Academic Standing, Petitions and Appeals, and Leave of Absence
Graduate School GPA Standards
As noted earlier and as detailed in the Graduate Catalog, graduate students must maintain an overall grade point average (GPA) of at least 3.0 in all graduate coursework to be in good academic standing with the Graduate School. If a student’s cumulative GPA falls below 3.0, they will be placed on academic probation or, in cases of exceptionally poor performance, notified of their dismissal by the Graduate School. If a student is placed on probation, they will be notified by the Graduate School. Students on academic probation may continue graduate studies in subsequent semester so long as they earn a GPA of 3.00 or greater in each semester. Upon achieving a cumulative GPA of 3.00, the student will be removed from probationary status and returned to good standing.
If a student is placed on academic probation by the Graduate School and their subsequent semester graduate GPA falls below 3.00, the degree (or non-degree) status will be terminated by the Dean of the Graduate School. When the circumstances are deemed to justify continuation, with the recommendation of the student’s advisor and the concurrence of the Department of Chemistry, the Dean of the Graduate School may allow a student on probation whose semester graduate GPA is below 3.00 to continue on a semester-by-semester basis.
1st Year Evaluations
Each year, following the end of Spring semester, the Chemistry faculty meet to evaluate the performance of first-year graduate students. Students who enter the department in January are evaluated after three semesters in the program.
In the first-year evaluation, students are reviewed based on academic performance and efforts made to initiate and progress in their research. The expectation of our graduate students is that they will have:
- maintained a grade point average of at least 3.0
- made significant progress toward their graduate chemistry degree by completing 12 credit hours of 500-level coursework beyond the 1-credit courses required in the first semester (CHEM 501, 502, 503)
- achieved a passing score on their Divisional Foundation Exam
- joined a research group and made initial progress on their research project
After evaluating each student based on these criteria, students are assigned into one of 4 categories with the following definitions.
Category 1: Your performance to date has been satisfactory; you have maintained good academic standing, selected a research advisor, passed the DFE, and made progress in research. Therefore, you are on-track at this point for continuation in the PhD program.
Category 2: Your performance to date is satisfactory with some exceptions and you have passed the DFE. Such exceptions may take the form of falling slightly below the 3.0 overall GPA threshold for good standing, not completing 12 credit hours, or not progressing in research. Students who are in Category 2 may move to Category 1 by rectifying the noted exception within a designated timeframe. Students in category 2 will normally be reevaluated at the end of their second year.
Category 3: Your performance to date falls below the expectations outlined above, necessitating a change to the MS program or, at your option, withdrawal from the program.
Category 4: Your performance to date has been unsatisfactory in a way that justifies dismissal from the program. It should be noted that dismissal may occur regardless of a student’s status with the Graduate School.
A formal letter describing the results of the First-Year review will be sent to each student (as well as to their advisor), and they are encouraged to discuss the results with their advisor or/and with the Associate Head for Graduate Programs should they have questions. The results of first-year evaluation may be appealed through the appeal process outlined in Petitions and Appeals.
Progress and Evaluation in Years 2-4
As described in Section 6.1, graduate students are expected to progress through the milestones of the program in a timely fashion. Along that path, the student will encounter objective evaluations, such as those based on grade point or written exams, but also judgements by the faculty of the student’s progress and potential – examples include decisions related to CRP and ORP activities. As part of this process, it is expected that each student will meet with their advisor to review progress and engage in academic planning. Through these face-to-face meetings, students will receive feedback related to their academic performance and guidance for fulfilling requirements and adhering to policies for their degree.
Consistent with these expectations and policies of the College and the Graduate School, students should receive written feedback annually from their advisor(s). Each letter should discuss the results from degree requirements from that year (Year 2: CRP exam, Year 3: Third-Year Seminar, Year 4: ORP exam). In addition, students will be evaluated by criteria that include, but are not limited, to their academic status, productivity and progress in research, and overall progress toward their degree. The evaluation will ultimately indicate whether the student is or is not meeting expectations. Advisors may, as needed, include input from members of the student’s dissertation/thesis committee.
