Graduate Policies and Procedures
Some of the key graduate policies and procedures that you need to know are highlighted in this section.
Appeal of Academic Action Decisions
Academic Actions are exceptions to published academic regulations or requests for special permission. Examples include declaring a secondary graduate certificate, substitution/waivers to request permission to meet a requirement by using a transferred course or a different course at Mason, and requesting to apply courses taken previously as transfer credit. Students may appeal program decisions concerning academic actions to the College of Education and Human Development. Appeals are considered by the Student and Academic Affairs Office (SAA). To appeal, students must complete the Appeal Request Form and hand deliver or mail the form and all supporting documentation to: the Office of Student and Academic Affairs, College of Education and Human Development, Thompson Hall 2300, MS 4B4, Fairfax, VA 22030 or email the form and documentation to firstname.lastname@example.org.
If the request is denied by the College, students are afforded one final level of appeal to the Associate Provost for Graduate Education. Procedures for appealing to the Associate Provost are available at: http://provost.gmu.edu/graduate-education/graduate-student-academic-appeal-procedures/.
Appeal of Grades
Students may appeal grades that they believe were assigned unjustly or were based on unclear criteria. In such cases, the student should ask the faculty member to reconsider the grade.
If not satisfied with the outcome from discussing the grade appeal with the instructor, the student may submit a written appeal to SAA. SAA will refer the case to the appropriate Academic Program Coordinator (APC) for review. The APC can collect data from each person involved, weigh the merits of the case, and make a decision on the appeal. The APC has the option to convene a committee of three faculty members who are familiar with the content of the course to review the appeal and make a recommendation on the case. The student’s name (as well as the instructor’s name) will be redacted from all materials if the case is reviewed by a committee in order to ensure a fair, unbiased review to the greatest extent possible. The APC will notify the student of the decision.
If the student is not satisfied with the decision made by the APC, the student can appeal to the College (i.e., SAA). The SAA staff may individually consult with the instructor, student, and APC to gather information important to making a decision on the case.
Grade appeals are not accepted after the last day of classes of the following semester (spring for fall grades, fall for spring and summer grades).
The decision of the College is the highest level for grade appeal.
Appeal of Termination
See the Academic Standing section above for an explanation of the conditions that render students eligible for termination. Students are notified by the University Registrar’s Office of their academic status, and the CEHD Student and Academic Affairs Office notifies the student of the procedure to appeal termination.
Students wishing to appeal termination must submit the following to the CEHD Student and Academic Affairs Office:
- A completed Graduate Termination Appeal form, that has been signed by your advisor and program coordinator,
- A written statement explaining the circumstances that led to the termination, along with supporting documentation from employers, physicians, or other sources as necessary,
- Evidence that the circumstances precipitating the unsatisfactory academic performance have been remedied, and
- A letter of support from either your academic advisor or academic program coordinator addressing why an appeal should be granted and any additional relevant information for consideration.
The appeal and supporting documentation must be received by the date indicated in the termination letter or email. If the required materials are not received by the deadline, the termination will become effective immediately and the Registrar will be instructed to amend the student’s graduate record accordingly.
All materials should be directed to:
Student and Academic Affairs
College of Education and Human Development
Thompson Hall 2300, MS 4B4
Fairfax, VA 22030
Time Limit Extension Requests
Master’s degree students have six years from the time of initial enrollment in their graduate program to complete their degrees. Students who are unable to meet this time limit may apply for an extension. Students must complete the online form and upload all documents requested, including a timeline approved by the student’s Advisor or Dissertation/Thesis Chair and a letter of support from the student’s Advisor or Dissertation/Thesis Chair that is approved by the Academic Program Coordinator/PhD Program Director. Failure to meet the time limit requirements or to secure approval of an extension request may result in termination from the program.
