Attendance Regulations
Students are expected to attend all their scheduled classes and laboratories and not to be absent without adequate reason.
Deficiency in any required work resulting from absence from class must be made up to the satisfaction of the instructor.
A student who is absent from a course without adequate reason may be assigned a failing grade. Students who are registered as Auditors are subject to the same attendance regulations as those registered for credit. Those Auditors who are reported for their excessive absence from class will receive a grade of LW in the course.
By action of the University Faculty Senate, the responsibility for defining attendance expectations is left to the individual faculty member, subject to the guidelines given below. Thus, it is of great importance that early in each course the instructor make clear to each student what the attendance expectations are, and how absences due to “relatively minor” illnesses, as described below, are to be communicated. Students should check the syllabus for attendance expectations and means of communicating about minor illnesses.
It is the policy of the University of Delaware not to cancel classes on religious holidays. However, students and faculty are encouraged to exercise their own judgment pertaining to their attendance on these days. In addition, faculty are encouraged not to schedule examinations or require the submission of special assignments on the following days: the evenings before as well as the first two days of Rosh Hashanah and Yom Kippur in the fall term, Good Friday and the evening before and the first two days of Passover in the spring semester.
- Absence on religious holidays listed in University calendars is recognized as an excused absence. Nevertheless, students are urged to remind the instructor of their intention to be absent on a particular upcoming holiday.
- Absences on religious holidays not listed in University calendars, as well as absences due to athletic participation or other extracurricular activities in which students are official representatives of the University, shall be recognized as excused absences when the student informs the instructor in writing during the first two weeks of the semester of these planned absences for the semester. Absences due to similar events that could not have been anticipated earlier in the semester will be recognized as excused absences upon advanced notification of the instructor by an appropriate faculty advisor or athletic coach.
- Absences due to serious illness or death within a student’s family are recognized as excused absences. Graduate students should contact the Office of Graduate and Professional Studies when needing to validate such absences who will facilitate notification to all appropriate individuals.
- Absences due to serious illness of the student (e.g., hospitalization, surgery, or protracted medical illness or convalescence) shall also be recognized as excused absences. Graduate students should contact the Office of Graduate and Professional Studies when needing to validate such absences who will facilitate notification to all appropriate individuals.
- For relatively minor, short-term illnesses of students (e.g., colds and flu, where attendance in class in undesirable), or their immediate family, the University system depends upon reasonable communication between students and faculty. If possible, students should report such illnesses before the affected class, following the directions of the instructor as provided at the beginning of the semester.
- Absence due to short-term military duty in the National Guard or active reserve is recognized as an excused absence. Graduate students should contact the Office of Graduate and Professional Studies when needing to validate such absences who will facilitate notification to all appropriate individuals.
- Students are not to be penalized if absent from an examination, lecture, laboratory, or other activity because of an excused absence. However, students are fully responsible for all material presented during their absence, and faculty are encouraged to provide opportunities, when feasible, for students to make up examinations and other work missed because of an excused absence.
Registration Requirements
Advance Registration
All matriculated students should register in advance for spring and fall semesters and winter and summer sessions. Registration periods are scheduled for returning full-and part-time graduate students in late April for fall semester and in late November for spring semester. Advance registration periods also precede the summer and winter session. Newly admitted or returning graduate students should register during the appropriate time. Contact the Registrar’s Office or the Graduate College for information on advance registration.
Graduate students are required to maintain continuous registration each fall and spring semester to be eligible to continue in a graduate degree program. Failure to comply with the requirement of maintaining continuous registration in the fall and spring semesters either in courses, in sustaining status, or with approved leave of absence will be taken as evidence that the student has terminated their graduate program, and the matriculated status to the graduate program will be terminated. The date of termination will be recorded on the student’s record in the student record system.
Policy Regarding Incompletes
A student who has incompletes in three or more courses may not register in the next regular semester (i.e., fall or spring) for additional courses without the approval of the Associate Dean of the Graduate College.
Full-Time and Part-Time Status
Students enrolled in at least nine credit hours or in sustaining status are considered full-time students. Those enrolled for fewer than nine credit hours are considered part-time students, although students holding assistantships are considered full-time with six credits. Generally, a maximum load is 12 graduate credit hours; however, additional credit hours may be taken with the approval of the student’s adviser and the Graduate College. A maximum course load in either summer or winter session is seven credit hours. Permission must be obtained from the Graduate College to carry an overload in any session. Some graduate programs have different thresholds for full-time status due to the shorter and accelerated nature of those programs. For example, enrollment in six credits for the accelerated seven-week MBA Online program terms is considered to be full-time.
