Academic Regulations

Academic Standards

Notwithstanding the Academic Standards policy outlined below, a student admitted with Conditional Admission or Provisional Admission status must meet the specified performance level within the time frame identified in the letter of admission or may not continue to enroll in University courses. Further, the Academic Standards policy inherently presumes the student will first meet satisfactorily any obligations or requirements specified in the letter of admission before the Academic Standards policy shall have any effect on the continuing enrollment of the student.

1. Good Standing: A graduate student admitted to a graduate degree or certificate program is in good standing whenever that student’s degree or certificate program grade point average is at least 3.0.
2. Warning:   Whenever the grade point average for any enrollment period is less than 3.0, but the degree program grade point average is 3.0 or above, the student will be warned.
3. Probation: If a student’s degree program grade point average falls below 3.0, the student will be placed on probation.
4. Extended Probation:  The student will be placed on Extended Probation when, following a semester on Probation, the student’s degree program grade point average is below 3.0 and the student’s grade point average for the enrollment period is 3.0 or above.
5. Final Probation: The student will be placed on Final Probation when, following a semester on Extended Probation, the student’s degree program grade point average is below 3.0 and the student’s grade point average for the enrollment period is 3.0 or above.
6. Probation Removed: When the conditions of Good Standing are restored, Probation will be removed.
7. Dismissal: Students on Probation or Extended Probation who fail to achieve at least a 3.0 grade point average for the enrollment period, or students on Final Probation who fail to achieve a 3.0 cumulative grade point average will be dismissed from the University.

Note: Dismissed students must apply for readmission through the normal admission process. The student will send a Readmission Application to the Admissions Office that, in turn, will forward the student’s Readmission Application to the program or academic unit admission body for decision on readmission.

Appeal Procedure: Upon appeal by the student, the program or academic unit admission body will determine whether to grant Extended Probation or Final Probation status. The status must be granted by the program or academic unit admission body in order for the student to register. The appeal must be initiated and the decision made by the program or unit prior to the subsequent semester’s last day to add classes.

Annual Review of Graduate Students

A graduate student’s academic performance, professional development, research progress, and, where applicable, professional/ethical behavior will be reviewed annually to determine the student’s eligibility to continue in the program. Annual review forms for doctoral and master’s students may be found on the Graduate College website forms page or programs may use their own forms. Upon the student’s initial enrollment in a graduate certificate, master’s, specialist, or doctoral program, the department shall provide a document to the graduate student outlining its annual review criteria and procedures. The review will assist the student in measuring timely progress toward completion of the program of study and in providing documentation for awards or assistantships or, if deficiencies are apparent, note them and indicate corrections necessary within a specifies period of time. Uncorrected deficiencies and/or unsatisfactory progress, performance, or behavior may result in a student’s dismissal from the program. Best practice guidelines can be found under Annual Review at: wmich.edu/grad/forms.

Leave of Absence, Graduate Student

Western Michigan University supports a graduate leave of absence policy to assist graduate students who are temporarily unable to continue their programs. The leave of absence may extend consecutively for up to two semesters and two sessions (i.e., up to one year). Extensions of a leave of absence may be possible with a new application. Reasons for requiring a leave usually include bereavement, illness, care giving, maternity, paternity, and call to active military duty. Students requesting a leave of absence must submit an application to their department/school/unit chairperson or director, which then must be forwarded to the Graduate College for approval by the graduate dean. The policy and form can be found on the Graduate College website.

Preparing the Application for Leave of Absence

In consultation with the supervising faculty member, an Application for Leave of Absence form is to be completed by the student, and signed by both the student and the advisor or supervising faculty member. The application is to be submitted to the chairperson/director for review and signature before being forwarded to the dean of the Graduate College. Whenever possible, application should be made in advance of the anticipated leave or as soon as possible after commencement of the leave. Whenever possible, it is helpful if the commencement and termination of the leave coincide with the beginning of a semester or session.

It is the student’s responsibility to ensure that the proposed leave is compatible with the regulations of any granting agency from which funding would normally be received during the leave period and that such agencies are informed of the proposed leave. Students on student loan programs should clarify the consequences that such a leave may have on their repayment status. International students are advised to consult with the Office of International Student and Scholar Services regarding their immigration status during a proposed leave.

A student granted a leave of absence will have his or her time-to-completion of degree extended by the amount of time granted in the leave of absence. The continuous enrollment policy will also be held in abeyance during this time.

Graduate Appointees Requesting a Leave of Absence

A graduate student holding an assistantship, associateship, or fellowship who is granted a leave of absence will have his or her salary and stipend (where applicable) suspended during the period of the leave. During the absence, a student replacement will serve usually on a temporary basis. Whenever possible, the remainder of the appointment will be held for the student upon his or her return to the next term. However, in situations where research activity has progressed substantially during the absence, the original appointee may no longer be able to resume the appointment. In situations where the student is returning in the next academic year, efforts will be made for that student to resume his or her appointment if possible.

In the event that a student appointee and chairperson/director disagree on the leave or its arrangements, students may follow the dispute resolution process available under the policy on Adjudication of Situations Involving Graduate Students Rights and Responsibilities.

Student Attendance Expectation

Instructors are expected to establish and clearly communicate attendance expectations relevant to individual courses in the course syllabus. Course attendance expectations, where articulated, must be consistent with University policy. Students should always consult with the instructor to determine the potential impact of any absence.

It is recognized that occasionally it may be necessary for a student to be absent from a scheduled course activity for reasons beyond their control. Examples of such necessary absence include, but are not limited to religious observance, bereavement, illness, University sanctioned activities, and short-term military obligation. Examples of absence not considered necessary under this policy include but are not limited to work schedules or related events, vacations, trips, interviews, sports practice or optional events, and internship obligations.

The University expects each student to be responsible for class-related work missed as a result of a necessary absence; this work may be made up (or not) in some fashion at the discretion and direction of the instructor.

In all cases of possible accommodation for absence, it is expected that faculty will treat student requests with respect, and students must realize that only the instructor can excuse a student from a course requirement or responsibility, or assign make-up or alternative work.

