Academic Catalog

Policy Summary

This policy establishes academic standards and expectations for students pursuing graduate degrees, certificates, and non-degree-seeking status. It defines the criteria for good academic standing, probation, dismissal, and return to program, along with the associated procedures, and outlines the rights and responsibilities of students who wish to appeal a dismissal decision.

Entities Affected by This Policy

• Office of the Provost
• All colleges and instructional units or programs
• Office of Student Life
• Office of the Registrar
• Office of Graduate and Professional Studies
• All students
• All faculty, instructors, and academic officials

Policy

Computing the Graduate GPA

Grade point averages (GPAs) are computed using the following point scale.

A - 4 points for each unit of credit

B - 3 points

C - 2 points

D - 1 point, does not earn graduate credit

F - 0 points, does not earn graduate credit

Graduate GPA is computed for all graduate courses taken during the graduate academic career. The university determines GPA by dividing the total number of grade points earned by the number of units of credit attempted. In determining the GPA, NAU does not include courses with grades of "AU" (Audit), "P" (Pass), "IP" (In-Progress), "I" (Incomplete), and "W" (Withdrawal) or courses accepted as transfer or prior learning credit. Incomplete grades must be resolved*; lingering Incompletes may impact academic progress.

*See NAU Policy 100406: Grades of In-Progress or Incomplete, Graduate for additional details.

NAU undergraduate 400-level courses may be applied towards graduate degree requirements and calculated in the graduate GPA, with approval of the program advisor or faculty mentor. Students must file the "Override Authorization - Audit/Class Links/Out of Career” form to receive graduate GPA credit for a 400-level course.

See NAU Policy 100318: Course Repeat, Graduate for details on computing a graduate student’s GPA with repeated courses, including the limits of grade replacement.

Graduate students who wish to repeat a course must submit the "Graduate Course Repeat Enrollment" form, available on the Office of the Registrar’s website.

Academic Standing Requirements for Graduate Degree Programs and Certificates

Good Academic Standing and Academic Probation

Academic Standing is determined solely based on a student’s academic performance, including grade point average, credit completion, and progress toward a degree. Matters related to student conduct, professionalism, or behavioral expectations are addressed through separate university processes (e.g., the Dean of Students) and are not part of Academic Standing evaluations.

To remain eligible to continue in a degree program or return to a graduate degree at NAU, graduate students must:

• Maintain a 3.00 GPA across all coursework.
• Have no more than 6 units of “C” grades. Graduate Certificates can have no more than 3 units of “C” grades. 
• Earn no grades of “D” or “F.”
• Fulfill all degree or certificate requirements, located in the Academic Catalog.

Failure to meet any one of the criteria above may result in being placed on academic probation. Individual academic programs may prescribe additional GPA or academic requirements in the evaluation of Academic Standing, such as:

• Higher cumulative, program, or term GPA than 3.0,
• Higher minimum GPA in core courses or for specific coursework,
• Program-specific continuation reviews and progress reports,
• Performance in research or clinical experiences (e.g., satisfactory evaluations by clinical supervisors or research mentors),
• Repetition limits for courses or exams,
• Satisfactory progress milestones (e.g., passing qualifying exams, practica, research benchmarks),
• Credit completion or pacing requirements (e.g., maximum timeframes to complete specific stages of coursework, completion of a minimum number of credits each term), and/or
• Timely degree completion requirements.

For a program to implement a higher academic standard for its program or specific courses, it must state the higher standard as part of the program’s requirements and/or course requirements in the Academic Catalog. 

Issues related to the Student Code of Conduct should be directed to the Dean of Students.

See “Academic Probation: Procedure” section for more information (below).

Academic Standing Requirements for Non-Degree Seeking Graduate Students

Good Academic Standing and Academic Probation

To remain eligible to continue taking courses as a non-degree seeking student, graduate students must:

Maintain a 2.50 GPA across all coursework.