Written evaluation should be discussed in a face-to-face meeting between graduate student and their advisor. The document should be dated and signed by the student and the advisor. Importantly, a student’s signature indicates only that the contents have been discussed between the student and advisor. A copy of the signed letter is to be given to the Administrative Associate for Graduate Programs (currently, Kendra Bilbo) for the student’s file by July 31st of each year. Cases in which progress is deemed to be unsatisfactory will be reviewed by the Associate Head for Graduate Programs and the Graduate Student Advisory Committee.
Annual Committee Meetings Beginning in Year 5
Graduate students are required to have annual meetings with their dissertation committees beginning in their fifth year in the program. In this meeting, the graduate student will present research progress and describe their path to completing dissertation research and any other degree requirements. Although this meeting is not required if the student will defend their dissertation before the end of the 5th year, it is recommended to help the student prepare for their defense.
Dismissal from a Research Group Due to Performance Below Expectations
If a graduate student is evaluated and deemed to not meet expectations, the major professor may choose to dismiss that student from their research group. This may be triggered because of the annual evaluation or based on a problem that comes to the attention of the major professor. Students may fail to meet expectations for a variety of reasons including, but not limited to, failure to make sufficient progress in their research, unsafe conduct in the laboratory, or a violation of discipline-specific codes of conduct that apply to research. In all such instances, the advisor is required to provide written notice to the student that outlines the reasoning for the decision and a copy to the Associate Head for Graduate Programs. Provided there are no extenuating circumstances, on the first such case, the student will be given an opportunity to find a new advisor, with a timeline communicated from the Associate Head for Graduate Programs.
In extenuating circumstances or in cases where a student is dismissed from a second research group due to not meeting expectations, the matter will be referred to and reviewed by the Graduate Student Advisory Committee to determine if the student will be dismissed from the Chemistry Graduate Program and recommended for dismissal from the Graduate School. In such cases, the Graduate Student Advisory Committee will gather and consider inputs that include, but are not limited to the evaluation letter that triggered this process and a written response from the student. Based on their review, the Graduate Student Advisory Committee will send a formal recommendation to the Associate Head for Graduate Programs.
In cases where the recommendation is for dismissal, the Department of Chemistry will provide a written notice outlining the reasons for the dismissal to the student and to the Graduate School. As described in the Graduate Handbook, the Dean of the Graduate School will evaluate the student’s record to determine whether the student is eligible to apply for a change of status and register in another area of study, as registration for courses the Department of Chemistry would not be permitted (without written authorization).
Dismissal Due to Performance Below Expectations as a Teaching Assistant
A graduate student assigned as a teaching assistant is expected to meet their responsibilities in a professional and conscientious manner and adhere to course and campus policies. Each TA is expected to be, at the very least, on-time for classes and appointments, provide quality instruction, evaluate student work in a fair and consistent manner, welcome questions, and work pleasantly with all students, staff, course instructors, and other TAs. As part of their weekly duties, TAs should plan an appropriate amount of time to prepare and familiarize themselves with, for example, laboratory experiments and needs, lecture content and assignments in order to help their students. TAs who are unprepared will face challenges from their students and be subject to their criticisms. In addition, it is expected that students assigned as a TA, including Head TA, will be available prior to the start of the semester to meet with the course instructor(s) for training and discussing expectations, and available through the end of the grading period for the semester. Timely communication with students and the course instructor is expected and considered an essential requirement for all TAs.
In cases where deficiencies in TA performance arise, course instructors will typically discuss their concern(s) with the TA and provide guidance for improvement and clarify expectations. In cases that are deemed more serious in nature or when desired corrective action has not been taken, a graduate student will be notified in writing of the issue(s) and the expected corrective action(s). If these situations escalate or poor teaching continues, the matter will be referred to the Graduate Student Advisory Committee through the Associate Head for Graduate Programs. The Graduate Student Advisory Committee will review the matter, including gathering relevant input, and make recommendations to the Department. Recommendations may include discontinuing support as GTA or/and dismissal from the program.
In cases where the recommendation is for dismissal, the Department of Chemistry will provide a written notice outlining the reasons for the dismissal to the student and to the Graduate School. As described in the Graduate Handbook, the Dean of the Graduate School will evaluate the student’s record to determine whether the student is eligible to apply for a change of status and register in another area of study, as registration for courses the Department of Chemistry would not be permitted (without written authorization).