The College offers a wide variety of graduate certificates that may be pursued in conjunction with another graduate program. Master’s and doctoral students may apply for a secondary graduate certificate by completing the Graduate Secondary Certificate application available on the Registrar’s website. Students must apply for the certificate at least one semester before finishing the requirements of the certificate and graduating from it. Students interested in certificates that comprise licensure coursework should check with their advisor(s) to make certain that they meet all entrance requirements.
A maximum of 3 graduate credits taken at another institution can be transferred into a graduate certificate program. All coursework taken at Mason that counts toward the degree may also count toward one graduate certificate.
Certificate students are subject to graduate termination and dismissal policies. See the University Catalog, Section AP.6.8 for policies regarding graduate certificates.
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that gives protection to student educational records and provides students with certain rights. See See FERPA for information on rights and responsibilities. Students who wish to give permission to a university official to release FERPA protected student information to a particular individual must complete the FERPA Consent to Release Student Information form which is on the Registrar’s website.
Graduate students must maintain a GPA of 3.0 to be considered in good academic standing. Students who receive a grade of C or F or have a grade of IN have a notation of academic warning entered on the transcript. Non-degree graduate students are eligible for academic termination if they accumulate 12 credits of unsatisfactory grades in undergraduate courses or grades of F in two graduate courses or 9 credits of unsatisfactory grades (C or F) in graduate courses. Provisionally admitted degree seeking graduate students are eligible for academic termination if they a) fail to meet conditions of admission within time limits, b) fail to make satisfactory progress toward the degree as determined by the academic unit, c) accumulate 12 credits of unsatisfactory grades in undergraduate courses, or d) accumulate grades of F in two graduate courses or 9 credits of unsatisfactory grades in graduate courses. Fully admitted graduate students enrolled in a degree or certificate program are eligible for termination if they fail to make satisfactory progress toward their degree as determined by the academic unit or accumulate grades of F in two graduate courses or 9 credits of unsatisfactory grades (C or F) in graduate courses. See the section below on Appeal of Termination for information on submitting an appeal.
Grades of Incomplete (IN)
Students may request an Incomplete from their faculty member if they are passing the course but are unable to complete all course work for a cause beyond reasonable control. Students who have been granted an “incomplete” must submit all outstanding work by the date given by the instructor but no later than the 9th week of the following semester (not including summer sessions). Unless an explicit written extension is filed with the Office of the University Registrar by the deadline, the grade of IN is changed by the University Registrar’s office to an F (see Incomplete extension form). The maximum IN extension is to the end of the same semester in which it was originally due.
Students who wish to graduate in the same semester in which an IN was posted must complete their outstanding coursework and have the final grades recorded by the University Registrar’s Office no later than 6 weeks after the conferral date for that semester.
Grievances with a professor, class or academic advisor may be referred to the Office of Student and Academic Affairs or the Academic Program Coordinator.
Office of Student and Academic Affairs
Academic Program Coordinators
Advanced Studies in Teaching and Learning (ASTL) Program
Rebecca Fox, email@example.com, 3-4123
Counseling and Development Program
Fred Bemak, firstname.lastname@example.org, 3-3941
Early Childhood Education Program
Debbie Stone, email@example.com, 3-4916
Education Leadership Program
Farnoosh Shahrokhi, firstname.lastname@example.org, 3-2009
Educational Psychology Program
Erin Peters-Burton, email@example.com, 3-9695
Elementary Education Program
Audra Parker, firstname.lastname@example.org, 3-9717
Exercise, Fitness, and Health Promotion Program
Joel Martin, email@example.com, 3-7607
Instructional Design and Technology Program
Shahron Williams van Rooij, firstname.lastname@example.org, 3-9704
Learning Technologies in Schools Program
Priscilla Norton, email@example.com, 3-2015
Jennifer Hathaway, firstname.lastname@example.org, 3-5789
Mathematics Education Leadership Program
Courtney Baker, email@example.com, 3-5081
PhD in Education Program
Anastasia Kitsantas, Director, firstname.lastname@example.org, 3-2688
Secondary Education Program
Kristien Zenkov, email@example.com, 3-5413
Special Education Program
Pam Baker, firstname.lastname@example.org, 3-1787
- Adapted Curriculum Program
Marci Kinas Jerome, email@example.com, 3-8295
- Applied Behavior Analysis Program
Christine Barthold, firstname.lastname@example.org, 3-5450
- Assistive Technology Program
Marci Kinas Jerome, email@example.com, 3-8295 General Curriculum Program
Kelley Regan, firstname.lastname@example.org, 3-9858
Teaching Culturally and Linguistically Diverse and Exceptional Learners
Joan Shin, email@example.com, 3-6214
Transformative Teaching Program
Betsy DeMulder, firstname.lastname@example.org, 3-8326
Students are expected to exhibit professional behaviors and dispositions at all times.