Students who are permitted by special arrangement to conduct a portion of the research for their thesis in governmental or other laboratories off-campus must register for this work so that it may count toward degree requirements. This work must be under the direct supervision of a member of the faculty of the University. The amount of credit earned is determined and approved by the student’s advisory committee.
Course Load Requirements for Full-Time Students Holding an Assistantship or Fellowship
A student must be classified as full-time to be eligible to hold an assistantship or fellowship. Students holding a teaching assistantship, a research assistantship, a graduate assistantship, or a tuition scholarship must register for at least six credit hours of graduate-level courses each fall and spring semester to meet full-time status. (Some programs may require students to be registered in more than six credits.) Students holding a fellowship must register for at least nine credit hours of graduate-level courses each fall and spring semester to meet full-time status. These graduate-level courses must be taken for credit and must be maintained throughout the semester. Listener or undergraduate-level courses may be taken in addition to the minimum of six or nine hours of graduate-level courses in each semester that the student is on contract but do not count toward the degree. Students on contract in fall or spring semester who are completing a thesis or a dissertation and who have not submitted it to the Graduate College may register in sustaining status to meet full-time status.
Summer Registration
Students who are supported by the University as research assistants during the summer months are required to be registered in at least three credits during the 7 1/2 week summer session under the following guidelines: the work must be related to the student’s degree program, and the funding amount must meet the minimum requirement per month in June and July. Students may register in 868-800 (research), 869 (thesis), 964 (pre-candidacy study), 969 (dissertation), 864 (internship), sustaining, or a regular graduate course needed for the degree and offered in the 7 1/2 week summer session. Except for 864, 869, or regular courses, all courses are graded pass/fail.
Sustaining Status for Candidates Completing Thesis/Dissertation/Educational Leadership Portfolio/Project Brief
Once a graduate student who is completing a thesis, dissertation, education leadership portfolio or project brief and has completed registration in all required course credits needed for the degree (including the registration of six credits of Master’s thesis [869] or nine to twelve credits of dissertation [969]) and all other degree requirements except the submission of the thesis, dissertation, education leadership portfolio Nursing project brief) the student must maintain matriculation in the degree program during the fall and spring semesters by registering for either Master’s Sustaining: Thesis (UNIV 899 ) or Doctoral Sustaining (UNIV 999 ). All students, including sustaining students, must be registered in the semester in which the degree is officially awarded. Sustaining registration is required for summer and winter session only if the degree is awarded at the conclusion of the summer or winter session. Students in sustaining status are considered full-time.
Sustaining Status for Master’s Candidates Pursuing Non-Thesis Degree Option
Once a master’s student pursuing a non-thesis option has registered for all required course credits needed for the degree, but has not completed other non-thesis degree option requirements such as a portfolio, research option paper, comprehensive examination, art show or exhibit, or incomplete grades, the student is required to maintain their eligibility for the degree program during the fall and spring semesters by registering for Master’s Sustaining: Non-thesis (UNIV 895). All students, including sustaining students, must be registered in the semester in which the degree is officially awarded. Sustaining registration is required for summer and winter session only if the degree is awarded at the conclusion of the summer or winter session. Students in sustaining status are considered full-time.
Changes in Registration
Authorization for changes in registration after the University’s published deadlines must be requested in writing from the student’s advisor and must be reviewed and approved by the Graduate College.
Registration cancellation. Students who decide not to attend any of the registered courses before the end of the first 10 days of classes must complete withdrawal procedures using UDSIS Personal Access. The approval of the Graduate College is not needed, but the student is required to give notice in writing to the department and the Graduate College. If the notification is received before the end of the first 10 days of classes, the registration is canceled.
Drop-Add procedures. Students who advance register and wish to change their registration by either dropping courses or adding others may do so within the free drop-add period during the first two weeks of classes using UDSIS personal access. After that period and until the end of the first six weeks of classes, a fee is charged for each drop-add form processed. Approval of the Graduate College must be sought for all changes after the free drop-add period.
Withdrawal after the free drop-add period. If the notification of the intention to withdraw from all registered courses is made after the free drop-add deadline, the student must request in writing permission to be withdrawn by the Graduate College. A tuition rebate is made only for course withdrawals made before the end of late registration in the fall and spring semesters and before the end of the first week of classes in either summer session. If a student withdraws unofficially, registration is continued until the end of the term and the student receives failing (Z) grades in all courses. Rights to any rebates to which the student might have otherwise been entitled are also forfeited.