Failure to meet the criteria above may result in being placed on academic probation.

See “Academic Probation: Procedure” section for more information (below).

Academic Dismissal from Graduate Degree Programs and Certificates

All students who are placed on probation must have an approved Academic Improvement Plan (AIP) on file with the Office of Graduate and Professional Studies. If the student fails to meet the expectations of the AIP during the following academic term, they may be recommended for dismissal from the program, and the student may be blocked from future enrollment.

A student may receive a dismissal recommendation by their academic unit for:

• Failing to be in good academic standing.
• Failing to meet specific academic unit requirements of probation as noted in the Academic Improvement Plan.

See “Academic Dismissal: Procedure” section for more information (below).

Return to Program After Dismissal from a Graduate Degree Program or Certificate

A student may apply to the same program only once, and no sooner than three years after the date of dismissal. If admitted, the student must follow the catalog requirements in effect at the time of admission.

Resetting the Graduate Cumulative GPA

Degree-seeking and non-degree-seeking graduate students may petition to have their cumulative GPA reset under either of the following circumstances:

• The graduate-degree-seeking student has graduated with a degree or certificate and begins another degree or certificate program. If approved, the cumulative GPA will be reset on the transcript to reflect the GPA earned within each degree or certificate program. NOTE: Simultaneous enrollment in and pursuit of multiple degrees and/or certificates are excluded from this consideration.
• The graduate-degree-seeking student has been discontinued due to lack of continuous enrollment, dismissed from a program, or has not enrolled for a period of two or more years, and the student has been newly admitted to one of the following:
  • A degree (including emphasis) or certificate program that differs from the student’s original admission.
  • The same program, after being admitted by the academic unit.

Non-degree-seeking students may petition for a GPA reset following discontinuation or acceptance to a graduate degree-seeking program.

Important Notes When Resetting the GPA

After approval of a GPA reset, the student will not be allowed to use any previously earned credit(s) towards the current degree requirements of a graduate degree.

Additionally, graduate students in this situation will only be allowed to petition for this type of GPA reset once in their entire graduate academic career at NAU.

See “Resetting the Cumulative GPA: Procedures” section for more information (below).

Academic Probation Procedure

Graduate Degree Programs and Certificates

The Office of Graduate and Professional Studies will notify the student in writing with specific academic information leading to the probation status, and an associated enrollment hold will be placed on the student’s account.

Students must meet with an advisor/faculty mentor to create an Academic Improvement Plan (AIP) that addresses the circumstances that led to the probation status. The AIP must be approved by the department Chair/Director and the academic Associate Dean and submitted to the Office of Graduate and Professional Studies for final approval and release of associated enrollment holds.

Non-Degree-Seeking Graduate Students

Students may petition the Associate Vice Provost of Graduate and Professional Studies for a one-semester extension if they demonstrate a strong likelihood of regaining good academic standing.

“Academic Probation” is not noted on the transcript unless the cumulative GPA falls below a 3.0.

Academic Dismissal Procedure

Graduate Degree Programs and Certificates

Due to typical academic calendars and faculty workload expectations, the dismissal recommendation process will generally be conducted during the fall and spring academic terms. In rare circumstances that are supported by evidence of extenuating circumstances, and with the permission of the Dean (or designee) of the academic unit where the degree program resides, a dismissal recommendation may be initiated in a summer or winter term.

Upon notification of a program dismissal recommendation, the student has five (5) business days to submit evidence that may influence or alter the program dismissal recommendation to the program coordinator or Chair/Director. The academic unit must review this evidence and submit a final dismissal recommendation to the student and the academic Associate Dean, along with all relevant materials, within five (5) business days after the receipt of evidence.

In cases that involve a grade appeal or academic integrity violation, the dismissal process will be paused until the appeal is finalized.

The student may request a meeting with the academic Associate Dean within five (5) business days after the student has received an official dismissal recommendation notification from the academic unit.

