Important Policies and Resources 

The continuous enrollment rule maintains that all graduate students must register for courses or credits every Fall and Spring semester in order to maintain active student status. This means that students must always be enrolled in either a course, thesis credit, or other special registration category to be considered an active student. Students who do not register by the last day of the registration period in Fall or Spring Semester will be automatically discontinued from the program and will no longer be considered active in the program. They will have to reapply for admission into the program, and readmission is never guaranteed. Only active students may complete degree milestones or be cleared to graduate.

Registration Exceptions

The University has specified deadlines each semester for adding or dropping courses. If you wish to request a change to your registration (for example, to add or drop a course, adjust the number of credits you are taking of a variable course) after this deadline it must be done through an electronic registration exception form. The University of Minnesota explicitly prohibits changes in grade basis (such as switching from A-F to S/N) after the second week of class. 

Leaves of Absence (LOA)

The University of Minnesota leave of absence (LOA) policy for graduate students allows graduate students to interrupt their enrollment for up to two years for reasons they cannot control (e.g., military service, health or caretaking considerations, financial constraints, etc.) and return under the rules and policies in effect when they left without having to re-apply. In the event a leave is necessary, a Leave of Absence Form must be submitted by the student for approval from the Director of Graduate Studies and College of Education and Human Development. Leaves of absence are designed to provide students with time to take care of non-academic concerns, but do not guarantee that financial aid or graduate research assistantships will be reserved for students. International students should also consult with International Student and Scholar Services (ISSS) before applying for a leave of absence.

Re-admission

If a student’s continuous enrollment lapses, they will need to apply for re-admission. Applications for re-admission are not guaranteed. Students who seek re-admission should contact the Coordinator for Graduate Studies, as an expedited process called “Express Readmission” may be possible if the student is seeking re-admission in the same academic program as their prior program.

The University of Minnesota requires that students maintain adequate progress toward their degree throughout their graduate programs. In OLPD, progress is defined through annual reviews of student work, course grades, and progress through milestones.

Each year, the department and individual program tracks review progress for all first-year PhD students. This review process is viewed as a way of supporting students in their progression towards the degree and in their professional development. The annual review assures that problems are identified early so that students can receive timely guidance. It is usually done in the Spring semester.

A student who is not deemed to be making adequate progress will be notified in writing of the deficiencies and is afforded an opportunity to demonstrate improvement. A registration hold may be placed on the student's record until the issue is resolved. The advisor and the Coordinator of Graduate Studies (on behalf of the Director of Graduate Studies) typically create a timeline by which performance gaps must be remedied, and a written agreement about “demonstrated improvement” will be made between the Coordinator of Graduate Studies and the student as needed. If students are notified of insufficient progress, the are responsible for contacting their advisors to develop plans for making satisfactory progress by the deadlines. Insufficient progress may be caused by a variety of factors, and incomplete and non-reported grades are often an indicator of inadequate progress.

Incomplete and Non-Reported Grades

OLPD policy allows graduate students to carry a maximum of eight non-reported ("NR") or incomplete (“I") credit hours in the program at any given time (note: eight credit hours is typically 2-3 classes). Students with more than eight "NR" or "I" credits risk having a registration hold being placed on their student record until they are under the limit. Students are required to complete an “Incomplete Grade Contract”  for any class in which they require an “I” grade. These contracts specify timelines for completed work and consequences for not meeting timelines. The contract is between the instructor and student.

Only an assigned instructor of a given course can assign a grade for that course. Only this person may update an "NR" or "I" grade or a "K" grade (which is assigned by an instructor to indicate that the course is still in progress). If the course instructor leaves the University or too much time passes, it may not be possible to update the course grade, or the instructor may decide to assign a grade based on the coursework received to date from the student. If a given course does not have a specific assigned instructor of record, please contact the Coordinator of Graduate Studies for instructions.