Leave of Absence & Parental Accommodation
The University of Delaware recognizes the importance of having a leave policy for graduate students. The policy helps balance the responsibilities of graduate studies and personal, medical, or professional circumstances. The University’s policy encourages graduate students to initiate a dialogue with their advisor and immediate supervisors so their career paths can be maintained while assuming the added responsibilities of a temporary leave or parental accommodation. Graduate students are expected to inform their advisor as early as possible when considering a potential leave of absence. In many circumstances, it is possible to reach an arrangement that permits the student to continue with academic work without requiring a leave of absence.
Students who wish or need to interrupt their study temporarily may request a leave of absence or parental accommodation. There are four types: personal, medical, professional, and parental. Each type is described below. The student must make the request in writing to the Graduate College. The general policies that apply to all types of leave are:
- All leaves of absence must be approved by the Graduate College following the recommendation of the student’s advisor, department graduate program coordinator, and/or department chair. Medical leaves also require the recommendation of a medical doctor. See Medical Leave of Absence.
- Students in graduate programs may be granted a leave for one term or one academic year. Except for a student approved for accommodations for parental responsibilities, the period of absence will not alter the limitation of time for completion of the degree requirements, as given in the student’s official letter of admission. See the policy for time extension requests .
- In exceptional circumstances, the maximum leave period may be extended to up to two years upon approval of a written request. Students who fail to register for the term following the end of an approved leave will be considered to have withdrawn from the University.
- Students on leave may complete, by the appropriate deadline for the term in which the course was taken, outstanding work in courses for which they have been granted grade(s) of incomplete. They may not, however, fulfill any other degree requirements during the time on leave. Students who intend to work toward the degree while away from the University must request registration in absentia. Students who in fact make progress toward the degree while on leave will have their registration changed retroactively to sustaining for the period of the leave.
- Upon written request students may be granted access to or use of specific University facilities while on medical leave.
- Students on leave of absence do not have to file a formal application for readmission. However, they must petition the Graduate College in writing to request an extension of the leave of absence. Such notification should be given at least six weeks prior to the end of the approved leave. Extensions are reviewed and must be approved.
- Students funded through sponsored activity must also abide by the guidelines of their respective funding agencies.
- International students holding visas must contact the Office of International Students and Scholars to discuss the impact of a leave of absence on their immigration status.
- Except for a student approved for accommodations for parental responsibilities, students on leave are not eligible to hold assistantships (graduate, research, or teaching) or fellowships.
- Students on leave who have purchased the Student Health Insurance will continue to be covered for the duration of the plan period for which they have enrolled. Students on leave of absence are not eligible to enroll in the Student Health Insurance if on leave prior to the start of a semester.
Personal or Professional Leave of Absence
A student who is current with their degree requirements and who wishes to interrupt study temporarily because of personal exigencies or professional obligations may request in writing a personal or professional leave of absence. The general policies governing leaves of absence are described above. Students are eligible for personal or professional leaves after satisfactory completion of at least one semester of study. Normally, students in doctoral programs are not eligible for personal or professional leaves after the fourth year of study. Personal and professional leaves cannot be granted retroactively and normally will not be approved after the tenth day of a term.
To apply for a personal or professional leave of absence, the student must petition in writing and make the request before the beginning of the term for which the leave is requested, explaining the reasons for the proposed leave and stating both the proposed start and end dates of the leave and the address at which the student can be reached during the period of the leave. The student will be informed in writing of the action taken on the request for leave. Students who do not apply for a leave of absence, or who apply for a leave but are not granted one, and who do not register for any term, will be considered to have withdrawn from the University.
Students on a personal or professional leave of absence are not eligible for financial aid, including loans, or for the use of University facilities normally available to registered students, except as specified in general policies above. For federal purposes, a leave of absence is defined, and reported, as a non-enrollment period. This may result in the end of deferment of student loans and, possibly, in the loans entering the repayment period. Students with federal student loans should contact their loan services to determine how a leave may impact their loans; in some instances, students may be able to request a forbearance if they are not in a position to repay at that time. Students may also contact Student Financial Services to understand the implications of a leave of absence on their financial aid.
Medical Leave of Absence
A student who must interrupt study temporarily because of illness or injury may be granted a medical leave of absence upon review of the Graduate College and the written recommendation of a physician.
The Graduate College reserves the right to place a student on a medical leave of absence when on the recommendation of the Director of the Student Health Services due to a serious medical condition.