When necessary absences can be anticipated, the student must inform the instructor of the situation as far in advance as possible and the instructor should strive to accommodate the student consistent with their class absence expectations. (Instructors should note that these expectations are easiest to apply equitably if they have been articulated in a syllabus.) Individual course policies may state expected notification periods. For unanticipated or emergency absences where advance notification to an instructor is not possible, the student should contact the instructor as soon as possible by e-mail, phone, or in person. The student must recognize, however, that simply informing the instructor is not the same as obtaining permission. It remains up to the individual instructor to decide if, and how, any work is to be made up. For this purpose, the student is responsible for initiating and maintaining communication with the instructor.

1. Religious Observance: Instructors and students are expected to refer to the existing policy on absences related to religious observance. wmich.edu/policies/religious-observances.
2. Bereavement: Reasonable absence during times of grief following the death of a close relative or friend is to be expected. Even when these events can be anticipated, the strong emotional consequences can lead to unpredictable behaviors or reactions. Instructors should assume the veracity of a request, especially when first contacted. Although some form of documentation may seem reasonable to request, in times of grief it may not be received or seen as a benign request. It is recommended that instructors perhaps consider reserving the right to request documentation at some future time, but begin by simply assuming a helpful attitude and trying to let the student move through the grieving process. As for duration of absence, instructors are expected to use reasonable judgment. The need to travel and the degree of responsibility may necessitate multiple class periods missed. Such absences are anticipated to be short term, one to three class periods per semester. Similarly, absences in the compressed summer terms may not be readily accommodated. If more time is needed, the students might need to be advised that making up the work may become prohibitive and other options (such as withdrawal or assigning an incomplete grade) might be discussed.
3. Illness: Clearly, illness can strike anyone and result in a temporary inability to attend classes. Indeed, in the case of infectious illness, it is also in the best interests of all that a student not attend class. Instructors should use reasonable judgment in requesting documentation. Students should expect that documentation might be required, especially if the timing of absence coincides with exams, quizzes, or assignments. Instructors should also remain aware that often one can be quite ill but not seek medical attention and if students assert they could not attend class, one might waive a request for documentation (but this remains the instructors’ prerogative). Such absences are anticipated to be short term, one to three class periods per semester. Similarly, absences in the compressed summer terms may not be readily accommodated. If more time is needed, the students might need to be advised that making up the work may become prohibitive and other options (such as withdrawal or assigning an incomplete grade) might be discussed.
4. University Sanctioned Activities: Absences for University sanctioned activities, such as, but not limited to, athletic competitions, performances, and other similar organized activities that might conflict with classes are expected to be minimal since students can be aware of schedules during the registration process. One exception that sometimes arises is when travel is involved for formal competitive events. Students are expected to provide instructors, at the start of the term, with advanced, written notice of any and all potential conflicts with attendance and are responsible for making any necessary arrangements with the instructor. Such absences are expected to be minimal, one or two per semester. Similarly, absences in the compressed summer terms may not be readily accommodated. If more time is needed the students might need to be advised that making up the work may become prohibitive and other options (such as withdrawal or assigning an incomplete grade) might be discussed.
5. Short-Term Military Obligations: The University recognizes that those who are actively serving in the Military Reserves or National Guard of the United States are required by their military contract to attend mandatory training. Any sequential or non-sequential absence may total no more than 15% of scheduled class meeting time. It is the responsibility of the student to inform the instructor at the beginning of the semester of the potential for mandatory military duty obligations. Students should expect that absences from heavier course loads may be more difficult, or not possible to recover from than absences from lighter course loads. Unique or variant exceptions should be dealt with in a negotiated manner between the student and instructor. In certain laboratory-based or intensive short-term courses, students can jeopardize their academic status with a number of absences, particularly in lab courses that cannot be made up later. In courses with extensive laboratory exercises, group projects, group performances, or participation requirements, equivalent exercises or assessments may not be possible, as determined by the instructor. Similarly, absences in the compressed summer terms may not be readily accommodated. Students might need to be advised that making up the work may become prohibitive and other options (such as withdrawal or assigning an incomplete grade) might be discussed.

Military Reserve is a person who is currently serving in one of the following services:

• United States Army Reserve
• United States Navy Reserve
• United States Marine Corps Reserve
• United States Air Force Reserve

National Guard is a person who is currently serving in one of the following services:

• Michigan Army National Guard
• Michigan Air National Guard
• Army or Air National Guard of any other state or territory of the United States of America

Department of Homeland Security Reserve is a person who is currently serving in the United States Coast Guard Reserve.

Course Grades and Grading System

A grade is given in each course in which a student registers. Grades are indicated by letters and assigned honor points as shown in the table below. Credit toward a degree program will be granted only for courses in which a grade of “C” or better is earned.

X - (Failure) Unofficial Withdrawal: The symbol “X” is used to indicate that a student has never attended class or has discontinued attendance and does not qualify for the grade of “I.”  The “X” will be computed into the student’s grade point average.

I - Incomplete: This is a temporary grade which the instructor may give to a student when illness, necessary absence, or other reasons beyond the control of the student prevent completion of course requirements by the end of the semester or session.  The grade of “I” (Incomplete) may not be given as a substitute for a failing grade. A grade of “I” must be removed by the instructor who gave it or, in exceptional circumstances, by the department chairperson.

Incomplete grades (except those given in Master’s Thesis 7000, Specialist Project 7200, and Doctoral Dissertation 7300, and courses directly related to them or identified by departments) will convert to an “X” if not removed within one calendar year, or sooner if so stipulated by the instructor. Students who receive an incomplete grade in a course must not re-register for the course in order to remove the “I”.

An instructor who assigns a grade of “I” will submit a Report of Incomplete Grade Form located on the faculty menu in goWMU indicating the remaining requirement for removal of the incomplete grade and indicating the time allowed, if less than one full year. An e-mail will be automatically generated to the student, the Registrar’s Office as well as an e-mail confirmation sent to the instructor.

W - Official Withdrawal: A grade of “W” is given in a course when a student officially withdraws from that course or from the University before the final withdrawal date in the semester or session.

CR or NC - Credit or No Credit:  The Credit/No Credit grading system is used in all 7000-level courses, as well as some departmental courses approved by the University.  The student’s transcript will indicate “CR” when the grade received is an A, BA, or B; “I/NC” when incomplete; and “NC” when the grade received is a CB, C, DC, D, E, or X.