Adequate progress requirements are designed to facilitate timely completion to degree. The University of Minnesota requires that all requirements for the doctoral degree must be completed, and the degree awarded within eight calendar years after initial enrollment to the graduate program or the more restrictive time frame specified by the program.

Applying for a Time Extension

A student who, for legitimate reasons, is unable to complete the degree within the time limits indicated above may petition for an extension. It is important to note that time-extension requests are not automatically approved and they may be denied. If a petition is approved, students will be notified in writing of the expectations for progress and of the deadline (month and year) for degree conferral. If the petition is denied, you will be notified in writing that you will be terminated from doctoral candidacy and from the graduate program upon expiration of the time limit. Under extraordinary circumstances, students may file a second petition for an additional 24-month extension after the first extension has expired; however, such petitions after the initial extension must be reviewed and approved by the advisor, the Director of Graduate Studies, the College, and the Vice Provost and Dean of Graduate Education. Students who have been terminated under such circumstances may apply for readmission to the program; however, readmission is not guaranteed.

Although all OLPD program tracks have different content, they share basic credit hour requirements. This section outlines course credit requirements in OLPD as well as thesis credit and continuous enrollment options for students who have completed coursework and/or completed thesis credits but need to remain enrolled.

Departmental Coursework Expectations

All program tracks require the following courses for their PhD students: 

• OLPD 8011 / Doctoral Research Seminar (1 credit, taken the first semester of enrollment)

• OLPD 8015 / Inquiry Strategies in Educational and Organizational Research (3 credits, taken the second semester of enrollment)

• One quantitative Methods Course (3 credits)

• One qualitative Methods Course (3 credits)

• Two Additional Methods Courses (6 credits)

Program tracks also have specific requirements. Students should check Program Planning Guides for specific coursework requirements in the program track. 

Thesis Credits

All Ph.D. students are required to complete 24 thesis credits (OLPD 8888) prior to graduation. The 24 credits must be taken and split over two or more terms. Students need not enroll in thesis credits for summer sessions in order to maintain continuous enrollment.

OLPD students may enroll in thesis credits without restriction during the first available registration window open after passing the Oral Preliminary Exam.  The department also allows students to take up to ten (10) thesis credits during the semester of their Preliminary Oral Exam, if the following conditions are met during the normal registration period for that semester only:

•  All coursework is listed in an approved GPAS has been completed*

•  The student has passed the Written Preliminary Examination (not in progress but actually passed)

•  The student’s adviser submits a letter to the Coordinator of Graduate Studies affirming that the student is research ready.

•  The Preliminary Oral Exam committee has been submitted and approved by the Graduate School.

•  The Oral Preliminary Exam date has been declared for a date during the semester of registration.

Students who get permission to take thesis credits early who then fail to pass the Oral Preliminary exam for any reason will not be permitted to register for thesis credits again until such time as they actually pass the oral preliminary exam under normal rules. If you would like to apply for early thesis credits, please complete the Early Thesis Credit Petition form.

Other Credit Options for OLPD Doctoral Students 

• • OLPD 8666 (Pre-thesis credits) is designed for students who have completed coursework but are not ready to take their Preliminary Oral Examination, and thus cannot take thesis credits. (usually to be in compliance with requirements of the University or external agencies such as employment as a graduate assistant, loan deferment, visa requirements, etc.), and for whom neither coursework registration nor the other special registration categories are an option. Regular tuition rates apply. 

  • OLPD 8444 (Advanced Doctoral Status) is designed for students who have successfully completed all required coursework, taken all required thesis credits, and completed all other steps to the Ph.D. other than the final oral examination. This one-credit registration option is helpful for doctoral students who must certify full-time status to be in compliance with requirements of the University or external agencies (such as employment as a graduate assistant, loan deferment, international students, etc.). Regular tuition rates apply. A new application must be submitted for every semester a student intends to take OLPD 8444. 

