Regulations

Petition for Waiver of Regulation

Student petitions for exceptions to the policies and requirements listed in the ECE Graduate Handbook will be considered by the Graduate Studies and Research Committee (GSRC). Petitions should be submitted directly to the Graduate Studies Office (GSO). Student petitioners may seek advice from GSRC faculty/student members on generic issues related to their petitions but are advised not to discuss specific details. Student petitioners should note that GSRC faculty/student members cannot act as advocates on their behalf. The petitioners should not give out any written documents to support their case to the faculty/student representatives but should supply all the relevant documents directly to the GSO. The student’s own explanation as listed on the petition form shall be provided to the GSRC. (Limit: one page explanation by student). In the case that a GSRC member is unable to form an unbiased opinion, the member should abstain from voting. 

Students should submit the departmental Petition for Waiver of Regulation for exceptions to departmental policy. Students should submit the Graduate School’s Petition for Waiver of Regulation for exceptions to Graduate School policy. 

Advisor (Academic, Research, or Area Advisors)

Upon admission, students will be initially assigned an academic advisor based on the technical interests indicated in the application. The academic advisor will serve in this capacity for the first year and is a regular or affiliate faculty member in ECE from whom students should seek general advice, such as in selecting courses for the plan of study. For students who are offered a graduate research assistantship, the research advisor should serve as the academic advisor, unless he/she is not a regular or affiliate faculty member in ECE. All students are expected to meet with their academic advisors at least once per semester. 

During the first semester in the program, students may wish to contact other faculty members who share their technical interests. Students may consult with one of the department’s area advisors for guidance in locating a research advisor. The Graduate Studies Office can help put students in touch with an area advisor. 

Regardless of funding, by the second year, all students are expected to establish a relationship with an advisor who will both provide academic advising and direct their research. This advisor is referred to as the student’s research advisor. Students are expected to submit the Change of Academic Advisor form whenever a new advising relationship is established. This form must be signed by the faculty member who will serve as the new advisor. The change of advisor is subject to the Associate Chair’s approval, and the former advisor will also be contacted. 

For M.S. non-thesis students, the research advisor serves as the first reader of the scholarly paper. For M.S. with thesis students, the research advisor chairs the Thesis Examining Committee. For Ph.D. students, the research advisor chairs the research proposal exam and the Dissertation Examining Committee. 

Full-Time Status

From the Graduate Catalog: 

The Graduate School uses a unit system in making calculations to determine full-time or part-time student status. Please note that graduate units are different from credit hours. The number of graduate units per credit hour is calculated in the following manner: 

To be certified as full-time, a graduate student must be officially registered for a combination of courses equivalent to 48 units per semester. Graduate assistants holding regular appointments have full-time status if they are registered for at least 24 units in addition to the assistantship; holders of half-time assistantships are considered full-time if registered for 36 units. Audited courses do not generate graduate units and cannot be used in calculating full-time or part-time status. 

Full-time registration throughout the fall and spring semesters is required for international students on F-1 or J-1 visa. Please check with the Office of International Student and Scholar Services for exceptions to this policy. 

Continuous Registration Requirement

From the Graduate Catalog: 

All graduate students must register for courses and pay associated tuition and fees each semester, not including summer and winter sessions, until the degree is awarded. 

A student who fails to register and who has not requested and received a waiver of registration or "Leave of Absence for Childbearing, Adoption, Illness or Dependent Care" will be notified by the Graduate School after the first day of classes that the student must register for the current semester. The Graduate School will also inform the Graduate Director of the graduate program that the student is in jeopardy of termination. If the student does not register, he or she will be dismissed from the Graduate School at the end of the semester for failure to comply with the continuous registration requirement. 

A student who is dismissed for non-registration may appeal dismissal during a 30-day period following the end of the semester of non-registration. If the student does not appeal, or if the appeal is denied, and the student wishes to continue in the Graduate School, the student must apply for readmission. In this case, readmission does not alter the initial requirements for time to complete the degree or advance to candidacy. 