AU - Audit: The symbol “AU” is used to indicate that a student has enrolled in a course as an auditor, has attended at least three-fourths of the class or laboratory sessions, and has given evidence to the course instructor that the role as auditor has been satisfactory. A student who registers for a graduate course as an auditor, with the permission of the instructor, is not eligible to sit for examinations, earns no credit hours for the registration, and pays full tuition. The student must enroll in the audit status at the time of registration, and may not be transferred from the audit status after the course has begun.

For 7000-level credits, grades of Credit (CR) or No Credit (NC) may be given, with departments held responsible for insuring that progress on the thesis/project/dissertation has in fact been made in any term for which the grade of Credit (CR) is given. The grade of No Credit (NC) will not affect a student’s over-all GPA, but it will stay on the record as an accurate representation of a student’s history in that term.

Because a transcript is to be an honest and accurate record of a student’s academic work, should a student receive a series of Credit (or even No Credit) grades for 7000, 7200, or 7300 and then decide not to complete that work, the enrollments and grades for 7000, 7200, or 7300 will remain on the transcript.

Theses and projects will still involve only six (6) completed credits. Dissertations will involve whatever number of completed credits is stipulated on the student’s program of study, which can range from 12 to 24. Consequently, until the student earns the required number of credits for the writing, registration for credits resulting in grades of “NC” will need to be repeated.

Grade Change

A student who believes that an error has been made in the assignment of a grade must follow the procedure described later in this catalog in the Student Rights and Responsibilities section under the heading, “Course Grade and Program Dismissal Appeals.”

Grade Point Average

A grade point average is obtained by dividing the total number of honor points earned by the total number of semester hours completed. For example, a total of forty-eight honor points earned in a semester by a student who completed sixteen hours of course work gives a grade point average of 3.0 for the semester.

Honor Points

The number of honor points earned in a course is the number of semester hours credit given by the course multiplied by the value of the letter grade received.  (See the “Grading System” table above.) For example, a grade of “B” (3 honor points) in a four-hour course gives 3 X 4, or 12 honor points.

Honor points are not generated in a Credit/No Credit course, such as in any 7000-level course.

Credit earned in undergraduate courses is not computed into the graduate point-hour ratio.

Honor point deficiencies acquired in credits earned at Western Michigan University cannot be made up by credits and honor points earned at another university.   Only credit hours transfer from another university-not grades and not honor points.

Graduate Credit by Prior Learning (PLA)

Each academic unit responsible for offering a graduate program may, with the approval of its dean, establish a procedure for granting credit via PLAs, including the use of examinations, for any graduate course. All credit by PLA is subject to the following regulations:

1. The academic unit which offers a graduate program shall determine if a PLA process may be used to obtain credit for a particular graduate level course in that academic unit.
2. All PLAs will be administered and graded, and/or reviewed, by no fewer than two faculty members. If the unit offering a given course for which PLA credit is sought is different than the unit offering the overall program, then faculty from both units need to be engaged in the assessment of such courses.
3. All PLAs shall be graded “Credit” or “No Credit.” “Credit” will be posted on the transcript as “Credit earned by PLA” without letter grade or honor points. Students who do not achieve a sufficient score to receive “Credit” will have no entry made on their transcripts.
4. All credit awarded via PLAs can be used to meet all other University graduation requirements.
5. Credit awarded via PLAs will be placed on a student’s transcripts only after being admitted to a specific graduate degree or certificate program, although the assessments may occur prior to such admission. Such credits will be listed as completed credits for one or more courses within a given program, but not counted in the grade point average.
6. PLA credit as awarded by examination earned at another university may transfer in accordance with the current policies of the Graduate College governing the transfer of credit.
7. The maximum number of credits allowed to be granted via PLAs must be a reasonable proportion of the credits or courses required to complete a student’s program. This amount may vary per program; however, the number of credits awarded may be no more than one-half of the total credits required to complete a student’s program (as rounded-up to include all credits for a given course). For certificate programs that are less than 15 credits, this amount can be no more than one-third.
8. The process to create a PLA opportunity for a given graduate program must be initiated by faculty from that program, and the written procedures must be approved by their unit chair or director, and college dean. These written procedures must detail at least the following framework items:
   • the specific courses for which PLA credits can be earned within a given program;
   • detailed learning outcomes for each of these courses; 
   • rubrics that show how prior learning, as evidenced by an applicant via a portfolio or other means of previous work experience, training, course products, and/or other learning experiences, will be evaluated against the learning outcomes for each specific course;
   • the overall review process including the number of reviewers and timelines; and
   • the detailed application process, including when a PLA application can be made (e.g., before or after admission to a given program, or while a student is currently enrolled in the program), how such an application is to be submitted (e.g., portfolio, credentials, demonstrations).
   • the maximum number of credits, and justification for such number, that an applicant could apply for PLA credit, not to exceed the university maximum amount.  
9. Each department with program faculty engaged in reviewing and approving credits via any type of PLA process, shall provide uniform data on such activities to the appropriate WMU entity for reporting and Higher Learning Commission (HLC) accreditation purposes. 

Repeated Course

With the exception of courses that are approved by the University Curriculum Review Policy as repeatable for credit (e.g., multi-topic or umbrella courses), no more than two courses may be retaken and no course may be repeated more than once during the student’s graduate career (inclusive of both master’s and doctoral programs) at WMU. This number may be further limited by individual departments. Permission to retake a course must be obtained from the program advisor and graduate dean before registration for the course to be repeated takes place. The original grade for the course will remain on the student’s transcript, and both the original and repeated course grade will be computed into the degree program grade point average. 

Final Examination

The official final exam week is at the end of each fall and spring semesters. Exams for courses are to be given during that week at specific times other than the normal class meeting time. All final exams are held in the normal classroom unless other arrangements have been made with the Registrar’s Office. Use of classrooms for review sessions must be scheduled through the Registrar’s Office.

Regularly scheduled class meeting times are not held during final exam week. For courses having both lectures and labs, or discussions the time of the exam will be determined from the time of the first lecture period of the week. For courses having labs only the exam will be determined from the time of the first lab period.

