Education Graduate Program Orientation Handbook

UT Martin Portal

Student Email

UT Martin's Computer Center will assign you a UT Martin student email account.  This is your default email address at UT Martin.  The university (and Canvas) will send you emails at this address.  It is important to regularly check you UT Martin email through your UT Martin Portal or with email programs like Gmail, Outlook, Outlook Express, etc, otherwise, you will miss important correspondence.

If you still have questions reqarding your email, please contact the HelpDesk at (731) 881-7900.

Logging into your UT Martin Portal (My UTMartin drop-down menu) at utm.edu 

Your UT Martin portal is where you will access just about everything: email, Banner Self-Service, Canvas, etc. 

Username: Will be the beginning part of your email address.  Do not include the @ut.utm.edu.  Please refer to the advisor assignment form in your welcome email sent by the CEHBS Graduate Office.  

Example: jdsmith2@ut.utm.edu 

Example Username: jdsmith2

Password: The default password will be the 3-digit character of your birth month (first letter capitalized), #, 4 digits of your birth year, #, and the last 4 digits of your social security number.

Example: If your SSN is 123-45-6789 and you were born in June of 1984 

Example Password: Jun#1984#6789 

Once you access your UT Martin portal, the first thing you should do is change your password to something you will remember, and write it down. 

If you cannot log in with your default password, please contact the Help Desk at (731) 881-7900. Or use this link:  HelpDesk

University Catalog

The current university catalog and previous catalogs through 1997 are available online at UTM Catalog . The catalog is a great resource for program policies and procedures. 

Holds

You may see certain holds appear on your account. Some holds will appear every semester while others may appear only once throughout your college experience. Below is a list of the common holds and what you will need to do to clear them from your account. 

Check your registration status & academic holds 

1. Click “Students” tab, then “Registration” to add/drop, view schedules, and etc. 

2. Also from the Student - Registration menu, be sure to select “Check Your Registration Status.” 

This allows you to check your account for any holds, academic standing, etc. that would restrict you from completing registration. 

You may need to set up an appointment with your advisor in order to get the advisor hold removed, click “Who is My Advisor?” to see this person’s information. 

Address Verification 

This hold will prevent you from registering for classes. To clear the hold you will need to login to Banner and follow the steps listed below: 

1. Choose the “Personal” tab. 

2. Click “Address Verification.” 

3. Read the notification and click “I Agree.” 

4. Follow instructions and review addresses; click “Continue” when changes are made, if any. 

5. You will see that your hold was removed. 

If it was not removed or you have any questions, please contact the Office of Academic Records at (731) 881-7050. 

Advisor Evaluation 

1. Click “Students” menu, then click “Student Records.” 

2. Click “View Holds.” 

3. Select your advisor from the list and click “Begin Questionaire.” 

4. Select drop-down list of all courses with submitted online evaluations. 

5. Answer the questions and once completed, select “Submit Evaluation.” 

Please contact the Educational Outreach office at (731) 881-7080 for any questions. 

Advisor Hold 

This hold will appear every semester after the last day to register for the upcoming semester and will prevent you from being able to register for classes. Your advisor is responsible for helping you determine which classes to take and is also the person who removes your advisor hold each semester. Contact him/her as soon as you can to discuss your upcoming semester schedule and remove the hold. If you have any questions, please contact the Education Graduate Office at (731) 881-7128. 

Course Evaluation 

1. Login to Banner Self-Service 

2. Click on “Faculty” tab. 

3. Select “Online Evaluation Results” (currently the last menu item). 

4. Select drop-down list of all courses with submitted online evaluations. 

5. For each question, you will see the count and average of each radio-button question, plus any comments. 

6. You may go back to the selection list to see another class by clicking the “Select Another Evaluation” button at the bottom of the page. 

Please contact the Educational Outreach office at (731) 881-7080 for any questions. 

Delinquent Charges Hold 

This hold will appear on your account if you have an outstanding balance with the university. This hold will prevent you from registering for any future classes. Please contact the Bursar’s Office at (731) 881-7810 to discuss your account and have the hold removed. 

Diploma Application Hold 

To clear the hold, login to Banner and follow the steps listed below: 

1. Go to the Student menu by clicking “Students,” then click “Student Records (online payment & confirm plan to attend, holds, grades, CAPP, and more).” 

2. Click “View Holds.” 

3. Above the administrative holds listed on your account is a section that lists instructions and blue links that will help you to clear the holds on your account. For this hold, click the blue link labeled “Diploma Application.” 

4. Follow the online prompts to remove the diploma hold. 

If you have any questions you can contact the Office of Academic Records at (731) 881-7050. 