  • GRAD 999 (Graduate School Active Status) is a zero-credit, zero-tuition registration option is intended for students who need to maintain their active student status. This option carries a fee, but the fee costs less than tuition. Students cannot use GRAD 999 to meet any other requirements of the University or external agencies. For example, students who must maintain full-time status to hold an assistantship, defer loans or receive financial aid. International students should consult with the Office of International Student and Scholars Services (ISSS) prior to taking GRAD 999, as there may be consequences related to visa status. Students must apply to take GRAD 999 and may only use this option for two semesters. 

Transfer of credits requires advisor approval in relation to the Ph.D. student’s program plan. Students who wish to transfer previous graduate coursework to the departmental core or program core requirements may do so only with approval of the advisor and by formal petition to theappropriate program coordinator.

Any coursework taken prior to the OLPD Ph.D. admission semester are counted as transfer credits if being used to fulfill Ph.D. program requirements. This includes any coursework taken in other graduate programs (including the University of Minnesota) and/or as a non-degree seeking graduate student.

Doctoral students may be allowed to transfer up to 9 credits of previous graduate work into their Ph.D. program. The credits earned must: 

• • meet criteria presented in the Graduate Education Catalog, 

  • closely match the planned program emphasis, and 

  • be approved by the advisor.

If a student’s prior graduate degree was in a program similar to their current Ph.D. program track or if the student's prior graduate degree included OLPD graduate courses, an additional 9 credits may be transferred for a total of 18 credits. 

Graduate Education Policy

The OLPD transfer credit policy is in addition to basic Graduate School policy guidelines, which state: 

• • In general, graduate-level courses taken before the award of the baccalaureate degree cannot be transferred. 

  • Graduate-level courses appearing on an undergraduate transcript cannot be transferred into a graduate program. 

  • Graduate-level courses taken through the College of Continuing and Professional Studies or a Master’s of Liberal Studies program at the University of Minnesota cannot be used for transfer. 

  • The Graduate School allows a maximum of 12 semester credits taken as a non-degree graduate student. Such credits count towards the overall transfer credit limit allowed. Consult with your advisor (and, if necessary, your Program Coordinator or the Coordinator of Graduate Studies) before making assumptions about transfer credits. 

  • Official transcripts of the transfer coursework (from institutions other than the University of Minnesota) must be submitted to the Graduate School Office of Admission if they were not submitted during the admissions process.

  • To convert quarter-based credits to a semester-based program, multiply the number of quarter credits by .67 to obtain semester credits. 

Transferring in OLPD Coursework Taken Under Prior Designators

Finally, prior to Spring 2012, OLPD courses were listed under five course designators (ADED, BIE, EDPA, HRD, and WHRE). Prior to Summer 2016, certain OLPD courses were listed under the PSTL course designator. Students transferring in courses under any of these designators need to list them using their original designators and course numbers on the Program Planning Sheet.

Students are eligible to complete a minor program of study to complement the major program for the Ph.D. The minor may be in OLPD or in another department. Declaring a minor is optional. Students who are interested in pursuing a minor are strongly encouraged to discuss the possibility with their faculty advisor. Minors can either be associated with a major area or be considered “free standing” (i.e., may include courses from several disciplines). A full listing of minors can be found in the University’s Course Catalog.

A current listing of minors can be found in the Graduate Education Catalog. Minor programs housed within OLPD include: 

• • Integrative Leadership

  •  International Education (through Comparative International Development Education) 

  • Program Evaluation (through Evaluation Studies) 

  • Sociocultural Studies in Education

Every minor has its own Director of Graduate Studies. The DGS of the minor program must approve all curricular plans to ensure minor requirements are met. Eligibility and admission criteria for individual minors vary widely. Students are advised to study the minor program's website and contact the DGS of the minor to determine what is required for admission and completion of the minor. Minors cannot be added after the student's Oral Examination.

Students wanting to enroll in a minor can do so by making a Graduate Minor Request, which is approved through the Graduate Planning and Audit System (GPAS). Students should submit information for their minor program at the same time as their major program.