Exam times for classes that begin on the half-hour will be the same as for classes which begin on the previous hour. The exam time for a class beginning at 9:30 a.m. would be scheduled with classes that start at 9 a.m., and the exam time for a class beginning at 2:30 p.m. would be with classes that begin at 2 p.m. Where all sections of a given class are given at one time the exam will be given during the mass exam time in the schedule per faculty instructions.

Exams for arranged class times are to be scheduled during final exam week at the convenience of the instructor and the student. The instructor will arrange the exam time for a course not covered by the exam schedule. Please contact the instructor for location and time.

If a student is assigned three or more exams on any single day of final exam week, University policy allows the student to arrange with their instructor(s) to reschedule one or more exams so the student will have no more than two exams scheduled on any single day of final exam week. Students should receive early notification from their instructors as to the dates, times and places of their exams. Students must make their requests to reschedule a final exam no later than 14 calendar days before the Monday of the final exam week, as designated by the final exam schedule.

A mass exam may be scheduled when multiple sections of the same course take the same exam at the same time. Permission to offer a mass exam may be granted by the chairperson of the department if certain criteria are met and if space is available as determined by the Office of the Registrar. Only the fall and spring semesters have a final examination week.

Full-time/Part-time/Three-quarter time Student Status

For all graduate students taking courses for a stated degree or certificate program, six hours constitutes full-time status, five hours constitutes three-quarter time status, and three hours constitutes half-time status in fall and summer semesters.  In the summer I and summer II sessions, three hours in either session constitutes full-time status for that session and two hours constitutes half-time status. Three-quarter time status is not available for sessions.

Any graduate student enrolled in one master’s thesis (7000), independent research (7100), field experience (7120), education specialist (720), dissertation (7300) credit, or other credit, approved through the curriculum process to meet a full-time exemption, are considered full-time for the purpose of loan deferment and insurance eligibility. It is important to note that this full-time exception involving one credit will not be recognized for financial aid or loan eligibility purposes.

Special note for F-1/J-1 international students: Any graduate student who has completed all core coursework and is on thesis or dissertation track, or equivalent, is considered full-time for immigration purposes if enrolled in one master’s thesis (7000), independent research (7100), field experience (7120), education specialist (7200), dissertation (7300), or approved credit equivalent, and if approved by WMU International Student and Scholar Services in advance.

Students who have completed all course work for their master’s or doctoral level program and who have only the thesis, dissertation, or other courses on their approved program of study to complete are required by Western Michigan University to enroll for a minimum of one-hour in such credits in all fall and summer semesters through the semester of graduation. If the student will graduate in the summer I or summer II session, the student must be enrolled in that session. Such enrollment will satisfy WMU’s continuous enrollment requirement.

However, students must be aware that FICA regulations and some federal loan deferment regulations require at least half-time enrollment, which at WMU is now at least three hours of enrollment, except for these students enrolled in credits as noted above. Graduate students, even those enrolled for thesis or dissertation hours, must be enrolled for at least half-time (3 hours at WMU) in order to qualify for FICA tax exemption.

Since enrollment fees are determined by hours enrolled, and not by full- or part-time status, students (whether graduate or undergraduate) who enroll for four or fewer hours are charged a lesser enrollment fee than those who enroll for five or more hours, and consequently they will be required to pay an additional fee for unlimited use of the recreation center. Students enrolling for four or fewer hours will have access to the recreation center for 10 visits without extra fee charges.

Independent Study

Independent Study refers to enrollment in an appropriately designated, variable-credit course for a specific plan of study, authorized and supervised by a designated, consenting faculty member.

Independent Study is not a substitute for regular courses, but an enrichment opportunity. Normally, it is a project designed to allow students to investigate an area of interest not within the scope of a regular course, to probe in more depth than is possible in a regular course, or to obtain an educational experience outside that normally offered by a regular course.

Since individual Independent Study projects are not normally reviewed through the usual departmental and University processes, it is essential that the academic adequacy of such projects be assured by some other means applied consistently throughout the University.

The following policy guidelines are intended to serve that function.

Proposals for Independent Study

Independent Study requires an adequate description of the work to be undertaken, requiring planning in advance of the registration period. Sufficient time, therefore, must be allowed for such planning and for obtaining the necessary faculty and administrative approvals.

While the Independent Study project is normally student-initiated, early interaction with faculty is essential in the development of a mutually acceptable project description. At a minimum, such a description should contain an outline of the study topic, specification of the work to be done and the materials to be read, the credit to be given, the type and frequency of faculty-student contacts, and a statement of the evaluative criteria to be used by the faculty member.

Approval Process

The faculty member must accept and approve the student and the project, and then submit the agreed-upon proposal on the appropriate University form to the department chairperson for approval. If the chairperson approves, information copies of the form must be submitted to the dean and the Registrar.

The granting of approval by the department chairperson may involve considerations, such as faculty workload, which go beyond the merits of the project.

Faculty Responsibility

Independent Study is basically a tutorial process, necessarily involving substantial faculty participation.  In that respect, it should be distinguished from “credit by examination,” a different option in which the role of the faculty member is primarily evaluative.

A student is on his/her own in Independent Study in that it involves no class meetings or formal lectures, but the faculty member is the responsible custodian of the project, obliged to provide guidance, assistance, criticism, suggestion, and evaluation, and shall be the instructor of record who is responsible for turning in a grade to the Registrar’s Office.

Thesis, Project, and Dissertation Committee Requirements

Master’s Thesis Committee

A master’s thesis committee shall be appointed for each student undertaking a thesis as partial fulfillment of the requirements for a master’s degree. The purpose of the thesis committee is twofold: 1) to provide the range of expertise necessary to advise a student in the conduct of the master’s thesis, and 2) to ensure that evaluation of the thesis represents a consensus of professionals in the student’s chosen discipline.

The master’s thesis committee is charged with the supervision and evaluation of the master’s thesis, a task that includes but is not limited to the following responsibilities: a) advise the student on selection and/or development of a master’s thesis topic; b) review and approve a proposal for the master’s thesis; c) provide consultation regarding progress on the thesis; d) evaluate the final document; and e) in those departments requiring an oral defense, evaluate the oral defense of the thesis.

