2 weeks prior to the date of the defense. The Members of the Student’s Committee should be listed on the form.

3) The Results of the Thesis Oral Defense should be sent to the Graduate School. The Committee Members should sign the form. The dates should be accurate.

4) The Committee Chair should notify the student of the result of the Thesis Oral Defense. The Chair should advise the student to submit one copy on regular paper to the Graduate School for review. The Graduate School will review for formatting errors.

5) Once the thesis is approved by the Graduate School, the student will be asked to submit two copies on 50% rag or cotton fiber content. Students should also submit 2 approval pages bearing the original signatures of the graduate committee members. These two copies are sent to the University Library to be bound and become the property of the Library.

Anyone with a scheduling conflict for the examination(s) must contact the Committee Chair immediately. 26

Eastern Kentucky University The Graduate School

CPO 68, SSB 310 521 Lancaster Ave.

Richmond, Kentucky 40475-3168 (859) 622-1745

Schedule of Comprehensive Examinations

Date:

Student Name:

EKU Id#:

Address:

Your Oral Thesis Defense for the master's degree has been set for:

A.M./P.M.

(day of week) (date) (location) Your Oral Comprehensive Examination for the master's degree has been set for:

A.M./P.M.

(day of week) (date) (location) Your Written Comprehensive Examination for the master's degree has been set for:

A.M./P.M.

(day of week) (date) (location) Your Committee is as follows:

____________________________ Committee Chair (please sign)

____________________________

____________________________

____________________________

This schedule must be filed at least two weeks prior to the date the examination is to be held. Applications for graduation must be on file in the Graduate School office prior to the scheduling of comprehensive examinations.

SAMPLE

27


The Graduate School

CPO 68, SSB 310 Richmond, KY 40475-3168

Phone (859) 622-2316

REPORT OF ORAL EXAMINATION/ORAL THESIS DEFENSE/WRITTEN EXAMINATION

(Date) ( ) Report of Oral Examination ( ) Report of Oral Thesis Defense ( ) Report of Written Examination

for

- -

(student name) (social security number)

in

(type of degree) (area or option) TO: Dean of the Graduate School The committee appointed to supervise the graduate program of the above named person has completed the comprehensive examination(s) and recommends that: 1. The examination(s) was successfully passed with a rating of: Excellent ( ) Above Average ( ) Average ( ) Below Average ( ) 2. The examination(s) was failed. ( ) SIGNED by all committee members: (Committee Chair) (Committee Member) (Committee Member) Comments: (*specify requirements for examination retake) PLEASE NOTE: Committee chairpersons shall certify satisfactory completion of the comprehensives to the Dean of the Graduate School no later than ten days in advance of commencement. Candidates who initially fail the comprehensive exams must complete a review period of no less than 60 days and no more than one year before retaking the exams. Additional courses or thesis work may be required of a failing student. Comprehensive exams may not be retaken more than once for master’s or specialist’s degrees. Distribution: Send original of this report to the Graduate School. Retain copy for departmental files.

SAMPLE

28

Eastern Kentucky University The Graduate School

CPO 68, SSB 310 521 Lancaster Ave.

Richmond, Kentucky 40475-3168 (859) 622-1745

Request to Retake Comprehensive Examinations

Student Name: Date:

EKU ID#:

Address: Date first Comprehensive Examination was taken:

A.M./P.M.

(date) (location) Date results were reviewed/remediation was discussed:

A.M./P.M.

(date) (location) Committee members: ____________________________ ____________________________ ____________________________ ____________________________ Committee Chair’s Signature Date Student’s Signature Date

By signing this form, the requesting student asserts the understanding

that he/she has discussed the reason(s) for his/her failure with his/her committee members and

has developed a remediation plan for the second (and final) attempt.

The remediation plan must be

submitted with this form. Retake requests will not be accepted

without the accompanying remediation plan.

SAMPLE

29


January 16, 2009

Dear :

I have been informed of the results of your recent comprehensive examination. According to the policy

of the Graduate School, students who fail in their first attempt at their comprehensive examination are entitled to

one additional attempt to attain a passing grade. Failure on the second attempt will mean dismissal from

your graduate program without receiving your degree.

Let me outline the specific steps that are required that would permit a second attempt at the

comprehensive examination. First, you must schedule a meeting with members of your committee to review the

performance on your previous examination. Second, you and your committee must develop a remediation plan

to address any identified areas of weakness. The remediation plan may identify additional readings or other

measures that address the areas of deficiency. Third, a copy of your remediation plan along with the attached

form must be sent to the Graduate School at least 30 days prior to the date of your second attempt.

Once you have completed these requirements, you may schedule a second attempt at Comprehensive

examination. Your second attempt can occur no sooner than 60 days and no later than one year after completion

of your first examination. Under no circumstances should your second attempt be scheduled until you have

fulfilled the requirements of the remediation plan established by your committee.

If you have questions about the comprehensive examination policy, or have difficulty in developing an effective

remediation plan with your committee, please feel free to contact my office for assistance.

Sincerely,

Jaleh Rezaie

Associate Dean of the Graduate Studies and Research


cc:

Office of Associate Dean

Graduate Program and Research

SSB POB 68

310 Student Services Building



(859) 622-1742 • fax: (859) 622-2975

[email protected] • www.eku.edu


(606) 622-2228 Fax (606) 622-6676


SAMPLE

6) Students who wish to have additional copies bound can submit those copies to the Graduate School for the Dean’s signature and can arrange for binding at the University Library.