Certificate, Master's, and pre-candidacy Doctoral students who will be away from the University for a semester or a year may request a waiver of continuous registration and its associated tuition for the semester or year. Waivers of registration will be granted only if the student is making satisfactory progress toward the degree and can complete the degree requirements within the required time limits. Interruption of registration cannot be used to justify a time extension.

Doctoral Candidates are not eligible for Waivers of Continuous Registration. Each doctoral Candidate must maintain continuous registration in 899 (Doctoral Dissertation Research) until the degree is awarded. Waivers of Registration may be granted only under the University's policy for Leave of Absence for Graduate Students for Childbearing, Adoption, Illness or Dependent Care (see below). 

Please see the Graduate Catalog or visit the ECE Graduate Studies Office for more detailed information about submitting the Petition for Waiver of Continuous Registration. 

Leave of Absence

From the Graduate Catalog: 

In recognition of the effects that childbirth, adoption, serious health condition (mental and/or physical), caring for incapacitated dependents (such as children, ill or injured partners, or aging parents), and situations that present financial hardship may have on the time and capacity that graduate students have to devote to their educational programs, the University allows students in such circumstances to apply for a leave of absence of up to two semesters or up to three 12-week terms during which time they do not intend to make academic progress toward the completion of their degree. The time taken on an approved leave of absence is not included in the time limitations for degree completion and advancement to candidacy. For the Graduate Student Parental Accommodation Policy, which provides students the option to maintain full-time enrollment status rather than take a leave of absence, see the Parental Accommodation Policy. 

If a leave of absence is granted by the Graduate School, all ECE department deadlines are shifted accordingly. Students should submit the Request for Leave of Absence form with supporting documents to the ECE Graduate Studies Office prior to the beginning of the academic term for which leave is being requested. Students should submit the Return from Leave of Absence form when they are ready to return to campus. 

Parental Accommodation Policy

From the Graduate Catalog: 

The University of Maryland Graduate Student Parental Accommodation Policy provides a period of up to six (6) weeks during which new parents may postpone completion of academic requirements. It is intended to provide graduate students with an opportunity to integrate the challenges of new parenthood with the demands of graduate-level training, scholarship, and research. In addition to providing support to young families, this policy seeks to reduce attrition and improve time to degree for students who become parents. 

The Parental Accommodation Policy is not a leave of absence. This policy allows students to maintain status as full-time, registered graduate students, and thus be eligible for the rights and privileges of registered students (e.g., access to University resources) while adjusting to their new familial obligations. 

During this parental accommodation period, eligible students will continue to be enrolled as fulltime graduate students and will continue to pay tuition and fees. Students also will be expected to keep the lines of communication with their departments open and demonstrate to their advisors that they are academically engaged and making progress in coursework and research, though perhaps at a slower pace. 

ELIGIBILITY: To be eligible to apply for the benefits of the Parental Accommodation Policy, a new parent must (1) have been enrolled full-time for at least one full semester in a graduate program at the University, (2) be enrolled full-time at the time of application, (3) be in good academic standing, and (4) be making satisfactory progress toward degree. Any parent (regardless of gender) is eligible to apply. 

In the event that both parents are eligible, each is individually entitled to a Parental Accommodation period of up to six (6) weeks. This Parental Accommodation period may be taken concurrently with or consecutively to the Parental Accommodation period taken by the other parent, with or without some overlap. The total combined Parental Accommodation period for both parents, however, may not exceed 12 weeks and must conclude 12 weeks following the child’s birth or adoption. 

ACCOMMODATION: Approval of a student’s application for a period of Parental Accommodation allows the student, assuming the prior agreement of instructors, advisor, and academic program, to modify deadlines and academic expectations to accommodate the student’s new parental responsibilities. Students may be able to postpone completion of course assignments, examinations, and other academic requirements for a period of up to six (6) weeks. Students who will be enrolled in courses during the accommodation period must meet with their instructors to develop a written plan as to how they will satisfactorily complete the course(s). These plans must be approved and signed by the instructor(s) and submitted as part of the Parental Accommodation Application form. At the end of the accommodation period, students are expected to return to graduate study and resume progress toward completion of their degree. Deadlines with regard to time to degree, time to candidacy, time to comprehensive or qualifying exams, etc. will be extended one semester per childbirth or adoption, upon the request of the student. The total additional time granted for the extension of any deadlines as a result of the student’s use of the Parental Accommodation Policy, however, cannot exceed a maximum period of one (1) year, regardless of the number of births or adoptions, or the number of times the student invokes the Parental Accommodation Policy. 