At the conclusion of this meeting and/or review of submitted materials by the student and/or program, the academic Associate Dean shall send an email to the student documenting that the meeting occurred and render a dismissal decision within ten (10) business days.

Once a final dismissal decision is made by the academic Associate Dean, students may appeal the decision by following the Academic Appeal Process (noted below).

Failure to Submit Materials

If the student fails to submit requested materials or notify the designated administrator within the timeline specified in this policy, such failure will constitute a waiver of the student’s right to an appeal, and the original dismissal decision will remain final.

Extension of Time

If an extension of time is needed during any phase of this process, the party requesting the extension shall petition the academic Associate Dean and present reasons why the deadline cannot be met. The academic Associate Dean will notify all involved parties regarding the granting or denial of the request for an extension to ensure fairness and a timely resolution of the problem. If an extension of time is needed by the academic unit, that notification will come to all parties involved, identifying the number of additional days granted with the goal of ensuring fairness and a timely resolution of the problem.

Continuation in a Program During an Appeal of a Dismissal

Academic units may allow students to continue participating in courses during the dismissal appeal process. However, if the student chooses to stay enrolled in the program during the appeal process, the student will do so at their own risk, as the student will bear the financial obligation to continue as a student. As such, the student will be held to any financial aid, tuition payment, and refund deadlines set by Student and Departmental Account Services, the Office of Financial Aid, the Office of the Registrar, or any other applicable university unit.

If academic units do not wish students to continue in courses after their dismissal recommendation, they must provide the academic Associate Dean with evidence that the student’s continuation in the program will:

• Adversely affects the academic performance of other students in courses.
• Interfere with other students’ participation in a course or the program.
• Place an undue financial burden on the academic unit.
• Interfere with the day-to-day operations of the program.

Students who are dismissed may apply to carry a non-degree-seeking status, allowing them to take graduate courses.

Upon dismissal, the academic Associate Dean will notify the Office of Graduate and Professional Studies and NAU Graduate Admissions. After the standing of “Academic Dismissal” is assigned to the student record, other associated areas may be impacted, such as Student Account Services, Residence Life, Graduate Assistantships, and Tuition Waivers, etc.

Resetting the Cumulative GPA Procedure

The student will submit a Graduate Cumulative GPA Reset Form directly to the Associate Vice Provost of the Office of Graduate and Professional Studies. The petition will include a statement outlining reasons why the GPA should be reset. Requests to reset the GPA are not automatically approved, as a petition to reset the GPA is, by definition, a request for an exception to the rule that all graduate courses are considered in computing the cumulative GPA.

• In cases involving the completion of one degree and the start of a new degree, the statement should outline which degree/certificate was completed, the date of completion, the new degree/certificate program, and the date of admission into the new program.
• In cases involving discontinuation, dismissal, or lack of enrollment, the statement should address all pertinent information involving the student’s situation during the time in the first degree or certificate, obstacles to the student’s success in that program, and resolutions or behaviors to ensure success in their new program. These situations would normally involve, but not be limited to, life-impacting events that prevented the successful pursuit of the original degree program. For medical or personal life-impacting events, supporting documentation should also be provided. This documentation may include, but is not limited to, official documentation from an attending health care provider, counselor, licensed practitioner, attorney, law enforcement agent, court official, or other appropriate source (e.g., mortuary, obituary, etc.).

The Associate Vice Provost of the Office of Graduate and Professional Studies and the relevant academic unit(s) will review the petition and render a decision. Once that decision is made, the Associate Vice Provost will contact the student with a notification of the decision. If the decision is to reset the cumulative GPA, the Associate Vice Provost will contact the Office of the Registrar to approve the GPA reset.

