Muskie School of Public Service

Academic Policies & Procedures

For a complete listing of USM academic policies and procedures, see the USM Graduate Catalog. Some of the most common policies are listed below.

Academic Probation

If a student's academic record does not meet minimum University requirements, the student may be placed on academic probation. The student can still take classes if they are on academic probation, but should see the course catalog for specific details.

Plagiarism

The development of original thinking and intellectual honesty are regarded as central to a graduate education. Although in the pursuit of these goals, students will continually consult existing works, it is expected that they will acknowledge the debt owed to others by citing all sources.

Plagiarism, the use without attribution of language, ideas, or the organization of ideas not one's own, is a fundamental breach of basic academic principles and is prohibited in all courses. Unless group work is assigned, coursework is normally completed independently. If books, journals, magazines, or any other sources are reviewed and the ideas or language therein used, they must be cited. Where specific guidelines are not given, students should consult a reference source on proper notation.

Evidence of plagiarism will result in a grade of F for the assignment and may, at the discretion of the instructor, lead to an F in the course. In addition, further sanctions (i.e., censure, probation, suspension, or dismissal) may be imposed through the Student

Conduct Code

The case of any student who admits to or is found guilty of a violation of academic integrity will be reviewed by the Student Conduct Code Review Board. The student will be subject to appropriate sanctions, including expulsion from the University. A copy of the USM Student Guide to Academic Integrity and/or a copy of the Student Academic Integrity Policy is available from the Office of Community Standards, 125 Upton Hall, Gorham, (207) 780-5242.

Add/Drop Procedures

During the first week of a semester, students may add or drop courses and select or reverse the pass-fail option. Adds require the signature of the instructor, but drops should be completed with the Registrar without signature. Drops processed during the first two weeks do not have financial penalty. The procedure enables the student to make the necessary changes in the planned curriculum. A student dropping a course after the second week through the eighth week of classes will receive the grade notation of W. If a student has not officially withdrawn by the end of the eighth week of the course, she or he will be assigned a regular grade, normally F. The W notation may be assigned after the eighth week under unusual circumstances if so determined by the instructor and the dean. All students who register for a course and neither complete the course objectives nor officially withdraw according to any one of the procedures described above will be graded F in that course and must assume all financial obligations associated with the course.

Add Policy

  1. Complete ADD slip (requires instructor signature).
  2. Turn in signed ADD slip at the Registrar's Office or Advising Office.
  3. Payment is due the day of registration.

Contact the Student Billing Office in Portland or Gorham, immediately, to make payment. -OR- Call (207) 780-5800, Interactive Voice Response (IVR), select option #4, to make payment with MC/VISA, or Discover Card.

Drop Policy (not leaving USM)

  1. Notify the Registrar's Office in writing or by phone (207) 780-5230. -OR- Call (207) 780-5800, Interactive Voice Response (IVR), select option #3.
  2. 100% of tuition charges and mandatory fees will be removed if the Registrar's Office receives notification on or before September 12, 2004.
  3. Tuition charges and mandatory fees will NOT be removed after September 12, 2004.

Continuous Enrollment and Residency

Continuous enrollment requires that every graduate student must earn at least six credits towards his or her degree program every calendar year from the time of first registration until completion of all requirements for the graduate degree. A noncredit course, GRS 601, is available for students who have completed all coursework and are working on their thesis, capstone project, or dissertation. Enrollment in this course, which carries a fee, entitles the student to continued access to USM computer, library, and recreational facilities. For some programs, enrollment in this course is discretionary, in others it is mandatory. For further information, students should consult their program chair or academic counselor. Continuous enrollment fulfills the residency requirement.

Leave of Absence

In extenuating circumstances a student may petition for exception to the continuous enrollment policy; the petition must bear approval of the student’s advisor and chair of the graduate program. Notification must be sent to the Office of Graduate Admissions.

Time Limit

The time limit for completion of a master's degree is from the date of first matriculation and is six years. The time limit for completion of a doctoral program is no more than ten years from the date of first matriculation. In extenuating circumstances a student may petition the chair of the graduate program for an extension of the time limit.

Credit Waiver Requirements

Students may petition the Academic Affairs Committee for a waiver, up to 9 credits, of a masters program requirement based upon previous academic preparation, experience, or some combination thereof. Substituted courses do not reduce the number of credits required to receive the degree.

A student desiring waiver from a program requirement must provide evidence that the requirements of the CPD, HPM, or PPM course have been met. Evidence may include the undergraduate transcript or a transcript of other graduate work, successful completion of an examination or other academic exercise prepared by the course instructor, by submitting samples of work, or through other means acceptable to the Academic Affairs Committee. The Academic Affairs Committee solicits input from the course instructor as to the advisability of the substitution and may request supplemental information.

To expedite the process, a student contemplating a request for permission to substitute a course should meet with the chair of the Academic Affairs Committee for further information about the required materials to be submitted for the request.