The period of Parental Accommodation begins immediately upon the birth or adoption; must be taken in a consecutive block of time; and cannot extend beyond six (6) weeks. The student may not divide the accommodation period into separate periods or defer the accommodation period beyond this time limit. In the event of simultaneous multiple births or adoptions, the maximum Parental Accommodation period for which a student is eligible with respect to that event remains six (6) weeks. 

APPLICATION: At least eight (8) weeks prior to the anticipated birth or adoption, students must submit a written application for Parental Accommodation signed by the Faculty Advisor, Director of Graduate Studies, and the Chair of their academic department, to the Graduate School. (In unusual or extraordinary circumstances, the Graduate School may accept applications with less than eight week’s notice.) 

Written plans to complete coursework, signed by the student and the instructor, must be provided for each course in which the student will be enrolled during the accommodation period. The discretion to provide an accommodation that allows a student to be away from the classroom for six weeks rests with the individual course instructor. Faculty are strongly encouraged to work with students to develop an accommodation that permits the student to fulfill academic coursework requirements while benefitting from a period of parental accommodation, and that also maintains fairness with regard to other students. In some cases such an accommodation may not be feasible. In such cases, faculty should provide a written explanation to the department’s Director of Graduate Studies as to why the accommodation is not possible, and students should adjust their class schedules accordingly. 

The Dean of the Graduate School will review the request and notify the student and the student’s academic program if the request for a period of Parental Accommodation has been approved. The Graduate School will coordinate with academic programs to make appropriate adjustments to the student’s deadlines and records. Retroactive requests will not be considered. A copy of the application form is attached. 

International students should discuss plans with the Office of International Services as soon as possible in order to identify and address proactively any individual or unique visa issues and/or to consider the latest applicable regulations. The intent of this policy is to permit all students to maintain their status as full-time, enrolled students during this period of accommodation. Medical complications, prior to or following the birth, are not covered by this policy. If a student is not able to return at the end of the period of accommodation, s/he should consider applying for a Leave of Absence.

Academic Integrity

From the Graduate Catalog: 

The University is an intellectual community. Its fundamental purpose is the creation and dissemination of knowledge. Like all other communities, the University can function properly only if its members adhere to clearly established goals and values. Essential to the fundamental purpose of the University is the commitment to the principles of truth and academic honesty. The Code of Academic Integrity is designed to ensure that the principle of academic honesty is upheld. While all members of the University community share this responsibility, The Code of Academic Integrity is designed so that special responsibility for upholding the principle of academic honesty lies with students. 

Penalties for Violations of Academic Integrity

From the Graduate Catalog: 

Students who are found to have falsified, fabricated, or plagiarized in any context, such as course work, laboratory research, archival research, or thesis / dissertation writing--will be referred to the Office of Student Conduct. The Office of Student Conduct has some discretion in determining penalties for violations of the University's standards of academic integrity, but the normal sanction for a graduate student found responsible for a violation of academic integrity will be dismissal (suspension or expulsion) from the University.

To review the whole policy on academic integrity, see the University of Maryland Code of Academic Integrity. The Code was amended on November 7, 2014.

Academic Probation and Dismissal

From the Graduate Catalog: 

A student whose cumulative grade point average falls below 3.0 will be placed on academic probation by the Graduate School. When a student is placed on probation, the Graduate School will notify both the student and the Graduate Director of the student's program. Permission of the academic advisor and the Graduate Director will be required for a student on probation to register for courses. Probation will be lifted when the student achieves a cumulative GPA of 3.0.