Standards of Profession and Conduct
A graduate student is a person officially admitted to and enrolled in the Graduate School at the University of Tennessee. Programs, polices, and procedures, as well as minimum requirements, are outlined in the Graduate Catalog. Each student has a responsibility to be familiar with the policies and regulations of the Graduate School and the Department. The Graduate School and the Department are responsible for maintaining current policies. The rights and responsibilities of all students, including policies governing student conduct and academic integrity, are discussed in Hilltopics (https://hilltopics.utk.edu/). It is the responsibility of the student to meet retention standards set forth by the Graduate School and by the Department of Chemistry.
In addition to not making progress toward the degree or not meeting expectations in their GTA or GRA duties, failure to maintain acceptable academic standards or standards of conduct may result in termination from the Chemistry graduate program and/or from the Graduate School. In addition, a student who fails their candidacy (CRP) or ORP exams, or who perpetrates academic dishonesty or other actions deemed detrimental to the University, including, but not limited to racial, religious, or sexual harassment, theft, or workplace use of alcohol or illegal drugs may be terminated and dismissed. All students should be aware that there are financial consequences to being dismissed, as described in Financial Implications to Withdrawing, Termination of Employment.
Consistent with policies described in Dismissal from a Research Group and Dismissal as a Teaching Assistant, in cases where the recommendation is for dismissal, the Department of Chemistry will provide a written notice outlining the reasons for the action to the student and to the Graduate School. The Dean of the Graduate School will evaluate the student’s record, the Department’s expectations, the documented violations and, based on those, determine whether the student is eligible to apply for a change of status and register in another area of study.
A. Academic Honesty
Academic integrity is a responsibility of all members of the academic community. An honor statement is included on the application for admission, where the applicant’s signature acknowledges that adherence is confirmed. The honor statement presented in Hilltopics declares:
“An essential feature of the University of Tennessee, Knoxville, is a commitment to maintaining an atmosphere of intellectual integrity and academic honesty. As a student of the University, I pledge that I will neither knowingly give nor receive any inappropriate assistance in academic work, thus affirming my own personal commitment to honor and integrity.”
All graduate students are expected to adhere to the highest standards in all of their work and interactions, and can expect the same in return from their major advisor, mentors, and teachers. Alleged instances of academic dishonesty, including but not limited to research misconduct (such as falsification, misrepresentation or modification of research results), non-compliance with academic or research policies, and plagiarism (see below) will be investigated following University protocols.
B. Plagiarism
Plagiarism is using the intellectual property or product of someone else without giving proper credit (unless such knowledge is widely recognized as common knowledge). The undocumented use of someone else’s words or ideas in any medium of communication is a serious offense subject to disciplinary action that may include failure in a course and/or dismissal from the University. This includes replicating others’ work with minor or cosmetic changes. Some examples of plagiarism are:
- Using written or spoken words, phrases, or sentences from any source without proper attribution (quotation marks and a citation).
- Summarizing, without proper attribution (usually a citation), ideas from another source (unless such information is recognized as common knowledge).
- Borrowing facts, statistics, graphs, figures, or phrases without acknowledging the source (unless such information is recognized as common knowledge).
- Submitting work, either in whole or in part, created by a professional service and used without attribution (e.g., paper, speech, bibliography, or photograph).
- Using a figure or table that has been published elsewhere without obtaining permission from the copyright owner.
Students should be mindful of these expectations and exercise caution when generating proposals, preparing slides, drafting manuscripts, or writing their thesis or dissertation. This caution also applies when students are involved in collaborative research. When in doubt, students should discuss the matter with their major professor or seek additional counsel from mentors. Alternatively, students with questions or concerns related to research integrity may find the many resources offered by the Division of Research Integrity & Assurance (within the Office of Research, Innovation & Economic Development) to be helpful, particularly resources related to Responsible Conduct of Research, including the online course. Because plagiarism is a form of academic (dis)honesty and may result in disciplinary action, allegations will be similarly investigated following University protocols.