In addition to the previously described responsibilities that are generic to all thesis committee members, the chair (or co-chairs) of the committee assumes the following additional responsibilities: a) in those departments where this responsibility is not discharged through other mechanisms, advise the student regarding selection of thesis committee members; b) routinely monitor student progress on the thesis; c) call thesis committee meetings; d) evaluate the readiness of the thesis proposal and of the thesis for committee review and action; and e) inform the student of the need to adhere to the Guidelines for the Preparation of Theses, Specialist Projects, and Dissertations (available on the Graduate College website).

Each thesis committee shall consist of a minimum of three members or associate members of the graduate faculty of Western Michigan University. The committee chair must be a full member of the graduate faculty and in the case of co-chairs, at least one co-chair must have full graduate faculty status. At least two of the committee members must be from the department or academic program in which the student is pursuing the master’s degree. Each member of the committee must be either a member or associate member of the graduate faculty (a current list of graduate faculty members by department available on the Graduate College website). The appointment of a master’s thesis committee is a three-stage process requiring, first, a mutual agreement between the master’s student and the prospective committee members; second, a formal appointment by the chairperson of the department (or the chairperson’s designee); and third, notification of and approval by the office of the dean of the Graduate College regarding this appointment.

Each unit offering a master’s degree in which the thesis is either required or optional may approve and disseminate additional guidelines concerning master’s thesis committees, including the qualifications for committee membership, the procedures used to select and appoint committee members, and the specific functions and responsibilities that the members of these committees have. Additionally, each unit is encouraged to disseminate an updated list of faculty who qualify to serve on master’s thesis committees and their respective areas of expertise (a current list of graduate faculty members by department is available on the Graduate College website).

The thesis must be in a form acceptable to the unit and to the Graduate College before the student may be awarded the master’s degree. The thesis format must adhere to the Guidelines for the Preparation of Theses, Specialist Projects, and Dissertations and the thesis submitted to the Graduate College for review by the deadline for the student’s term of graduation (deadlines and guidelines available on the Graduate College website).

If there are differences among the members of a master’s thesis committee over the approval of the thesis and its oral defense, it shall be the responsibility of the committee to undertake every reasonable effort to resolve these differences and come to a unanimous decision. 

In the event a student wishes to appeal a negative decision by the student’s master’s thesis committee, the student shall first take the appeal to this same committee, which shall hear the appeal and render a decision. In case the committee cannot reach a unanimous agreement and the student wishes to appeal further a negative decision, a Review Committee shall be established consisting of the dean of the Graduate College, the appropriate academic dean, and the chairperson or director of the unit. The Review Committee shall seek to resolve the controversy without passing on the thesis. The Review Committee handling such a case is limited to procedural actions, such as reconstituting the master’s thesis committee if the case merits it. 

Specialist Project Committee

A specialist project committee shall be appointed for each student undertaking a project as partial fulfillment of the requirements for a specialist degree. The purpose of the project committee is twofold: 1) to provide the range of expertise necessary to advise a student in the conduct of the specialist project, and 2) to ensure that evaluation of the project represents a consensus of professionals in the student’s chosen discipline.

The specialist project committee is charged with the supervision and evaluation of the specialist project, a task that includes but is not limited to the following responsibilities: a) advise the student on selection and/or development of a specialist project topic; b) review and approve a proposal for the specialist project; c) provide consultation regarding progress on the project; d) evaluate the final document; and e) in those departments requiring an oral defense, evaluate the oral defense of the project.

In addition to the previously described responsibilities that are generic to all project committee members, the chair (or co-chairs) of the committee assumes the following additional responsibilities: a) in those departments where this responsibility is not discharged through other mechanisms, advise the student regarding selection of project committee members; b) routinely monitor student progress on the project; c) call project committee meetings; d) evaluate the readiness of the project proposal and of the project for committee review and action; and e) inform the student of the need to adhere to the Guidelines for the Preparation of Theses, Specialist Projects, and Dissertations (available on the Graduate College website).

Each project committee shall consist of a minimum of three members or associate members of the graduate faculty of Western Michigan University. The committee chair must be a full member of the graduate faculty, and in the case of co-chairs, at least one co-chair must have full graduate faculty status. At least two of the committee members must be from the department or academic program in which the student is pursuing the specialist degree. Each member of the committee must be either a member of associate member of the graduate faculty (a current list of graduate faculty members by department available on the Graduate College website. The appointment of a specialist committee is a three-stage process requiring, first, a mutual agreement between the specialist student and the prospective committee members; second, a formal appointment by the chairperson of the department (or the chairperson’s designee); and third, notification of and approval by the office of the dean of the Graduate College regarding this appointment.

Each unit offering a specialist degree in which the project is either required or optional may approve and disseminate additional guidelines concerning specialist project committees, including the qualifications for committee membership, the procedures used to select and appoint committee members, and the specific functions and responsibilities that the members of these committees have. Additionally, each unit is encouraged to disseminate an updated list of faculty who qualify to serve on specialist project committees and their respective areas of expertise (a current list of graduate faculty members by department is available on the Graduate College website).

The specialist project must be in a form acceptable to the unit and to the Graduate College before the student may be awarded the specialist degree. The project format must adhere to the Guidelines for the Preparation of Theses, Specialist Projects, and Dissertations and the project submitted to the Graduate College for review by the deadline for the student’s term of graduation (deadlines and guidelines available on the Graduate College website).

If there are differences among the members of a specialist project committee over the approval of the project and its oral defense, it shall be the responsibility of the committee to undertake every reasonable effort to resolve these differences and come to a unanimous decision. 

In the event a student wishes to appeal a negative decision by the student’s specialist project committee, the student shall first take the appeal to this same committee, which shall hear the appeal and render a decision. In case the committee cannot reach a unanimous agreement and the student wishes to appeal further a negative decision, a Review Committee shall be established consisting of the dean of the Graduate College, the appropriate academic dean, and the chairperson or director of the unit. The Review Committee shall seek to resolve the controversy without passing on the project. The Review Committee handling such a case is limited to procedural actions, such as reconstituting the specialist project committee if the case merits it.