EVEA Documentation Hold

This hold may appear on your account due to you needing to supply additional documentation in order to verify that you are a United States citizen or a lawfully present alien in the United States.  If you have this hold on your account, please complete and send the EVEA form (can be found on:  http://www.utm.edu/departments/edgrad/forms.php) and supporting documentation to the Graduate Studies office at graduatestudies@utm.edu or 227 Administration Building, Martin, TN 38238.  Contact the Graduate Studies office at 731-881-7012 for more information on how to remove this hold.

Graduation Date Verification Hold 

This will prevent you from registrating. To clear the hold, login to Banner and follow the steps listed below: 

1. Go to the Student menu by clicking “Students,” then click “Student Records (online payment & confirm plan to attend, holds, grades, CAPP, and more).“ 

2. Click “View Holds.” 

3. Above the administrative holds listed on your account is a section that lists instructions and blue links that will help you to clear the holds on your account. For this hold, click the blue link labeled “Reviewing your intended graduation date” 

4. Select your degree from the drop down menu. 

5. Select the term you plan to graduate. 

6. Click “Submit Request.“ 

If you have any problems, please contact the Office of Academic Records at (731) 881-7050. 

Graduate Orientation Hold

This will prevent you from registering.  To clear the hold, login to Banner and follow the steps below:

1.  Go to the Student menu in Banner Self-Service and select "Student Records".

2. Click "Education Graduate Program Online Orientation"

3. Review the attached Orientation Booklet and select the "I have read and understand the orientation information" button

If you have any problems, please contact the CEHBS Graduate Office at 731-881-7128.

Graduate Studies Hold 

This hold may appear on your account for numerous reasons. If you have this hold on your account, contact the Graduate Studies office at (731) 881-7012 for more information on how to remove this hold. 

Immunization Holds 

As a new student, you automatically have an immunization hold. 

If you are an online only student, contact the UT Online Office at (731) 881-7764 to get this hold removed. 

If you will be attending on-campus courses, you will need to submit your immunization record to the Office of Student Health. You can obtain your immunization records from a variety of sources including primary care provider, local health department, high school or previously attended colleges or universities. A copy of an official immunization record is also acceptable. You can email it to shcs@utm.edu or fax it to (731) 881-7752. You can also use this contact for any questions or call (731) 881-7721. 

Intended Date of Graduation Hold: 

To clear the hold, login to Banner and follow the steps listed below: 

1. Go to the Student menu, by clicking “Students,” then click “Student Records (online payment & confirm plan to attend, holds, grades, CAPP, and more).” 

2. Click “View Holds.” 

3. Above the administrative holds listed on your account is a section that lists instructions and blue links that will help you to clear the holds on your account. For this hold, click the blue link labeled “Intended Date of Graduation.”  

1. Enter your phone number and email address in the designated areas. 

2. Click “Yes, I am seeking a degree.” 

3. Select the catalog year under which you plan to graduate. This can be found at the top of your personalized checksheet. If you are still not sure, please contact the Graduate Student Services Coordinator or your advisor at 731-881-7128. 

4. Select the term you plan to graduate from the drop down box. Select “Continue.” 

5. Select the program you are graduating with and select “Continue.” 

A. 5016 – Initial Licensure–SPED & LIBS D. 5041 – Counseling–CMH 

B. 5019 – Interdisciplinary E. 5042 – Counseling–School Counseling 

C. 5020 – Initial Licensure–Elementary & Secondary F. 5050 – Educational Leadership 

1. Double-check that all the information is correct. Your hold will be removed. 

If you have any questions please contact the Office of Academic Records at (731) 881-7050. 

Non Degree Hold 

This hold may appear on your account in you are a non-degree seeking student. Please visit 

http://app.perfectforms.com/PresentationServer/Form.aspx/Play/niCDggYh?f=niCDggYh to read and fill out the non-degree form. This form will be sent to the graduate student services coordinator and the hold will be removed from your account. If you are having problems with the form or notice the hold is still on your account, please call the Education Graduate office at (731) 881-7128. 

Online Classes

For a complete listing of all online courses, visit the UT Online department webpage at 

www.utm.edu/academics/ut-martin-online-programs/online-class-list.php 

Please keep in mind you cannot register for classes from this page; this is used for viewing purposes only.  In order to register for classes, you will need to log in to Banner and register using the steps below.  

Course Loads

A full load is nine semester hours. Four hours will be considered a half-time load and six hours will be considered a three-quarter load. Undergraduate hours taken to meet degree requirements will be included with all graduate hours to detemine course load. 

The maximum load for a graduate student is 15 semester hours during fall and spring semesters, three semester hours during Maymester and six semester hours per session during the summer. Registering for more than the maximum course hours during any semester requires approval from the appropriate graduate coordinator or designee. 

Dropping a Course

1. Log into your UTM Portal using your username and password. 

2. Click on “Banner Self Service.” 

3. Click on “Student.” 

4. Click on “Registration.” 

5. Click on “Add/Drop Classes.” 

6. You will see a section labeled “Current Schedule” with a listing of the classes for which are registered. In the action box select “Drop/Delete.” 