Grade Appeal Policy

The purpose of the academic grade appeal policy is to provide a fair and speedy review of all student appeals of academic grades in graduate/professional programs at the University of Southern Maine ; this policy will permit such appeals to be determined in a manner that reflects the interests of both the student and the instructor. The only matters reviewable under this policy are claims of prejudice on the part of an instructor in an academic exercise or activity for which a grade leading to academic credit is awarded, and/or evident and prejudicial error in the administration or grading method used for any paper, examination, performance, or other exercise or activity for which a grade leading to academic credit is awarded, provided that the academic judgment used in determining the merits of the grade to be awarded to such exercise or activity shall not be reviewable.

An appeal under this policy shall be carried out according to the following procedures:

  1. The student should present his or her complaint, in writing, to the instructor involved and shall seek to have the matter resolved by the instructor. In no event shall there be a right of appeal hereunder for a complaint presented to the instructor more than 30 days after a final grade is posted to the student's record. The instructor must respond within 14 days of receiving the appeal.
  2. If the student remains aggrieved by the decision of the instructor under step (1), he or she may, within 14 days after formal receipt of the instructor's final decision, appeal, in writing, to the chairperson of the program in which the course or other exercise or activity is offered. The chairperson must respond within 14 days of receiving the appeal.
  3. If the student remains aggrieved by the decision of the chairperson of the department under step (2), he or she may, within 14 days after formal receipt of the chairperson's final decision, appeal, in writing, to the dean of the school in which the course or other exercise or activity is offered.
  4. The dean, after discussion with the student and instructor, may resolve the grievance by agreement or render a decision within 21 days of receipt of the written appeal. The decision may be (a) that the appeal be dismissed or (b) that a grade be changed or the student be allowed an opportunity to retake an examination or other exercise or (c) that another appropriate remedy be administered.
  5. The student or the instructor may, within 14 days of the receipt of the decision of the dean, appeal to the provost in writing, stating the reason for the appeal and delivering a copy of the writing to the opposing party and the dean. The opposing party may, within 10 days of receipt of the reasons for appeal, reply in writing to the provost. The provost shall review the original complaint, the written decision of the chairperson or program director and dean, and the written reasons for the appeal and reply. The provost shall, within 28 days of receipt of the appeal and after reviewing the matter, prepare a written decision which shall uphold the decision of the chairperson, program director, or dean, or prescribe any other appropriate remedy. The provost's decision shall be final and not subject to further review. Copies of the decision of the provost shall be delivered to the student, the instructor, and the chairperson or program director and dean. The total time for resolution from the first appeal to the final decision shall be less than 120 days. If a faculty member/administrator fails to address the appeal within the specified time frame, the student may take the appeal to the next level.

Grade Designations

Grades at the University are given in terms of letters, with the option of a plus or minus designation, representing levels of achievement. The basis for determining a grade is the relative extent to which the student has achieved the objectives of the course. The student's work in each course is graded as follows: A; B; C; D; F.

Other letter grades are as follows:

P Pass: given only for certain courses open to the pass-fail option.
H Honors performance in a pass-fail course.
I Incomplete: a temporary grade given when the student, because of extraordinary circumstances, has failed to complete course requirements. Incomplete grades must be resolved by the end of the subsequent semester; the Registrar shall notify faculty members involved, and their program chair, of students who have carried unresolved incompletes on their transcript for one semester. If the incomplete is not resolved by the instructor, an I grade will be automatically counted as an F (failure) in the grade point average and so indicated on the student's permanent record as "I*." Under special circumstances, the instructor may request that the dean extend the time limit for a specific period.
INC Permanent Incomplete: When a temporary incomplete (I) grade is not resolved to a normal letter grade, a permanent incomplete may be assigned in extraordinary circumstances as determined by the instructor and the dean. In unusual circumstances wherein the faculty member is no longer available, the dean may exercise this function.
L Stopped attending: The grade of L may be assigned to students who stopped attending a course without officially dropping the course. The grade of L will be computed as an F for purposes of the student’s grade point average.
MG Missing Grade: Occasionally, faculty may assign students invalid grades for a course, or may fail to submit a grade for a particular student in a course. In these cases, the Registrar's Office will note this act by designating a missing grade, or MG, instead of a grade for the course. Missing Grades must be resolved by the end of each semester. The Registrar shall notify faculty members involved, and their program chairperson, of students who have carried unresolved MGs on their transcript for one semester. If the missing grade is not resolved by the instructor, an MG grade will be automatically record as "M*." Under special circumstances, the instructor may request that the dean extend the time limit for resolution to a specific period.
W Withdrawal after the second week through the eighth week of a semester. If a student has not officially withdrawn by the end of the eighth week of the course, one of the above regular grades, normally F, will be assigned. The W notation may be obtained after the eighth week under unusual circumstances if so determined by the instructor and the dean. A threat of failure is not considered to be an unusual circumstance.
DG Satisfactory progress after one semester of a two-semester course. Grade and credits to be given upon completion of second semester.
AU Student attended courses on a noncredit, audit basis. (No impact on GPA)

Refund Policy

University charges will be removed when notification is received by the Registrar's Office or Advising Office according to the following schedule:

Date   Percentage 
09/12/04   100 %
10/03/04   50 %
10/24/04   25 %
10/24/04
or after		   0 %

The date the Registrar receives written notification of withdrawal is used when calculating refunds. A semester begins with the first day of scheduled University classes and includes weekends and holidays.