The general policies governing all leaves of absence are described above. A student is eligible for a medical leave any time after matriculation. Before re-registering, a student on medical leave must secure written permission from a physician to return to active status in a program.
Students on a medical leave of absence are not eligible for financial aid, including loans, or for the use of University facilities normally available to registered students, except as specified in general policies above. For federal purposes, a leave of absence is defined, and reported, as a non-enrollment period. This may result in the end of deferment of student loans and, possibly, in the loans entering the repayment period. Students with federal student loans should contact their loan services to determine how a leave may impact their loans; in some instances, students may be able to request a forbearance if they are not in a position to repay at that time. Students may also contact Student Financial Services to understand the implications of a leave of absence on their financial aid.
Students on a medical leave of absence may be permitted to pay the Student Well Being Fee and in doing so, retain access to the Student Health Services and the Center for Counseling and Student Development.
Accommodations for Parental Responsibilities
A student who is making satisfactory progress toward their degree requirements and wishes to, or must, interrupt study temporarily for reasons of pregnancy, maternity, or paternity care including adoption, may be granted accommodations for parental responsibilities. For many students, short-term arrangements, rather than a leave of absence or parental accommodation as outlined here, are possible. Any student planning to have or care for a child is encouraged to meet with their advisor and director of graduate studies to discuss the parental accommodation and other short-term arrangements at least three months prior to the start of the accommodation. A student who is making satisfactory progress toward their degree requirements is eligible for a parental accommodation any time after matriculation.
Full-time graduate students in years one through six who wish to modify their academic responsibilities because of the birth or adoption of a child may request parental support and relief during or following the semester in which the birth or adoption occurs. For the full semester in which the support and relief are requested, the student may request for the academic clock to stop, effectively adding an additional semester to the total time to degree. During this period, the student remains registered; if on contract, receives for a six-week period of time the full financial package as specified in their contract letter of the year of the accommodation; and will have academic expectations modified to best suit the specific situation. The precise nature of the academic responsibilities undertaken or modified during this period should be a matter of consultation among the student, the advisor, and the Graduate College with the understanding that students are entitled to full relief for at least a six-week period. The student is eligible for a total of 14 course-weeks (one semester) of unpaid leave in any 12-month period due to parental responsibilities. The University policy will support a total of two periods of parental accommodation for students on contract for maternity or paternity care during the period of the student’s matriculation in a graduate program. Funding under the parental accommodation does not extend the total years of funding available to the student.
Graduate Student Paid Leave
Graduate teaching assistantships, research assistantships and graduate assistantships provide an apprenticeship experience that includes financial support and tuition scholarships to graduate students in pursuit of graduate degrees. These assistantships are viewed as a student position by the University and are a unique form of university appointment that allow graduate students to gain valuable training and professional experience in teaching, research or administrative related offices. This apprenticeship complements formal instruction and gives the student experience that can be gained only by performing instructional, research, or administrative activities. It is expected that assistantship responsibilities will not interfere with a student’s reasonable progress toward the completion of the graduate degree.
Appointments are awarded with a specific start and end date within a semester, within the academic year, or for a 12 month-time period. Appointments are typically referred to in percentages. Students with 50% appointments are expected to average 20 hours per week. Students with 25% appointments are expected to average 10 hours per week. (Students appointed as assistants are not eligible to accrue vacation and sick leave).
Graduate students should plan with their supervisors to schedule their work hours and to define when they are expected to be on task in the unit. Generally, assistants are not expected to be on task on holidays and days when the University is officially closed, although there may be exceptions. Assistants who are required to be on task to maintain a specific research-related function on a holiday or when the University is official closed must be given an alternate day off. (*See Holidays) Absences (either sick or personal) should be accommodated when possible and the work schedule adjusted to enable the graduate student to complete their academic and assistantship commitments. Supervisors should communicate with the graduate student the procedures to be followed when a student needs to request to be off task due to an absence from the normal work schedule.