Doctoral Dissertation Committee

A doctoral dissertation committee shall be appointed for each student undertaking a dissertation as partial fulfillment of the requirements for a doctoral degree. The purpose of the dissertation committee is to review the dissertation proposal, procedures, and results; to make suggestions relative to these matters to the student; and to decide whether to approve the dissertation and the oral defense as fulfilling these requirements for the doctoral degree.

Each doctoral dissertation committee shall consist of at least three members. The student’s major dissertation advisor shall serve as chair (or co-chair) of the committee. Co-chairs of committees are allowed, but at least one of the co-chairs must have full graduate faculty status. Of the overall committee, at least one member shall be from outside the student’s department (this person may be from a related cognate discipline, from outside the student’s college, or from outside WMU) who shall serve as a bonafide, fully participating member of the committee. The committee shall be approved and recommended by the unit, approved by the office of the appropriate academic dean, and approved and appointed by the graduate dean. Each member of the committee must be either a member or an associate member of the graduate faculty (a current list of graduate faculty members by department is available on the Graduate College website).

Each unit offering a doctoral program shall approve and publish its policies concerning doctoral dissertation committees, including the qualifications for membership on doctoral dissertation committees, the procedures used to select who should serve on these committees, and the specific functions and responsibilities that the members of these committees have. The chairperson of each student’s doctoral dissertation committee shall indicate in writing the specific responsibilities that individual members of that committee have.

The formal defense of the dissertation must be scheduled with the Graduate College at least two weeks in advance. All members of this committee must approve the dissertation and at least three must be in attendance for and approve its oral defense. The dissertation must be in a form acceptable to the unit and to the Graduate College before the student may be awarded the doctoral degree. The dissertation format must adhere to the Guidelines for the Preparation of Theses, Specialist Projects and Dissertations and the dissertation submitted to the Graduate College for review by the deadline for the student’s term of graduation (deadlines and guidelines available on the Graduate College website).

If there are differences among the members of a doctoral dissertation committee over the approval of the dissertation and its oral defense, it shall be the responsibility of the committee to undertake every reasonable effort to resolve these differences and come to a unanimous decision.

In the event a student wishes to appeal a negative decision by the student’s doctoral dissertation committee, the student shall first take the appeal to this same committee, which shall hear the appeal and render a decision. In case the committee cannot reach a unanimous agreement and the student wishes to appeal further a negative decision, a Review Committee shall be established consisting of the dean of the Graduate College, the appropriate academic dean, and the chairperson or director of the unit. The Review Committee shall seek to resolve the controversy without passing on the dissertation. The Review Committee handling such a case is limited to procedural actions, such as reconstituting the doctoral dissertation committee if the case merits it.

Graduate Faculty Appointments

The Graduate Faculty is responsible for graduate education at Western Michigan University. Membership in the Graduate Faculty may be as full members or associate members. Full members are able to provide all functions relating to graduate education. Associate members may provide specific functions according to the sub category in which they are appointed. All faculty members who hold Board appointments are eligible to be members of the Graduate Faculty. Other individuals who are needed to perform specific functions of the Graduate Faculty may be approved as associate members of the Graduate Faculty. The Graduate College shall periodically publish a complete list of current graduate Faculty appointments.

Functions of the Graduate Faculty

Individuals with full membership in the Graduate Faculty are able to perform all of the following functions:

1. Teach graduate level courses.
2. Advise students in graduate degree and certificate programs.
3. Serve on graduate thesis, project, dissertation, and examination committees.
4. Direct graduate theses, projects, and dissertations.
5. Serve on the Graduate Studies Council and its subcommittees, on departmental graduate committees, and on other University committees relating solely to graduate education.

Individuals with associate membership in the Graduate Faculty may assume functions as designated below:

1. Board appointed faculty

1. Teach graduate level courses, as approved on a course by course basis by the department, for those courses in which they have expertise as evidenced by educational preparation or experience.
2. Advise students in graduate degree and certification programs.
3. Serve on graduate thesis, project, dissertation, or examination committees.

2. Non-board appointed faculty

A. Teach graduate level courses.
B. Advise students in graduate degree and certification programs when specifically authorized by the department.
C. Serve on graduate thesis, project, dissertation, or examination committees.
D. Serve on the Graduate Studies Council and its subcommittees, on departmental graduate committees, and on other University committees relating solely to graduate education.

3. Individuals not employed by Western Michigan University

A. Serve on graduate thesis, project, dissertation, or examination committees as appropriate.

Criteria for Appointment

1. Criteria for appointment to full membership

A. General criteria

1. Appointment to the faculty by the Board of Trustees of Western Michigan University.

2. Earned doctorate or other earned terminal degree as identified in departmental criteria.

3. Current involvement in appropriate research and/or artistic or professional endeavors as evidenced by criteria established by the department tenure and promotion policy. Unless otherwise specified in departmental criteria, determination for appointment is to be based upon the following evidence within the previous five years:

a. One book published by a reputable press, evidenced by peer review, reputation, or editorial board; OR
b. Two publications in peer reviewed journals, national monographs, or chapters in a book; OR
c. Three presentations at a regional, national, or international professionally relevant venues; OR
d. Five performances, exhibits, or other activities as defined in the department policy statement; OR
e. Some appropriate number and/or amount of external grants and contracts, as determined by departmental criteria; OR
f.  A combination of the above criteria.

4. Active and productive participation in graduate education. This includes a demonstrated commitment to the professional development of graduate students, successful involvement in the guidance of scholarly activities by graduate students, and significant, effective teaching at the graduate level. This does not apply to faculty who have recently completed their terminal degree.

5. Appropriate teaching and/or professional experience as determined by departmental criteria.

B. Department criteria

1. Each department/unit shall specify the terminal degree required in its discipline(s). If departmental criteria have not been specified, the terminal degree shall be the doctorate.

2. A department/unit may specify additional criteria as defined in their department policy statement.

2. Criteria for appointment to associate membership

A. General criteria

1) Board appointed faculty

a) terminal degree in one’s discipline, as determined by departmental criteria; and/or

b) appropriate teaching and/or professional experience as determined by departmental criteria.