Failure to notify the Registrar promptly will increase financial liability. A student who feels the withdrawal was caused by reasons beyond his or her control (extended illness or military service obligations, for example) may petition for special consideration. Such requests will be considered only if received within 90 days of the end of the semester involved. Charges will not be reduced for voluntary absence from classes. Contact the Student Billing Office (207-780-5200) for additional information about this procedure.

Registration Policies

Advance Registration

Matriculated graduate students may register for courses during an advance registration period. Advance registration for the spring semester is conducted in November and registration for the fall semester is conducted in April. Matriculated students are encouraged to register during the advance periods to increase the probability that they will obtain desired courses. No payment of tuition or fees is due during advance registration. For information regarding payment of bills, see the Financial Information section. For further information on advance registration, contact the Student Affairs office.

Open Registration

Students who have not registered during the advance registration period may register at any time prior to the start of classes each semester being mindful that some classes fill early. For specific information regarding this open registration process, contact the Student Affairs office.

Registration Status

Full-time registration is 9 or more degree credits; part-time registration is less than 9 degree credits.

Note: For the purpose of eligibility for graduate assistantships or financial aid, credits required for full-time status may differ. Please consult the Office of Graduate Admissions or the Student Financial Aid Office for current requirements.

Auditing

Students who register to audit a course receive no credit for the course but will have an audit grade recorded on their transcripts. Audit courses must be declared at registration.

Transfer Credit

Students who have completed coursework in another graduate program may petition the Academic Affairs Committee of the degree program for which they are enrolled for transfer credit. Upon approval of the Academic Affairs Committee, students may receive up to 9 transfer credits for graduate courses taken at other institutions to be counted towards the total credits required for their degree. Requests for transfer credit normally are made at the time of admission or during the first semester of matriculation.

Transfer credit may be approved for required courses, track choices, electives, or some combination thereof. In all cases, an official graduate transcript from the institution where the courses were taken must be on file with the Director of Student Affairs.

In the event the student desires transfer credit to replace a required course or track choice, evidence of equivalence to the CPD, HPM, PPM, or Ph.D. course must be demonstrated to the Academic Affairs Committee.

Transfer credit will not be approved for:

  1. courses which would not have received graduate credit if taken at the University of Southern Maine;
  2. correspondence courses;
  3. courses in which a grade lower than a B was received;
  4. courses that are inappropriate for inclusion in the student's program of study;
  5. courses that exceed time limits prescribed for a particular degree program.

Other Courses Taken in the UMaine System

Students who are matriculated in a Muskie School masters program and would like to take a course at another University of Maine campus or other university, or who would like to include a course from another department at USM that is not currently cross listed, must obtain permission from the Academic Affairs Committee. The procedure is the same as for transfer credit requests.

Withdrawal from USM

Withdrawal from the University of Southern Maine may be for personal reasons on the part of the student, academic reasons as determined by the program requirements, or by administrative decision.

Student Withdrawal

To withdraw from the University the student must submit an official Withdrawal Form to the Registrar's Office and complete an exit interview with his or her advisor.

Academic Withdrawal

If a student has not made satisfactory progress towards fulfilling degree requirements (see above), he or she may be withdrawn from the University by the program chair.

Administrative Withdrawal

A student may be withdrawn from a particular graduate program for reasons of a professional nature as determined by the program chair. Such withdrawals may be appealed in writing to the associate provost for graduate studies and research.

If a student withdraws or is withdrawn from the University during the first two weeks of the semester, there will be no courses or grades recorded. A student withdrawing or being withdrawn after the second week through the eighth week will receive a W grade for each course in which the student was enrolled. A student withdrawing or being withdrawn after the eighth week will receive regular grade designations as determined by the instructor(s). Under unusual circumstances, grades of W can be assigned after the eighth week if approved by the instructor and the dean of the School, and with final approval of the Office of Graduate Admissions.

Tuition refunds

Student charges will be refunded to students who are withdrawing from the University of Maine System in accordance with the schedules and provisions set forth below.

Time of Withdrawal   Refund %
Cancellation prior to first day of class   100%
Withdrawal prior to end of second week   100%
Withdrawal prior to end of fifth week   50%
Withdrawal prior to end of eighth week   25%
Withdrawal after the eighth week   0%

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