A student who has completed fewer than 12 credit hours and has a cumulative grade point average below 3.0 in the first term (semester or 12-week) will receive a warning. A student who has completed 12 credit hours or two or more terms (semester or 12-week) and whose cumulative grade point average is below 3.0 will be placed on probation and have one term (semester or 12-week) to raise their grade point average 3.0 or higher or be dismissed from the Graduate School. If the grade point average cannot be raised to 3.0 in that term, the student will be prevented from registering and will be immediately dismissed from the Graduate School.

Time Limitations for Doctoral Degrees

From the Graduate Catalog: 

Students must advance to candidacy within five years of admission to the doctoral program. Students must complete the entire program for the doctoral degree, including the dissertation and final examination, during a four-year period after admission to candidacy.  Under certain circumstances, time extensions may be granted by the Graduate School as outlined below. Admission to the degree program terminates if the requirements are not completed in the time specified. Time taken for an approved Leave of Absence for Childbearing, Adoption, Illness or Dependent Care is not counted in these time limitations. 

Time Extensions for Doctoral Students

From the Graduate Catalog: 

Extensions of time for doctoral students must be requested from the Graduate School by the doctoral program. The first request for an extension of the deadline for admission to candidacy or completion of the doctoral dissertation requires a letter of support from the Graduate Director. The letter must include a timetable listing specific goals to be accomplished at various points during the extension period. Normally, the extension will be for a maximum of one year. 

The request for a second extension requires a letter of support from the Graduate Director that includes a statement that the graduate program has approved the request. Departmental approval may be either a vote of the department as a whole or of a committee designated to deal with such matters, such as the Graduate Committee. The letter must include a timetable that lists specific goals to be accomplished at various points during the extension period. Typically this extension will be for a maximum of one year. 

Requests for a third extension will be honored only in rare instances when serious and unforeseen circumstances that are not covered under the Leave of Absence for Childbearing, Adoption, Illness or Dependent Care policy have interfered with the student's normal progress toward the degree. The request for a third extension requires a letter of support from the Graduate Director that includes a statement that the program has approved the request. The letter must include a timetable listing specific goals to be accomplished at various times during the extension period. Typically, this extension will be for a maximum of one year. The third extension is the final extension. Additional extensions will not be approved by the Graduate School. 

Students should submit the Request for Time Extension for Completion of Graduate Degree form with supporting documentation to the ECE Graduate Studies Office at least a month before their termination date. 

Incomplete Grades

From the Graduate Catalog: 

An incomplete is a mark that an instructor may award to a student whose work in a course has been qualitatively satisfactory, but who is unable to complete some portion of the work required because of illness or other circumstance beyond the student's control. In awarding the mark of "I" for graduate courses other than 799 and 899, instructors must fill out an "Incomplete Contract for Graduate Students." The contract will specify the work remaining to be completed. It must be signed by the instructor and the student and maintained by the department offering the course. The student is responsible for providing a copy of the contract to the director of graduate studies in his or her program. 

The mark of incomplete in 500-, 600-, 700-, and 800-level courses will not automatically roll-over to letter grades. Normally, students are expected to complete courses in which they have received an "I" by a date no more than twelve months from the beginning of the semester in which the course was taken. The mark of incomplete in 400-level courses will be governed by the rules for awarding incompletes to undergraduate students, including the provision of automatically converting an "I" to a letter grade. 

Advisors should stay current with their students in urging completion of incomplete grades, and programs should review the status of incompletes in their annual reviews of students' progress toward their degrees. Students will remain in good standing despite marks of incomplete if the courses are not required for their degrees. For courses required for graduation, students will be considered to be making satisfactory progress only if they fulfill the conditions of any outstanding incomplete contracts in a timely manner. An "I" can remain in place on a student's transcript for a maximum of one year. 

Departments and programs may specify the maximum number of incomplete credits students may carry, exclusive of credits in 799 and 899. 

Students are strongly encouraged to obtain the Incomplete Contract for Graduate Students form and to initiate the paperwork process with the instructor. Students should ensure that the terms of the incomplete contract (work to be completed and completion date) are clear and specific. Students are responsible for providing a copy of the contract to the Graduate Studies Office.