2) Non-board appointed faculty

a) terminal degree in one’s discipline, or

b) expertise in one’s discipline by virtue of education or experience as specified by the department.

3) Individuals not employed by Western Michigan University

a) expertise in one’s discipline by virtue of education or experience as specified by the department.

B. Department Criteria

1) Each department/unit shall specify the terminal degree required in its discipline(s). If departmental criteria have not been specified, the terminal degree shall be the doctorate.

2) A department/unit may specify additional criteria as defined in their department policy statement

 3. Term of appointment of full members

The usual period of an appointment to full membership in the Graduate Faculty shall be from 1 July of a given year to 30 June five years later. Faculty members holding a temporary board appointment with a term of at least two years duration shall not be given an appointment to membership on the Graduate Faculty for a period of time in excess of their term of appointment to the University. Appointments with effective dates other than 1 July shall be for a period of time not exceeding five and one-half years and shall expire on 30 June of the appropriate year.

4. Term of appointment for associate members

The usual period of an appointment to associate membership in the Graduate Faculty shall be from 1 July of a given year to 30 June three years later. Appointments with effective dates other than 1 July shall be for a period of time not exceeding three and one-half years and shall expire on 30 June of the appropriate year. Approval for associate members not employed by Western Michigan University shall be only for the period of time required to complete their service on the thesis, project, or dissertation committee.

5. Procedures for appointment of members

A. Each department/unit offering graduate work shall nominate for membership in the Graduate Faculty those eligible faculty members who meet the established departmental criteria. Departments/units may nominate faculty members from outside their own departments/units.

B. Departmental nomination shall be made on the Graduate Faculty Nomination Form and shall be endorsed by the department chairperson. Nominations shall be reviewed by the dean of the college and shall be forwarded with recommendation to the dean of the Graduate College for action.

C. Individuals who hold appointment in one department may serve on graduate thesis, project, dissertation, or examination committees in other departments when appropriate and when requested by those departments.

D. Appeals concerning procedures for appointment can be made to the dean of the Graduate College.

6. Reappointment and termination of appointment

A. Each appointment of a member of the Graduate Faculty shall be reviewed by the department/unit during the fall semester preceding its expiration date. Reappointment shall follow the same procedures as for appointment, including submission of an updated curriculum vitae.

B. The termination of an appointment of an individual to the faculty of WMU shall automatically terminate the individual’s appointment as a member of the Graduate Faculty.

C. In case of termination of the individual’s appointment to the Graduate Faculty or retirement from the faculty of WMU, the individual may complete duties assigned during the period of the individual’s appointment as a member of the Graduate Faculty.

7. Removal of Graduate Faculty Status

Faculty with full or associate graduate faculty status may have their status removed with due cause before their term of appointment ends. A review must be initiated by the faculty members’ department chairperson and academic college dean, or by their academic college dean. Faculty members will be notified that review has begun by the Graduate Faculty Status Review Committee, and will be asked to respond to the inquiry. If initiated by an academic college dean, then the faculty member’s department chairperson is to be notified before the faculty member is notified.

The Graduate Faculty Status Review Committee will consist of the Graduate College Dean, the Graduate College Associate Dean, and the Chair of the Graduate Studies Council. Faculty members will have the opportunity to address the conduct issues with this Graduate Faculty Status Review Committee in person and in writing, prior to any decisions on such faculty members’ graduate faculty status.

Following the inquiry/review, faculty members may have their graduate faculty status revoked completely or in the case of “Full” status, changed to “Associate” status. Additionally, faculty members’ graduate faculty status may be placed on probation for a defined period of time no longer than one year, during which time faculty members may be asked to correct any issues related to conduct. Faculty members failing to meet the expectations during their probationary period, as determined by their department chairperson, will then have their graduate faculty status revoked.

The decision to revoke, reduce and or place on probation is the decision of the Graduate Faculty Status Review Committee. Faculty members have the right to appeal the decision.

The Graduate Studies Council will serve as the appeals committee. The Graduate College Dean, Graduate College Associate Dean and Chair of the Graduate Studies Council will not serve on the appeals committee. The Vice-Chair of the Graduate Studies Council will serve as the Appeals Committee Chair with the remaining voting members of the Graduate Studies Council servicing as the Appeals Committee.

The Appeals Committee will be convened when they receive a written appeal from the faculty member. The Appeals Committee can decide the following: uphold the original decision, modify the original decision, or vacate the original decision. The decision of the Appeals Committee is final.

Thesis, Project, or Dissertation Credit Requirements and Policies

A student who intends to register for the courses Master’s Thesis (7000), Specialist Project (7200), or Doctoral Dissertation (7300) for the first time is required to contact their department before registering to ensure that the student is informed about the regulations pertaining to the preparation and submission of the manuscript and the requirements for research involving regulated subjects and hazardous materials.

Continuous Enrollment

Following a student’s first enrollment in the courses Master’s Thesis (7000), Specialist Project (7200), or Dissertation (7300), or other credits approved through the curriculum process, the student must have continuous enrollment until all thesis or project or dissertation requirements are completed satisfactorily and approved by all appropriate bodies. Registration deadlines apply. For students not enrolled in the summer I and summer II sessions, pre-enrollment in the subsequent fall semester is necessary for access to library resources during summer I and summer II.

Continuous enrollment is defined as enrollment in all fall and spring semesters from the initial enrollment to the semester in which the student graduates (some programs may require students to be enrolled during summer sessions as well as fall and spring semesters; student should refer to respective program handbooks). If the student will graduate in the summer I or summer II session, the student must be enrolled in that session.

Research Subject Protection and Registration

Students conducting research that involves human or animal subjects, biohazards, genetic materials, or nuclear materials/radiation must have prior approval of the research proposal by the appropriate University board/committee/official, thus assuring compliance with the regulations for the protection of such subjects or for the use of such materials. (For resources on the different kinds of regulated subjects and materials, see wmich.edu/research/compliance.) There are no exceptions to this requirement. Registration for courses in which research is conducted that requires such prior approval should not be attempted until the appropriate University board grants approval. The department requiring the course is responsible for assuring that the student has complied with federal, state, and WMU requirements. The student completing such regulated research for a master’s thesis, specialist project, or doctoral dissertation must include the written approval or exemption letter from the appropriate board/committee/official as an appendix to the thesis, project, or dissertation, and a student completing such regulated research for a course report, paper, or project must include the written approval or exemption letter from the appropriate board/committee/official as an addendum to the report, paper, or project. For more information, call the Office of the Vice President for Research, (269) 387-8298.