Time Limit:

1) Graduate student must complete all requirements for the degree within 7 years of the date of the first enrollment.

2) The Graduate School will monitor students who are in danger of their time limit expiring. Students will be sent a letter if they have not been attending classes for a year or more.

3) The CARES document will give messages to students regarding time limit. The CARES document will state the time limit upon the first registration.

4) If the student’s time limit expires they will be blocked from registration. The CARES document will state the time limit has expired and to see the advisor for instructions.

5) If the student decides to petition the time extension, the advisor should submit the Exception to Time Requirements (see example on page 27) to the Graduate School. The petition will go before the Graduate Council for approval.

Graduation Check Out:

1) CARES documents will be the official tool for degree audit review.

2) If the CARES document indicates a requirement is outstanding, the student will be sent a letter with a copy of the CARES documents and the Advisor will be copied.

3) Diplomas will not be awarded to students if the CARES document shows any outstanding requirements.

30

EASTERN KENTUCKY UNIVERSITY REQUEST FOR EXCEPTION TO TIME REQUIREMENTS

Name: ___________________________________________ Date: ________________________________

Address: _________________________________________ Phone: ______________________________

_________________________________________ Student ID: ____________________

Major: ___________________________________________ Catalog Yr: __________________________

Date of first class taken:_____________________________ Total Hours Completed: ________________

Hours Outstanding: ________________________________ Current Hours Enrolled: ________________

Anticipated date of graduation: _______________________ Cum GPA: ___________________________

Advisor: __________________________________________

All students are expected to meet the academic requirements outlined in the University Graduate Catalog in the pursuit of their degrees. However, from time to time, extraordinary circumstances justify minor departures from university policy. A student whose program requires 40 or fewer hours is expected to complete all required coursework within 7 years of first enrolling. Programs requiring 41 or more hours must be completed within 10 years of beginning coursework.

Detailed Justification: (What are the extenuating circumstances? – attach additional sheets if necessary)

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ Plan to complete the degree: (What are the steps that will be taken by the student/advisor to make sure student will complete his/her program? – attach additional sheets if necessary)

The information above is, to the best of my knowledge, accurate and complete. I understand that the EKU Student Conduct Code applies to this petition. ___________________________ __________ Student Signature Date

Signature Date

Advisor: Recommend Not Recommend ______________________ _________

And/Or

Department Chair: Recommend Not Recommend ______________________ __________

College Dean: Recommend Not Recommend ______________________ __________

FOR GRADUATE SCHOOL USE ONLY: On the Graduate Council met to consider your request for exception to time requirement as described above. After due consideration of all aspects of the case, the Graduate Council voted to ___ approve ___ disapprove your request. If you have any questions regarding this decision, please contact the Dean of Graduation Education and Research.

Dean, Graduate Education & Research) (Date)

SAMPLE

Graduate Assistantship Requirements:

1) Graduate Assistant (GA) Instructions are available on the Graduate School Website for students and faculty.

2) The student must be either clearly or provisionally admitted to a degree program.

3) The student must be enrolled and maintain enrollment in a minimum of 9 and a maximum of 12 hours of graduate credit. (A student may be registered for 6 hours in summer or during their final term prior to graduation).

4) The student must meet the minimum GPA requirement of 3.0.

5) Undergraduate courses taken for prerequisites or grade replacement purposes cannot be counted toward the student’s full enrollment.

6) A student may hold an assistantship for no more than 4 academic terms (excluding summer).

Graduate Assistantship Nominations:

1) GA assignments must be clearly related to their program of study. GA’s may be used in support of research or instruction. GA must not be used for clerical or other general administrative duties.

2) All new GA Positions must be posted through the HR Online Employment System.

3) There must be a Nomination Form submitted electronically for each student. In order to use the Electronic Nomination System, you must be a registered user. To obtain the GA User Registration Form visit www.gradschool.eku.edu/gain . Submit the form to the Graduate School Office to be assigned a login.

4) Submitting an electronic nomination will automatically send an email alert to your Chair/Program Head for their approval. The Chair must sign in to the GA website and approve the nomination for it to be sent on to the Dean/Unit Head. Once both authorizations have been made, the Nomination alert will automatically be sent to the Graduate School.

5) The Graduate School will check the student’s eligibility. When the student’s nomination has been approved by the authorizing parties and the Graduate School, it will be automatically forwarded to HR.

6) HR will match the nominations to the electronic applications in their system and then add

http://www.gradschool.eku.edu/news/ga

the students to payroll. HR will not process a GA without a GA application and a Nomination.

7) You can log into your GA account at any time to view your pending nominations to find out where your nomination is in the process.

8) The Graduate School does not fund GA positions in the summer. Any department who wishes to hire a GA for the summer semesters must pay for them out of the department’s account.

9) Graduate assistants should not be employed elsewhere. In cases where there are specific needs, GA may be employed for up to an additional 7.5 hours per week above their assistantship. Requests for additional employment must be approved in advance by the Graduate Dean by filling out a Request for Additional Employment Form found on the Graduate School website.

10) All students are required to be registered for 9-12 hours. The Graduate School must be notified of GA who are in their final semester and only have 3-6 credit hours left to graduate. Notification should be sent to @eku.edu. If the Graduate School does not receive the notification, the student’s GA will be disapproved.
