University Policies for Graduate Students | College of Education, Health & Human Services (CEHHS)

Continuous Enrollment and Time-Limit to Degree

Conditionally Classified or Classified graduate students must be continuously enrolled unless an authorized Request for Graduate Student Leave of Absence has been granted by the program and filed with the Office of Registration and Records. No more than two (2) semesters can be excused through authorized leaves of absence. Students who do not maintain continuous enrollment are dropped from the graduate program and must reapply to the university and the graduate program to be considered for reinstatement.
Requirements for the master’s degree are to be finished within five (5) years following admission as a Conditionally Classified or Classified graduate student at CSUSM. Authorized leaves of absence do not extend the time limit for completion of the master’s degree.

Culminating Experience

Every Master’s degree program is required to include a culminating experience. The form of this experience differs according to degree programs, but all Master’s students must satisfactorily complete either a thesis, a project or a comprehensive examination.

A finished Master’s thesis or Master’s project is a scholarly work that is the product of extensive research and related preparation. The University will make Master’s theses and Master’s projects publicly available online in the University’s institutional repository, ScholarWorks at CSUSM. Electronic theses and projects provide increased visibility of research produced at the University. The immediate and widespread availability provides worldwide access to scholarship. Students should consult the University’s guidelines for electronic Master’s theses and Master’s projects at the University Library web site.

Grad E699 - Graduate Standind Continuation

GRAD E699 is only for Master's students who have completed all of their graduate coursework, including the for-credit supervised thesis/project coursework called for in their respective graduate programs. Students enrolled in GRAD E699 should need no more than minimal faculty supervision. Students who are still working closely with an advisor (e.g., thesis/ project requires extensive work and supervision) should enroll in their respective department's graduate-level independent study course, rather than GRAD E699.

GRAD E699 carries zero credit units, has no instructor of record, and is "graded" CR automatically upon completion of the term. It is designed to confer enrollment status for the purpose of the continuous enrollment policy. The course may not be repeated.

Graduate and Post-Baccalaureate Student Course Repeat Policy

Repeat of Graduate Courses and GPA Adjustment Policy

When students repeat a course for the sake of improving upon an earlier, unsatisfactory performance, they may, under certain circumstances, request to have the earlier grade ignored in the computation of their grade point average (GPA). The following policies, applying only to coursework completed at Cal State San Marcos, outline the circumstances under which undergraduate and graduate students may request adjustment of the GPA.

Graduate and Post-Baccalaureate Student Course Repeat Policy

A course taken at CSU San Marcos in which a grade of B- (2.7) or less is received may be repeated once for purposes of omitting the original grade from the GPA calculation and satisfying GPA requirements. A course taken at CSU San Marcos in which a grade of NC is received may also be repeated. All course repeats should involve consultation with the graduate program advisor.
When a course is repeated, both the original grade and the grade earned in the repetition will appear on the transcript.
If a course previously taken for a letter grade (including plus/minus grading) is repeated for a grade of CR/NC, the original grade(s) will be calculated in the GPA.
Unless a student submits a Graduate Student Course Repeat Request Form to Cougar Central, both grades will be used to calculate the student’s GPA.
If a student submits a Graduate Student Course Repeat Request Form to Cougar Central, the original grade earned will be omitted from the GPA calculation. Since CR/NC grades do not enter into the GPA calculation, it is not necessary to submit this form when repeating a course in which a grade of NC was earned.
A Graduate Student Course Repeat Request Form cannot be filed until the student has completed the repeat. A Graduate Student Course Repeat Request Form cannot be filed if the student received a grade of CR, NC, F, I, RD, SP, U, WU, RP, W, or IC when the course was repeated.
A maximum of two (2) different courses may be repeated within an approved graduate program of study at CSU San Marcos. The graduate program offering the degree may approve substitute graduate-level courses that may be taken in lieu of a graduate-level course that the student wishes to repeat, when the original course is not scheduled to be offered again within the term of the student’s expected time to degree. The substitute course must be taken after completion of the original course.
Both the original course and the repeated course must be taken at CSU San Marcos.

