Faculty & Staff | Educational Records

Frequently Asked Questions: Educational Records

1. What addresses are maintained and how are they updated?
2. How is Statute of Limitations (SOL) determined?
3. How do I request an extension of a student's statute of limitations ?
4. Is there any other way a Statute of Limitations gets changed ?
5. The student is not proceeding as quickly as the program would like. How can we "light a fire under him/her" to finish the degree?
6. When is a Leave of Absence appropriate? What is the procedure for requesting/granting one?
7. How do students get a transcript ?
8. How can Graduate Program Directors get up-to-date transcripts of their students? Are degree audits available for graduate students?
9. What are the basic rules for transferring credits ?
10. How does a currently enrolled graduate student change programs ?
11. Can graduate students receive simultaneous degrees ?
12. What are the procedures for dismissing a student ?
13. How does the GPD change the status (level) of a currently enrolled graduate student?
14. How do you calculate the GPA ?
    

1. What addresses are maintained and how are they updated?
The Graduate School maintains two addresses for each student:

Mailing address is the address to which all correspondence is directed all year. It may or may not be a local address. (The student's diploma will be mailed to them at this address.)

Permanent Address is the address from which the student entered.

Addresses can be changed by the student on the web at https://spire.umass.edu or by email to gradrec@grad.umass.edu , by mail, in person or by telephone to the Graduate Records Office.

2. How is statute of limitations (SOL) determined?
Statute of Limitations is determined as part of the acceptance process. The rationale for SOLs is based on the constantly changing knowledge base within a discipline. Courses taken at the beginning of a student's graduate enrollment may be outdated by the time s/he finally graduates.

Under Graduate Council policy, the Graduate School determines a student's SOL when the applicant is recommended for admission. The criteria for that determination is as follows:

• For all master's degrees, SOLs are 3 years, with the exceptions in "b" below.
• For MFAs , the SOL is 4 years; for part-time off-campus programs in engineering, management, and public health SOLs are 4 years.
• For doctoral students without a master's degree in the major field, SOL is set at 6 years.
• For doctoral students with a master's degree in the major field, the SOL is set at 4 years.

3. How does the GPD request an extension of a student's statute of limitations?
First Extensions for up to one year for master's degrees and up to two years for doctoral degrees are approved at the academic department level. A memorandum notifying the Graduate School must be sent to the Graduate Dean, 514 Goodell so that the student's file can be updated.

Further Extensions are possible if a student is making progress but has not yet completed all degree requirements. A memorandum requesting the extension and giving reasons for the extension must be sent to the Graduate Dean. Each case is reviewed individually and a new SOL is determined. GPDs are encouraged to request an appropriate new SOL and to set timelines for completing steps along the way so that progress can be judged fairly.

4. Is there any other way a statute of limitations gets changed?
Statute of Limitations are adjusted only upon recommendation of the GPD or if a student changes from one program to another, a new SOL may be assigned. A SOL will be extended when a Leave of Absence is approved.

5. The student is not proceeding as quickly as the program would like. How can we "light a fire under him/her" to finish the degree?
The program might stipulate specific deadlines to be met for various stages in completing degree requirements as part of the SOL extension process. The GPD may require the student to sign the document as a condition of making the extension request.

6. When is a leave of absence appropriate? What is the procedure for requesting one?
Personal Leave of Absence : A Leave of Absence is appropriate when a student must take a semester or more away from the program and is not making any progress toward the degree. A GPD can request that a student be placed on leave of absence for generally one year at a time. During the leave a student must pay the program fee. A student is not eligible for a loan deferment when on a leave of absence.

Health Leave of Absence/Withdrawal: When a student's physical health or mental health precludes successful completion of his/her academic course work, the student may receive a health leave of absence or withdrawal from the University, upon recommendation by the appropriate physician or therapist of the University Health Services. Normally, the leave of absence/withdrawal will result from the student's voluntary efforts. In exceptional circumstances involving life-threatening behaviors, a student may be asked to leave the University involuntarily until those serious circumstances have been controlled. During the period of a health leave of absence the student must maintain his/her status by paying the Program Fee. Accordingly, the Graduate School will adjust the student's statute of limitations for the duration of the leave of absence. In order to resume enrollment, the student must obtain approval from the University Health Services. The full policy is available in the Graduate School Bulletin ( http://www.umass.edu/grad_catalog/ ) and from the Office of the Graduate Dean or the Office of the Graduate Registrar.