Students may appeal the Associate Vice Provost and Academic Unit’s decision by submitting to the Senior Vice Provost for Academic Operations, in writing, a statement outlining reasons why the decision to reset the student’s GPA should be reconsidered. That request must come to the Senior Vice Provost for Academic Operations via email within ten (10) business days from the correspondence date sent by the Associate Vice Provost of the Office of Graduate and Professional Studies. The Senior Vice Provost for Academic Operations will then respond to the student’s petition within five (5) business days of the receipt of the petition. The Senior Vice Provost for Academic Operations decision will be final.

How to Appeal a Final Dismissal Decision

Academic Appeals and University Graduate Committee Hearing Panel

The graduate student will not use this appeal process for situations related to grievances and violations for which a separate university-wide process exists. These situations include (but are not limited to):

• Grade appeals
• Violations of NAU’s Student Code of Conduct
• Violations of NAU’s Academic Integrity policies
• Discipline-specific ethical standards
• Issues of Research Misconduct
• Issues that fall under the purview of NAU’s Office of Equity and Access

Grounds for Appeal

In every appeal, the student must set forth the reason(s) why an appeal should be heard. These appeals should only be considered in instances where:

• The faculty, department, school, or other academic unit deviated substantially from accepted and specified standards as established by the University, Office of Graduate and Professional Studies, or academic unit.
• A fair and impartial process was denied to the student.

Time Limit on Appeal if involving a Grade Appeal or Academic Integrity Violation

A graduate student must initiate the appeal process no later than the end of the next regular term (fall or spring) following the date on which the appealable issue occurred.

Implementing the Academic Appeal

After the academic Associate Dean has issued a program dismissal decision, the student may request an appeal to the academic Dean, who will convene a University Graduate Committee Hearing Panel (UGCHP).

The student must file the appeal, with qualifying grounds, to the academic Dean within five (5) business days from the date of the academic Associate Dean’s dismissal notification.

Failure to Submit Materials

If the student fails to submit requested materials or notify the designated administrator within the timeline specified in this policy, such failure will constitute a waiver of the student’s right to an appeal, and the original decision, action, or result from the immediate previous decision will remain final.

Extension of Time

If an extension of time is needed during any phase of the process once the appeal process has been initiated, the party requesting the extension shall petition the academic Associate Dean and present reasons why the deadline cannot be met. The academic Associate Dean will notify all involved parties regarding the granting or denial of the request for an extension with the goal of ensuring fairness and a timely resolution of the problem. If an extension of time is needed by the academic unit, that notification will come to all parties involved, identifying the number of additional days granted with the goal of ensuring fairness and a timely resolution of the problem.

University Graduate Committee Hearing Panel (UGCHP)

UGCHP is a five-member panel including four (4) faculty members of the University Graduate Committee (UGC) and one (1) student member from the Graduate Student Government (GSG). The academic Dean shall identify the members of the UGCHP, ensuring impartiality for all parties involved in the appeal. The academic Dean ensures each member of the UGCHP has no conflict of interest between the member and any party involved in the appeal. Additionally, the panel membership will be shared with the student to confirm that there is no perceived conflict of interest.

The academic Dean will appoint one of the selected four faculty members to serve as Chair of the UGCHP. The academic unit will supply the UGCHP with organizational and staff support as needed.

The UGCHP will not typically review academic decisions that are based upon the disciplinary expertise of faculty in a particular field, such as meeting student learning outcomes and fulfilling curriculum/accreditation requirements. However, it may examine the equity of the processes in which academic decisions are made, to ensure that the academic unit’s decisions are not capricious or arbitrary in nature.

University Graduate Committee Hearing Panel (UGCHP) Procedure

The UGCHP will review the appeal request for the dismissal decision to determine whether it meets the grounds of an appeal. The UGCHP has twenty (20) business days after receipt of the materials to determine whether a formal hearing is appropriate.

An affirmative vote by at least three members of the panel will be required to hear the appeal. If there is a decision to hold a hearing, the UGCHP has ten (10) business days to arrange the hearing.