C. Violations Related to Conduct and Community Standards
In addition to matters of academic honesty, there are several forms of misconduct related to student behavior that may lead to sanctions of different type, including dismissal. These are described in the Student Code of Conduct contained within Hilltopics. Violations of the Student Code of Conduct include, but are not limited to misuse of resources, flagrantly discordant behavior, harassment or sexual harassment in all forms, theft and other lawless actions, violations related to privacy records or identification, and more. Allegations of misconduct that violates the Student Code of Conduct will be referred to the Office of Student Conduct and Community Standards for their review and investigation, which may proceed independent of any civil or criminal litigation. Details of their processes, including student rights, resolutions, hearings and appeals, and sanctions appear in the Student Code of Conduct.
Petitions and Appeals
Students have the right to appeal decisions related to 1) interpretation of and adherence to departmental, college, or university policies or procedures as they apply to graduate education; 2) academic penalties imposed for academic and/or research misconduct; and 3) grades. University policy and procedure is set by the Graduate Council, as described here: https://gradschool.utk.edu/graduate-council/appeals-committee/the-university-of-tennessee-graduate-council-appeal-procedure/. Importantly, these procedures mandate that resolution of matters related to departmental policy, procedures, or/and grades begin first at the departmental level. For appeals related to grades, students must first confer with the instructor of record.
In addition, graduate students in the Department of Chemistry have the right to petition for variances to policies. The distinction between an appeal and a petition is that an appeal is made once a decision has been rendered, but a petition is a request made in advance.
A. Petitions
Exceptions or substitutional modifications to degree requirements, which take the form of a petition to the Graduate School, normally require prior approval by vote of the faculty. Thus, a petition must be submitted in writing to the Associate Head for Graduate Programs, who will route the petition for consideration and action based on the subject. Petitions must contain the following:
- Name, student ID#, and contact information
- Current degree program and name of advisor
- Brief statement of the request and the basis for the request, and the desired remedy being requested.
- Any appropriate discussion and supporting documentation
Matters that are sometimes considered are: substitution of an appropriate course for a required course for the degree, extension of departmental support beyond the designated maximum, and extensions of stated limits/deadlines for completing a degree program requirement. Petitions for substitutions must be based on a demonstrated equivalence or/and appropriateness relative to research objectives.
Petitions for variances to any deadline set by the department for a requirement must demonstrate extraordinary circumstances beyond the control of the student (e.g., a medical or family matter). Students should consult with their major professor regarding preparation of their petition.
The responsibility for submitting petitions in a timely manner to provide for considered review and decision by relevant departmental subgroups (divisions, committees) and the faculty rests with the student. Students are advised that the faculty typically meets once per month only during the academic year.
B. Appeals
It is recognized that there may be instances in which a graduate student disagrees with an academic decision delivered by their advisor, committee, or the Department related to interpretation of and adherence to Department, College, or University policies or procedures, or grade decisions. As stated by the Graduate School, the student has the right to appeal those decisions. In such instances, the Department follows procedures and policies on appeals and grievances provided by the Graduate Council (link given above). Also and as noted within those policies, students with grievances related to race, sex, color, religion, national origin, age, disability or veteran status have the right to file a formal complaint with the Office of Investigation and Resolution.
A significant element of the Graduate Council’s policy on appeals of academic matters is the reliance on proper procedure, which is summarized here:
- Appeals related to course grades should begin with the instructor and, if no resolution is achieved, the appeal should be filed with the Department Head.
- Appeals related to academic decisions rendered by or within the Department should be filed with the Associate Head for Graduate Programs, and if no resolution is reached, appealed to the Department Head.
- If the issue remains unresolved after decision by the Department Head, the student may, within 10 business days, appeal to the Dean of the college. If the matter remains unresolved after decision by the Dean, the student may, within 10 business days of that decision, appeal to the Graduate Council Appeals Committee.
The initial appeal must be filed no later than 10 business days after the decision that triggers the appeal. If, after filing the appeal, the student does not receive a response within 10 business days, the student has the right to take the appeal to the next level. Here it is expressly noted that “response” does not mean “resolution”: Matters that require consideration by the full Faculty will be handled at the next regularly scheduled Faculty meeting, which occur monthly during the academic year. Matters that require consideration by committees or divisions (or both) will be handled in an expeditious manner by those groups. Matters that involve both will be handled in sequence. In all of these situations, the response will indicate both the need for the involvement of these bodies and the expected timeline for decision and resolution.