- Teaching assistants (TA) assist faculty in the teaching mission, may assist faculty in teaching graduate courses including assignments with laboratory teaching, grading of examinations, problem sets and/or lab assignments, setting up displays for lectures and laboratory sections, and preparing or maintaining equipment used in laboratory sections. The pay schedule for teaching assistants is spread across the academic year (9/1-5/31) unless the appointment is written from 9/1 through 12/31 or 2/1 through 5/31 so that pay is received during Winter Session. The home unit should define what responsibilities relate to the academic year (9/1-5/31) TA appointment in Winter Session. In particular, the tasks in Winter Session must be related to instructional activity. If the TA is required to be on task in Winter Session without additional pay, the student is eligible for 20 hours of vacation time agreed upon with the supervising instructor during the time period of 9/1 through 5/31, or pro rata for appointments other than 50%. Students appointed as teaching assistants are generally not eligible for time-off beyond when the university is officially closed during the academic semester of the teaching appointment, including term breaks when classes are not in session. UD does not close during Spring and Fall breaks. If the supervisor permits time-off during Spring or Fall breaks or during Winter Session, the time-off is considered vacation time.
- Students appointed as a research assistant should be granted a minimum of two weeks (40 hours) of vacation leave with pay in a 12 month contract period beyond the dates when the university is officially closed in accordance with the procedures to request time-off and as stated by the research advisor or pro rata for appointments other than 50%. Graduate students on funded projects must also comply with the terms of the funding agency. The funding agency policy takes precedence over the UD policy in terms of effort reporting requirements.*** The period between semesters is considered an active part of the research training and is not considered a vacation or holiday. As a student, all research activity is for the academic purpose of completing the degree as well as to build skills and gain valuable experience for research or project roles after graduation. The research work required for the RA is determined by the funding source and can be beyond research done for academic credit toward the student’s degree. The University permits students to be compensated for research related activity up to 20 hours per week; however, the research activity expected for progress toward the degree in the program may require more than 20 hours per week to accomplish.
- Students appointed as graduate assistants provide academic and program support to faculty or departments or university related offices. GA responsibilities may be administrative in nature and consist of duties unrelated directly to teaching or research such as academic advising, program planning, advising student groups, or assisting with the administration of student services offices. GAs are expected to be on task during the contract dates when the University is officially open. Should graduate assistants be permitted to take time-off by the appointing unit, the time-off must be made up in the unit at other times as determined by the appointing unit. UD does not close during Spring and Fall breaks. If the supervisor permits time-off during these breaks, the hours should be made up at another time during the contract period or the time-off is considered vacation time.
Sick Leave Accommodations: If a TA, GA, or RA becomes ill, sick leave should be supported collegially, up to 40 hours for the 12 month contract period. After four consecutive days of sick leave, the student is to provide a letter from a physician or other licensed health-care professional that is confidential and states (1) that the student can or cannot return to the appointment for health reasons; and (2) the duration of the required sick leave. This letter should be submitted to the Graduate College who will verify the approval of the leave with the student’s supervisor.
*Holidays: For the Fall Break week and for the Holiday Break week when the University is closed for a portion of the week, assistants may prorate their hours for the week but should develop a holiday schedule with their assistantship supervisor.
**The contract form (GSCRF) should note any specific requirements of exceptions in the reporting hours.
***Any conflicts between the funding agency policy and the UD policy need to be reported to the Graduate College for collaboration on resolving the conflict.
****Any conflicts between the student and the supervising faculty resulting in denial of leave time requested within the guidelines of the policy should be reported to the Associate Dean of the Graduate College.
Graduate Contract Additional Employment Policy
Additional employment policy for students on contract: The minimum stipend for students on a full contract is intended to be a living wage, allowing students to fully engage in their academic program of study. However, students may pursue additional employment beyond their contract. Graduate students on contract are always encouraged to discuss additional employment with their advisors to avoid any situation that might impede their academic progress, but disclosure or approval by the student’s program director, the student’s advisor or the Graduate College is not required as long as the total amount of contract and additional paid work is less than 29.5 hours per week. Additional employment, through a combination of work for the University of Delaware and work outside of the University, beyond 29.5 hours per week total must be approved by the Graduate College based on recommendations of the student’s advisor and graduate program director. Finally, students who are US citizens may never work more than 29.5 hours per week for the University of Delaware. The payroll forms for additional employment on campus are routed through the Graduate College for approval to the UD payroll office.
Students who are non-US citizens must comply with the same policy as for US citizens with the following amendments: Immigration regulations limit visa holders to working no more than 20 hours per week in the Fall and Spring semesters, but visa holders may work additional hours for the University of Delaware during the Winter and Summer sessions on campus.
Academic Withdrawal From The University
A graduate student wishing to withdraw from the University (i.e., terminate their association with the University and a specific degree program) may do so by submitting a letter to the Graduate College indicating the reasons for the withdrawal. The Graduate College will cancel the student’s matriculation and indicate the effective date of the withdrawal from the program in the student record system.
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