7. Click “submit changes.” 

a. Please note there is a $25 charge to drop a class after the last day to add a course. 

b. Please note that you cannot drop your last class that you are registered for. If you have decided to change the last class, please add the correct class first and then drop the incorrect class. If you have decided not to attend UTM at all during the fall, spring, or summer semester, you will need to withdraw from the university. The withdrawal process is initiated by filling out the withdrawal form available through Banner Self-Service. 

If you have any questions regarding withdrawing from the university, contact the Office of Academic Records at (731) 881-7050. 

Canvas

All your coursework will be through the program Canvas. This is accessible through your UT Martin Portal. If you log into Canvas on the first day of class and your classes are not showing up yet, please do not panic. If by day two your classes are still not showing up, call (731) 881-7764. Your professor must enroll each student into the course. This may take them some time to take care of, but please be patient. I know we all get anxious for that first day of class!! 

Grades

GPA Requirement

Graduate students are required to make an overall minimum cumulative grade point average of 3.00 in courses taken for graduate credit. The cumulative GPA for graduate students is based on graduate coursework taken at UT Martin. Graduate credit is allowed only for courses completed with grades A, B, C and P (Pass or Progress). Grades of D or F are counted in computing the scholastic average but carry no credit toward graduation. The grade of P (Progress) or N (Insufficient Progress) will be assigned to students registered for thesis, internships, or final project courses. 

Only 2 grades of “C” will be allowed in courses required for graduation. If a third “C” is earned in a course required for graduation, the student must seek written approval from their advisor, the College of Education, Health, and Behavioral Sciences Graduate Committee, and the dean of Graduate Studies for permission to repeat one of the “C” grades. Repeated courses must be taken at UT Martin. 

Repeating Courses

A graduate student will not be allowed to repeat a course (or a designated “same as” course) for the purpose of raising a grade without prior approval from their advisor, Graduate Committee and Graduate Studies. Students in the Education Graduate Program earning more than two grades of C in courses required for graduation can petition and, if approved in advance of registration, replace only one C (see Grades and Grade Appeals sections). Approval must be granted by both the Graduate Committee and Graduate Studies before retaking a C. Violation of these regulations will result in the deletion of the grade and credit for the invalid repeat from the official university records. A student’s enrollment in UT Martin’s equivalent of any non-transferrable course does not constitute a repeat. 

To request to repeat a course, the student must begin by submitting a "Request to Repeat Course" form found here: Request to Repeat Course 

Incomplete Grades

The work of a student who is passing a course satisfactorily but cannot complete all the requirements due to illness, accident or unavoidable circumstances may be reported as Incomplete Grade (I). It is expected that the student will remove the Incomplete during the semester after it is received. The student granted an Icomplete by his/her instructor may have the next full semester to complete the work necessary to erase the Incomplete before it is computed as an F. Thereafter, it shall be computed as an F until changed by student or automatic action within one calendar year of receiving the I. The student need not be enrolled to remove the Incomplete. 

Grade Appeals

When a graduate student wishes to appeal a grade, the appeal process must be initiated within the first three weeks of the next semester. The aggrieved student shall first discuss the matter with the faculty member involved to see if there is some error or misunderstanding which can be resolved between them. Failing this, the student may take the matter to the department chair. If the teacher is the department chair, the student shall go to the dean. If the teacher in the case is a dean, the student shall go to the Vice Chancellor for Academic Affairs. 

If the problem is not resolved, the student may request a hearing before the University Council. If the council decides in favor of the instructor, the grade which has been given to the student will stand and there will be no further appeal. If the council finds in favor of the student, the matter will be remanded to the instructor for reconsideration. 

The final decision of the professor stands affirmed and cannot be challenged regardless of the recommendation of the board.

Program Withdrawal

If a student no longer wishes to be a graduate student, he/she must complete a “Withdrawal from Graduate Studies” form available through the Banner Self Service:

1. Under Student-Student Record

2. Withdrawal Application

If the student later wishes to be readmitted to Graduate Studies, he/she must complete an application for admission, pay the non-refundable application fee and meet the admission requirements in effect at that time. 

All official withdrawals (dropping the student’s entire schedule) from the university are processed by the Division of Student Affairs. Withdrawals executed during the first week of the fall and spring semesters will leave no record of the courses in which the student was enrolled. Withdrawals executed after the first week of the semester will result in a grade of W (withdrawal) in all courses in which the student was enrolled. Students should consult the summer term timetable for the appropriate summer deadlines. 

Students who withdraw from the program for a semester or longer MUST re-apply for admission to the program and include a letter describing their reason for withdrawal, and steps that will be taken to ensure future success in the program.  Readmission is not guaranteed for students who withdraw. The readmission request will be evaluated by the Counseling Program Admission Committee, who will provide a recommendation to the Education Graduate Coordinator.