In a manner consistent with policy of the Graduate Council, an appeal at the department level should contain the following elements:
- Name, student ID#, and contact information
- Current degree program and name of advisor
- Brief statement of the decision being appealed and the grounds for the appeal
- Any appropriate discussion and supporting documentation
As described by the Graduate Council, it is the student’s responsibility to make the case for the appeal. As examples, in the case of an appeal of policies and procedures, the student should provide one or more indications of how proper policy or procedure was not followed; when a grade is appealed, the student should clearly indicate one or more of the allowable reasons for appeal (which are articulated by the Graduate Council); and in the case of an academic penalty, the student must provide a rationale for the inappropriateness of the academic penalty.
Leave of Absence
The Graduate School has established policies covering Leave of Absence and Reinstatement that apply, generally, to situations in which it is necessary for students to temporarily interrupt their studies for at least a semester, up to a maximum period of two years. In those cases, the Department of Chemistry will defer to these policies, which are articulated in the Graduate Handbook. Graduate students pursuing a Leave of Absence are strongly encouraged to consult with their major advisor and Associate Head for Graduate Program in order to determine whether a Leave of Absence is the most appropriate course of action. In addition, international students must also consult with the Center for Global Engagement (CGE) in order to ensure compliance with Federal immigration policy.
Graduate students who are on a Graduate School-approved Leave of Absence are not able to make any formal progress toward their degree and may not use faculty services and/or university facilities during that period of time. They also may not receive an assistantship, fellowship, or financial aid in any form, or take UT courses. The time approved for leave of absence will not be counted toward time to degree and program milestones (such as CRP, ORP, etc.) will be adjusted accordingly. However, and as noted by the Graduate School, a leave of absence does not imply a guaranteed continuation of funding upon return.
The Department of Chemistry will work with graduate students who require leave of absence of less than a full semester. In such cases, the student must make a formal request to the Department (through the Associate Head for Graduate Programs or Department Head) for leave. Notwithstanding emergency situations, the request should be made at least 2 weeks in advance, describing, in general, the need for the leave, current responsibilities that must be covered during the absence, and the expected timeline, including the start of and return from leave. In addition, and as appropriate, the request should include a proposal for adjustment of any program milestones (e.g., CRP, ORP, etc.), especially if they are imminent. The following general categories are provided:
- Short-term Medical or Family-related Leave: In this context, short-term is considered to be less than 4 weeks. The Department can work with a student to ensure teaching responsibilities are covered. Students should consult with their advisor to ensure research commitments are similarly covered.
- Long-term Medical or Family-related Leave: In cases of a serious health condition, pregnancy/childbearing/child-bonding, or the need for caregiving for an immediate family member with a serious health condition, the student should consult with their advisor and the Associate Head for Graduate Programs to consider whether a one-semester leave of absence from the program is in their best interest. If the student determines a one-semester leave of absence is not in their best interests, the student will work with their advisor and the Associate Head for Graduate Programs to determine the optimal path forward.
- Bereavement Leave: State employees are entitled to 3 days of paid bereavement leave following the death of a child, parent, sibling, grandchild, grandparent, stepchild, stepparent, foster parent, or parent-in-law. Situations extending beyond that period are to be considered within Short-term Family-related Leave.
- Jury Duty Leave: Employees summoned to Jury Duty are entitled to leave. Any graduate student summoned to service in this capacity must immediately contact and inform their advisor. In addition, if they have TA responsibilities, they must immediately contact and inform their instructor of record for the course and the Associate Head for Undergraduate Programs so their teaching responsibilities can be covered.
- Other types of Personal Leave: In cases of other unavoidable circumstances or hardships, a student should confer with their advisor and the Associate Head for Graduate Programs to determine the appropriate path forward and type of request to be made.
All requests for leave of these types will be evaluated on an independent basis. In cases where adjustments to deadlines for program milestones are approved, it becomes the student’s responsibility to inform their dissertation (or thesis) committee and to meet those deadlines moving forward. In situations where coursework is interrupted, it will be the student’s responsibility to work with the course instructors to ensure course requirements are met.