Education professionals are held to high standards, both inside and outside of the classroom. Educators are evaluated on their behaviors and interactions with students, parents, other professionals, and the community at large. At the College of Education and Human Development, dispositions may play a part in the discussions and assignments of any/all courses in a student’s program (and thus, as part or all of the grade for those assignments). However, dispositions are formally and separately evaluated at three points in each student’s program:
- a self-evaluation at the start of their program
- an instructor’s evaluation at some point in the middle of their program (a point selected by the program)
- a university supervisor’s evaluation during internship
Credit Overload Request
Students in good standing (GPA at or above 3.0) are eligible to enroll in up to 12 hours of coursework per semester. In exceptional circumstances, students may be allowed to enroll in more credits than the maximum. To do so, they must complete the Credit Overload form found on the Registrar’s website. The completed form should be given to the student’s program office.
In order to be considered for an overload, students must fulfill all of the following criteria:
- Have a cumulative GPA of 3.5 or higher;
- Have completed the prior semester with a 3.5 GPA or higher;
- Have demonstrated in prior semesters at Mason the ability to handle an increased and demanding courseload while maintaining high performance;
- Have no remaining incompletes (INs) from a previous semester;
- Have an established academic history at Mason. First semester graduate students are not allowed to take a course overload.
Students are expected to register for classes prior to the published last day to add. If extenuating circumstances prevent registration by the last day to add, students must request a Late Schedule Adjustment form from the program office and obtain the signatures of the course instructor and the Academic Program Coordinator. If the last day to drop has passed, approval from the CEHD Student and Academic Affairs Office is also required.
Re-enrollment after Previous Attendance
All graduate students who have not enrolled in at least one credit for two or more consecutive semesters must obtain permission to re-enroll. Students must submit the Graduate Re-enrollment Application, available on the Registrar’s website, to their academic program for review.
Only students who were not enrolled correctly due to a documented university error may retroactively add a course to a previous semester.
Students are responsible for registering properly and paying for all credits by the registration and payment deadlines listed on the Registrar’s website. Instructors do not have the authority to add students to courses, and students are always held personally responsible for verifying the accuracy of their own enrollment before the end of the add period. Being waitlisted for a course does not guarantee a student’s subsequent enrollment in that course.
Reasons NOT considered for retroactive adds include, but are not limited to, the following:
- Failure to enroll officially from a waitlist.
- Failure to add into the course due to a hold of any kind on your account (including parking, library, health, and academic holds).
The CEHD Student and Academic Affairs Office requests that any student who is seeking a retroactive addition of a course complete the Appeal Request Form, and provide a written statement and proof of university error as to why the student was not able to enroll in the course in question.
Students who wish to take a course at another regionally-accredited institution must obtain prior written approval and submit the form, Graduate Permission to Study at Another Regionally Accredited U.S. Institution, available on the Registrar’s website at Study Elsewhere-Graduate Students. Students should discuss the request with their advisor to assure that the course will meet program requirements. If the student would like to take a class through the Consortium of Universities of the Washington Metropolitan Area, they should contact the Registrar’s Office for information.
Substitution/Waiver request forms (available on the Registrar’s website, are used to either substitute or waive a degree requirement. For students in the College of Education and Human Development, these requests require a signature from the Student and Academic Affairs Office.