Transfer & Other Credit Policies

Transfer Credits

Transfer credit will be recorded on the Western Michigan University transcript as “Credit” (CR) only and will not be calculated into the honor points earned and the graduate grade point average at WMU. Grades and honor points do not transfer; only credit transfers. Transfer credits for graduate students will not appear on the WMU transcript until time of graduation. As a consequence, honor point deficiencies acquired in credits earned at WMU cannot be made up by credits earned at another university. (Exception: Grades for courses taken at other Michigan institutions under the Michigan Intercollegiate Graduate Studies [MIGS] program are applied to the student’s grade point average at WMU and appear on the student transcript. See the Graduate College website forms page for more information about the MIGS program.)

Master’s Program

A student enrolled in a master’s program must complete a minimum of 24 semester hours at Western Michigan University unless an agreed upon Memorandum of Understanding for a 1+1 program exists with a partner institution where specific course work and semester hours have been identified for transfer credit. Any credits transferred into a master’s program from other institutions may not exceed 16 semester credit hours and must have been earned within the six-year period prior to graduation. Credits may be transferred from one master’s program at WMU to another as long as all requirements of the new program are met.

Graduate credit may be transferred from other schools provided:

1. The credits were earned at an institution accredited for graduate study and are of “B” grade (3.0) or better.  Moreover, the student’s overall grade point average for all graduate work taken at the other institution must also be “B” (3.0) or better.
2. The credit is earned within the time limit for the student’s WMU degree program (six years for master’s or specialist programs, or seven years for doctoral programs), is represented on an official transcript of the other institution, and is identified as graduate credit.
3. The student’s department verifies that the transfer credits contribute to the student’s degree program and includes them in the student’s Graduate Student Permanent Program of Study.
4. The graduate dean approves the inclusion of the transferred credits in the student’s Graduate Student Permanent Program of Study.

(For details regarding transfer credits for graduate certificates, please refer to the Graduate Level/Graduate Certificate Program Admission section of the catalog.)

Second Master’s Program

A student enrolled for a second master’s degree from Western Michigan University may transfer internally up to 12 semester hours from the first master’s degree from WMU and must fulfill all requirements of the second master’s degree. Any credits transferred internally into the second master’s program must have been completed within six (6) years of the conferral of the second master’s degree. The second degree program must fulfill all of the other usual requirements for a master’s degree.

Specialist Program 

A student with a master’s degree from another institution who completes a specialist degree at Western Michigan University may transfer up to thirty-six semester hours of approved graduate credit. A student without a master’s degree who completes a specialist degree at WMU may transfer up to twelve semester hours of approved graduate credit. All credits transferred into a specialist program must have been earned within the six-year period prior to graduation. The current regulation concerning appropriateness of the credit accepted will apply. 

Doctoral Program 

A student enrolled in a doctoral program must complete a minimum of thirty semester hours, excluding the dissertation, at Western Michigan University after admission to a doctoral program. The thirty hours, excluding the dissertation, may not include any credit earned at another institution. Credit earned at another institution in addition to the thirty hours (excluding the dissertation) earned at WMU after admission to a doctoral program, however, may be approved by the doctoral program advisor and included in the student’s Graduate Student Permanent Program of Study. All credits transferred into a doctoral program must have been earned within the seven-year period prior to graduation. Credits may be transferred as long as all requirements of the new program are met.

Undergraduate Credit in a Graduate Program

In certain instances, an advisor may permit a student to include up to six semester hours of 3000- or 4000-level courses in a master’s program, provided the student receives written permission from the advisor, the department chair, and the graduate dean (form available on the Graduate College website forms page) prior to registering for these courses and then earns a grade of “B” or better. These courses earn undergraduate credit only and are not computed into the graduate grade point average.  

The criteria for approval are:

1. Offering departments must certify those 3000- and 4000-level courses that may be included in master’s degree programs.
2. The courses certified must be taught by a member of the graduate faculty for acceptance in a master’s program.

The form used to request approval of a graduate student’s election of a 3000- or 4000-level course may be obtained from the Graduate College website. 

Service Learning, Co-Curricular Learning and Volunteerism

Service-learning, co-curricular learning and volunteerism are all forms of experiential learning that do not include financial remuneration. Experiential learning is an important aspect of a student’s academic career and includes pedagogies that incorporate practical application and hands-on experiences into learning.

Service-Learning: Service-learning, while enrolled at Western Michigan University, is a mutually beneficial endeavor in which course learning objectives are met by addressing community-identified needs–putting academics into practice. The criteria for the service-learning course designation are as follows:

• Service project must enhance understanding of course learning objectives
• Students provide at least 15 hours of service during the semester. Project-based learning is determined by completion of project goals rather than number of hours. Hours must be logged
• Must include critical reflection of student’s experiences
• Projects must serve a community-identified need
• Must be a reciprocal partnership among community partners, students, and professors/instructors/staff
• Projects must be arranged by university faculty or staff
• Only courses in which service-learning is required for all students will receive the service learning designation
• To receive the designation, the course must include the service-learning requirement every time it is taught

Co-Curricular Learning: Co-curricular learning, while enrolled at Western Michigan University, takes place outside formal academic studies. The criteria for co-curricular learning include:

• Learning objectives are determined by the organizing body, and are not associated with course content and objectives
• Number of hours is set by the organizing body-Registered Student Organizations (RSO’s), Resident Assistants (RA’s), other student groups, etc.
• Includes structured reflection
• Service enhances student learning and meets community needs

Volunteerism: Volunteerism refers to work done to give back to the community and may be completed by individual students or by organized group activities. It may be done on a voluntary basis or as required for an academic course, program or other campus organization while enrolled at Western Michigan University. Volunteerism:

• Is usually not related to an academic course
• Has no minimum or maximum number of hours; hours should be logged in GoRSO
• Does not necessarily include reflection