Minor Area Advisors

Graduate Students who enroll in a minor will be assigned an advisor in that minor. A student’s major advisor cannot also serve as the minor advisor. The minor advisor must be assigned as an outside graduate committee member throughout the doctoral program, specifically on both the oral preliminary and final oral examination committees. If the minor advisor is removed and not replaced with another minor advisor, the minor will be removed from the student's record, even if the student has completed all the required coursework. 

Allocating Courses in Program Areas

A single course cannot be used to satisfy both a major and a minor requirement. Minor requirements, however, can be used to satisfy “related field” requirements in student curricular plans.

Finally, if a student decides to remove a minor they may do so by making an online Graduate Minor Request. 

The Graduate Planning and Audit System (GPAS) is a required submission system used by the Graduate School to track student progress. This form is accessible online via the MyU Student Portal. When completed, the GPAS lists all the courses that constitute the student's course of study for the Ph.D. As noted in the sections above, the GPAS form should be filed when students have completed 30 credit hours. Failure to do so may result in a registration hold being placed on your registration until this step is completed. The GPAS system provides official verification that students have taken all required coursework for the program. When students approach graduation, the Office of the Registrar compares the GPAS against transcripts to ensure all degree requirements have been met.

Students can enter their own information into GPAS by accessing the system through their MyU account by following these steps: 

1. 1. Go to www.myu.umn.edu and log-in using your university credentials.

   2.  Select the "Academics" tab.

   3. Select the "Degree Progress" sub-tab. 

   4. Click the "Grad Planning & Audit System" link located near the bottom of the page. Once inside the GPAS system, students can select whether to complete reports for “major” or “minor” areas. Students with declared minors will need to complete both forms.

Once your advisor has approved and signed the Program Planning Sheet,  students should enter the information into GPAS and send the Planning Sheet to the Coordinator of Graduate Studies for processing.  Please contact the Coordinator of Graduate Studies if encountering difficulties with GPAS.

What is Found in GPAS

All graduate-level courses that have been taken at the time of GPAS entries will automatically populate in GPAS in various categories/buckets. There may be courses which appear in an “unallocated” bucket. Typically courses appearing there will need to be manually moved to the proper bucket. In OLPD, only the Coordinator of Graduate Studies has access to move a course from one bucket or another.  If a given GPAS seems incorrect and/or you believe past coursework is missing within the GPAS itself (can happen if a student used a course in a past degree program using the GPAS system) contact the Coordinator of Graduate Studies for assistance. A completed Program Planning Sheet will help the Coordinator to remedy any issues that may arise. Finally, if changes need to be made after the GPAS was originally submitted, please contact the Coordinator for Graduate Studies for assistance in making an update.

Students have the right to complain and bring forth grievances at any time. Students may confidentially report grievances to the Coordinator of Graduate Studies or Director of Graduate Studies or work directly with relevant offices across the university. The University of Minnesota has created a guidance document that provides an overview of students’ rights and how or where to bring forth grievances, should they arise. The university refers to the various offices that handle grievances as “channels” for submitting complaints. The list below provides an overview of channels for grievances. 

• • Quality of Instruction – OLPD  Coordinator for Graduate Studies, Director of Graduate Studies, or Department Chair

  • Violations of the law or policy misconduct - UReports

  • Discrimination, sexual misconduct, and retaliation related to these – Office of Equal Opportunity and Affirmative Action

  • Incidents of bias – Bias Resource and Referral Network (BRRN)

  • University housing – Housing and Residence Life

  • Employment related complaints – Department administrator or Office of Conflict Resolution

  • Parking / Transportation – Parking and Transportation Services

  • Safety – “SafeU” (scroll to the bottom of that page for contacts)

  • Student Conflict – Student Conflict Resolution Center 

  • Grades or Evaluation of Student Work – Student Conflict Resolution Center