These requests must be completed and signed by a student's major or minor academic advisor. Once the form has been completely filled out, it can be submitted to the Student and Academic Affairs Office for review. If the request is approved, the substitution/waiver form will be hand delivered to the Registrar's Office.
Students are only notified about a substitution decision if the request has been denied.
Completed as Mason non-degree student
Students who have completed coursework as a non-degree student at Mason within six years of enrolling in a degree program may apply to have the coursework count toward their degree. The maximum number of credits for Master’s students to transfer is limited by the residency requirement that requires a minimum of 18 credits in degree status after admission to the degree program. Doctoral students must earn more than half of the required credits in doctoral degree status. Only courses with grades of B or above are eligible for transfer. Students should complete the Graduate Transfer of Credit form available on the Registrar’s website and obtain the signature of their advisor. The form also requires the signature of the Division Director and the Student and Academic Affairs Office.
Completed at another university
Graduate credit completed at another university may be eligible for transfer into a graduate program in CEHD. The credit must have been earned within six years of first enrollment with an earned grade of B or above, and may not have counted toward a degree at the other institution. The maximum number of credits for Master’s students to transfer is limited by the residency requirement that requires a minimum of 18 credits in degree status after admission to the degree program. Doctoral students must earn more than half of the required credits in doctoral degree status. A maximum of 3 graduate credits taken at another institution can be transferred into a graduate certificate program.
Students who wish to resign must complete the form “Voluntary Resignation from Graduate Academic Program” available on the Registrar’s website. Signatures from the academic program coordinator and the Student and Academic Affairs Office in CEHD are required. If the resignation is processed after the drop period, the student receives Ws for that semester and is removed from future registered courses. To enroll after a voluntary resignation, students must submit a new application for admission.
Students may request a withdrawal from classes after the drop deadline for non-academic reasons. Such requests are only considered under exceptional circumstances. Students must provide verifiable, third-party documentation with the request. For questions about documentation, contact the CEHD Student and Academic Affairs Office at email@example.com.
Withdrawals are typically allowed only for all courses within a semester.
Exceptional circumstances include, but are not limited to:
- Medical - Requests for withdrawals due to medical reasons must be supported by relevant, dated medical documentation. The documentation must show a substantial medical change that arose unexpectedly after the drop period ended. If a student is seeking a partial withdrawal, the student must show why the condition has affected that course (or courses) specifically. Otherwise, only a full withdrawal from all courses in a semester will be considered.
- Employment - Requests for withdrawals due to work-related reasons must be documented by the employer on company letterhead. Only unanticipated and unavoidable changes in employment that occur after the drop date and which result in a direct scheduling conflict with a course (or courses) will be considered. An increased or more stressful workload is not considered a valid reason to request a withdrawal (see the University Catalog, Section AP.1.2, Academic Load).
Withdrawal is Not Allowed
- To avoid an unsatisfactory grade due to academic reasons.
- To correct enrollment errors on the part of the student. (For more information, review "Changing Registration" in the University Catalog.) Students are responsible for all courses in which they remain officially enrolled after the drop period has ended.
Instructors do not have the authority to withdraw students from classes.
Requesting a Non-Academic Withdrawal
- Review all policies pertaining to non-academic withdrawals.
- Fill out a Withdrawal Request Form explaining the specific request and reasons. Only written materials and verifiable, third-party documentation will be considered.
- Submit your completed request and supporting documentation to the CEHD Student and Academic Affairs Office.
- Submit your request in a timely manner. Timing is very important when submitting a request to withdraw. Delays in submitting requests increase the academic component of the request and can have an adverse effect on the final decision.
- Provide requested documentation in a timely manner. After 30 days, all undocumented requests are automatically denied.
- Continue attending all classes in which you are officially enrolled and complete the required coursework unless you receive written approval from our office for a withdrawal. If permission is granted, you will need to confirm that there are no holds on your record for the withdrawal to be processed.