Graduate Probation, Disqualification and Reinstatement

Probation
A student will be placed on Academic Notice if, during any academic term, the student fails to maintain a cumulative grade point average (GPA) of at least 3.0 in all units attempted subsequent to admission to the program.

A student may also be placed on administrative probation by the Dean of Graduate Studies for any of the following reasons (see Exclusion Section for exclusions):

Withdrawal from all or a substantial portion of a program of studies in two successive terms or in any three terms. (Note: A student whose withdrawal is directly associated with a chronic or recurring medical condition or its treatment is not to be subject to administrative probation for such withdrawal).
Repeated failure to progress toward the stated degree objective or other program objective, including that resulting from assignment of 15 units of No Credit, when such failure appears to be due to circumstances within the control of the student.
Failure to comply, after due notice, with an academic requirement or regulation, as defined by campus policy, which is routine for all students or a defined group of students (examples: failure to complete a required examination, failure to complete a required practicum, failure to comply with professional standards appropriate to the field of study, failure to complete a specified number of units as a condition for receiving student financial aid or making satisfactory progress in the academic program).

The student shall be advised of probation status promptly, and shall be provided with the conditions for removal from probation and the circumstances that would lead to disqualification, should probation not be removed. Notification shall occur through one of the following actions, as appropriate:

Students whose GPA places them on Academic Notice shall be informed in writing by the department/program’s graduate coordinator, or designee, prior to the beginning of the next term (with a copy provided to the Dean of Graduate Studies).
Students shall be placed on administrative probation by the Dean of Graduate Studies, following consultation with the program/department. The probationary student shall be informed in writing by the graduate dean (with a copy provided to the department/ program).

The Dean of Graduate Studies shall inform Registration and Records when students have been placed on or removed from administrative probationary status so that student records can be updated.

When a student is placed on academic or administrative-Academic Notice, they must work with the program coordinator to develop a plan for remediation, including a timeline for completion. In the case of administrative probation, the remediation plan must be approved by the Dean of Graduate Studies, who will send a letter to the student documenting the plan.

Without the approval of the Dean of Graduate Studies, a student cannot be advanced to candidacy if they are on either academic or administrative probation¹.

¹Advancement to candidacy occurs when a master’s program has approved a student to proceed toward completing the final requirements for the master’s degree, e.g., final coursework, and culminating experience (thesis, project, or comprehensive exam).

Disqualification
A student who has been placed on administrative probation may be disqualified from further attendance by the Dean of Graduate Studies (see Exclusion Section for exclusions) if:

The conditions in the remediation plan (or removal of administrative probation) are not met within the period specified; or
The student becomes subject to Academic Notice while on administrative probation; or
The student becomes subject to administrative probation for the same or similar reason for which they have been placed on administrative probation previously, although not currently in such status.

When such action is taken the student shall receive written notification including an explanation of the basis for the action.

In addition, the Dean of Graduate Studies, in consultation with the graduate program coordinator, may disqualify a student who at any time during enrollment has demonstrated behavior so contrary to the standards of the profession for which the student is preparing as to render them unfit for the profession. In such cases, disqualification will occur immediately upon notice to the student, which shall include an explanation of the basis for the action, and the campus may require the student to discontinue enrollment as of the date of the notification.

Disqualification may be either from further registration in a particular program or from further enrollment at the campus, as determined by the Dean of Graduate Studies. A student disqualified for academic deficiency may not enroll in any regular session of the campus without permission from the appropriate campus authority, and may be denied admission to other educational programs operated or sponsored by the campus.

In the event that a student fails the thesis/project defense, the student may repeat the thesis/project defense once. Failure at the second thesis/project defense will result in disqualification from a program. The thesis/project committee will specify the time period and/or conditions of the repeated defense.

A student may repeat a comprehensive examination once. Failure of the second comprehensive examination results in disqualification from a program. The comprehensive exam committee will specify the time period and/or conditions of the repeated examination.