7. How do students get a transcript?
A student can obtain transcripts at the Graduate Records Office, 534 Goodell. Students must present a valid picture ID (UCard or driver's license) to obtain the transcript. Unofficial transcripts can be accessed immediately on SPIRE ( https://spire.umass.edu ); there is an over night wait for official transcripts.

8. How can a Graduate Program Director get up-to-date transcripts of their students? Are degree audits available for graduate students?
At the end of the semester and at least every two months, unofficial transcripts are sent to departments and students for students who have had grade changes since the last mailing. Degree audits are not available for graduate students.

9. What are the basic rules for transferring credits?
Courses from other institutions:

• credits are only transferable toward a master's program
• graduate level courses only
• cannot have been used for any other degree
• grade must be B or better (Satisfactory and Pass grades are not acceptable
• course(s) cannot have been taken more than 3 years prior to the student enrolling in the degree program at UMass
• memorandum requesting the transfer from the GPD
• transferred courses may not be used to satisfy the 600-800 level nor the graded credit requirements

Courses taken at the University of Massachusetts Amherst prior to enrolling in the Graduate School :

As a Non-Degree student:

• no more than 6 graduate level credits
• course(s) cannot have been taken more than 3 years prior to student enrolling in the degree program
• memorandum requesting the transfer from the Graduate Program Director

While an undergraduate student:

• no more than 6 credits
• course(s) cannot have been taken more than 3 years prior to student enrolling in degree program
• the courses cannot have been used for the Bachelor's degree. A memorandum from the student's undergraduate department, from the undergraduate dean, and from the Undergraduate Registrar attesting to that fact must accompany the request from the graduate program director to transfer such credits

Through the Division of Continuing Education:

• such courses are generally not acceptable
• students in off campus programs should check with the Graduate Records Office to see if any courses could qualify for transfer

10. How does a currently enrolled graduate student change programs?
To change from one program to another, the student must file a reapplication form with the Graduate Admissions Office, and submit any supporting credentials which are not already on file in the Graduate School . The student/applicant is considered along with all other current applications to that program. Acceptance to on graduate program does not imply or guarantee acceptance to any other program. There is only one exception to this: if a student is changing from one master's program to another within the same department, a memo to the Graduate Dean requesting the change is sufficient. A change from master's to doctoral program within the same program does require a reapplication, but no application fee is charged.

11. Can graduate students receive simultaneous degrees?
Students may be enrolled in more than one degree program at a time. They must apply to and be accepted by each program. Courses used for one degree may not be used toward any other degree. The Statute of Limitations (SOL) for each degree is calculated separately. The degrees may be received concurrently or at different degree granting periods as long as the requirements for each are met.

Students who are enrolled in the dual master's programs should check with their program coordinator for specific information about SOL and course requirements.

12. What are the procedures for dismissing a student?
Dismissal is appropriate when the student has failed to meet University and/or departmental criteria for remaining in the program. A memorandum requesting the dismissal should be forwarded to the Graduate Dean. Official notification of this action will be sent by the Graduate Dean to the student.

Academic Dismissal: A student who in any two semesters, consecutive or otherwise, has semester averages of below 2.8 is subject to academic dismissal upon recommendation of the GPD to the Dean of the Graduate School .

Satisfactory or Reasonable Progress: A student must make satisfactory or reasonable progress toward completion of a degree program within the Statute of Limitations for that degree. A student who is not making satisfactory or reasonable progress is subject to termination upon the recommendation of the graduate program to the Dean of the Graduate School .

13. How does the GPD change the status (level) of a currently enrolled graduate student?
If the change is lateral (master's to master's) or a demotion (doctoral or master's/doctoral to terminal master's), then a memorandum recommending the change is sufficient. If the currently enrolled graduate student wishes to change from master's to master's/doctoral or to doctoral, a Reapplication Form is required, but no application fee will be assessed.

14. How do you calculate the GPA?
To calculate GPA, please refer to the following link: http://www.umass.edu/gradschool/calculating_GPA.htm