The UGCHP Chair will prepare and send a written notice to the student and academic unit no less than five (5) business days prior to the date set for the hearing. The notice shall include:

• A statement of the date, time, and location of the hearing.
• A statement of the purpose of the hearing.
• A link to the Academic Appeal Process and UGCHP guidelines is described in this policy.
• A list of the names of all UGCHP members and the contact information of the chair of the UGCHP.

If the practicality of meeting in person for the hearing places an undue hardship on the student or faculty member (e.g., financial, travel out of town beyond 50 miles, etc.), the meeting may be held via telephone or online meeting. In such cases, accommodation will be made in writing at least five (5) business days prior to the date set for the hearing.

Conduct of the Hearing

The purpose of the hearing is to determine whether the faculty, department, school, or other academic unit deviated substantially from accepted and specified standards established by the University, Office of Graduate and Professional Studies, or academic unit, or if a fair and impartial process was denied to the student.

The following practices will apply to the conduct of the hearing:

• To preserve the confidential nature of the appeal process and to protect the privacy of the student, the hearing shall be closed.
• The UGCHP Chair shall preside at the hearing and shall rule upon all procedural matters.
• The formal rules of evidence shall not apply, although objections concerning the introduction of specific statements or documents may be considered by the UGCHP Chair.
• Irrelevant, immaterial, or unduly repetitious information shall be excluded.
• The student may select an advisor to assist them during the hearing.
  • The advisor may be a faculty or staff member, student, or other representative of the student.
  • The advisor shall be limited to advising the student and shall not participate directly in the hearing.
  • The advisor may not appear in lieu of a student or speak on behalf of the student. The advisor shall not serve as an attorney.
  • The hearing shall be recorded, and it will be kept in the academic unit.
  • The student who requested the hearing shall present statements or written information on their behalf.
  • Written information supplied by the student should include any documentation supporting the grievance used in previous steps of the appeals process.
  • A student who fails to appear at the hearing will be deemed to have abandoned the appeals request, unless the student can demonstrate that an extraordinary circumstance prevented an appearance.

Order of Presentation

• The UGCHP Chair shall summarize the events to date and outline the order of the proceedings.
• The faculty member/academic program representative will make an opening statement and present their case. They can be questioned by members of the UGCHP at the conclusion of their presentation.
• The student will make an opening statement and present their case. The student can be questioned by members of the UGCHP at the conclusion of their presentation.
• The student and faculty member/academic program representative will each be allowed to make one rebuttal after both have presented their case, with the student’s rebuttal last.
• Throughout the proceeding, the parties may introduce written documents as evidence. All documents admitted shall be marked as exhibits and may be referenced and reviewed by the UGCHP in reaching its decision.
• Each party may submit questions for the UGCHP to ask during the hearing. The UGCHP will exclude questions that either party submits that are repetitive, immaterial, or otherwise not pertinent to the case. The UGCHP will discuss which questions to include in the hearing, and the UGCHP Chair will make the final decision.
• Following the presentations and questions, the parties will be allowed to present closing statements summarizing the evidence presented. The faculty member/academic program representative presents a closing statement first, followed by the student.

UGCHP Deliberations and Recommendations

• Only members of the UGCHP may be present during the deliberations.
• Based upon the evidence presented during the hearing, the UGCHP will formulate a recommendation to the academic Dean. At least three votes are necessary to make any recommendation.
• Final recommendations from the UGCHP will be made within three (3) business days after reviewing the materials and following the conclusion of the hearing. This recommendation shall be in writing and shall be transmitted to the academic Dean.
• The written recommendation shall include findings of fact, a statement of the reasons for the recommendation, and the signature of the UGCHP Chair.

Review and Final Decision

The academic Dean will outline the findings of the UGCHP and render a final decision concerning the issue, in writing, within five (5) business days of receiving the UGCHP recommendation. Copies of the written decision shall be provided to the student and others who have been involved in the appeal process to this stage. The academic Dean’s decision is final and cannot be appealed.