Students who are disqualified at the end of an enrollment period should be notified by the Dean of Graduate Studies before the beginning of the next consecutive regular enrollment period. Students disqualified at the beginning of a summer enrollment break should be notified at least one month before the start of the fall term. In cases where a student ordinarily would be disqualified at the end of a term, save for the fact that it is not possible to make timely notification, the student may be advised that the disqualification is to be effective at the end of the next term. Such notification should include any conditions that, if met, would result in permission to continue in enrollment. Failure to notify students does not create the right of a student to continue enrollment.

Reinstatement
If the student is disqualified, either academically or administratively, they may petition for reinstatement. Reinstatement must be based upon evidence that the causes of previous low achievement have been removed. Reinstatement will be approved only if the student is able to provide compelling evidence of their ability to complete the degree. If the candidate is disqualified a second time, reinstatement will normally not be considered.

Master’s students should submit a petition requesting reinstatement to the Dean of Graduate Studies. The petition, along with a recommendation from the student’s graduate coordinator, will be forwarded to the reinstatement subcommittee of the Graduate Studies Council. The subcommittee will make recommendations to the Dean of Graduate Studies, who has final authority to approve reinstatement. The size of the reinstatement subcommittee may vary, depending on the volume of applications, but shall have one member representing each college at a minimum. The subcommittee must evaluate the probable impact of any medical condition on previous unsatisfactory performance. If the student is approved for reinstatement, the Dean of Graduate Studies will send a letter granting reinstatement that specifies the conditions and time frame for achieving good standing. Students must achieve good standing to advance to candidacy and to be eligible to graduate.

Reinstatement for credential students is handled by a separate process in the School of Education and is not governed by this document.

Exclusions
Administrative probation, disqualification and reinstatement for students in College of Education, Health, and Human Services professionally accredited graduate and teacher credential programs are handled by a separate process inside the College and are not governed by this document. Note that this exclusion pertains only to administrative probation, disqualification and reinstatement arising under Probation, #3.

Graduate Student Course Load

Graduate students who are enrolled in nine (9) units or more in a fall or spring semester are classified as full-time. Graduate students who hold a University assistantship requiring one-third time services or more are considered full-time when enrolled in six (6) units during an academic term.

Graduation Writing Assessment Requirement – Graduate Level (GWARGL)

Students enrolled in master’s programs at California State University must fulfill the Graduation Writing Assessment Requirement: Graduate Level (GWARGL) as described in the Procedure below prior to advancement to candidacy.

This Graduation Writing Assessment Requirement: Graduate Level (GWARGL) applies to graduate students enrolled in master’s programs.

The writing requirement must be completed before a graduate student advances to candidacy. A student may satisfy the GWARGL in one of two ways:

an acceptable standardized test score, such as the Analytical Writing subtest of the Graduate Management Admissions Test (GMAT) or the Graduate Record Examinations (GRE)
a paper(s) that receive(s) a passing score as described below.

The College/Department/Program from which the student will receive the graduate degree determines the manner by which a student satisfies or does not satisfy the GWARGL.

The College/Department/Program from which the student will receive the graduate degree determines the passing score on standardized tests.

If a student is satisfying the graduate writing requirement through a submission of a paper(s), the student’s writing should demonstrate graduate level skills in:

style and format
mechanics
content and organization
integration and critical analysis

The paper(s) will be scored using a rubric (1 - 4) in each of four areas: “I. Style and Format,” “II. Mechanics,” “III. Content and Organization,” and “IV. Integration and Critical Analysis.” The minimum acceptable combined score from all of the four (I-IV) sections is 10 points, with no scores of “1” on any section, resulting in a minimum of a 2.5 average for all sections. A master’s program may establish a higher minimum average score for passing. Contact the Office of Graduate Studies and Research for more information about the rubric.

Each master’s program will have a remediation protocol for admitted graduate students who do not satisfy the GWARGL on their first attempt. Each master’s program will specify the maximum number of attempts that students may be allowed to satisfy the GWARGL.

Each master’s program will file its respective GWARGL and remediation protocol with the Office of Graduate Studies and Research (OGSR). Each master’s program will provide the OGSR with annual aggregate student GWARGL performance data.

Leave of Absence for Graduate Students

Graduate degree students may take an authorized leave of absence for up to two (2) semesters leaves of absence can be authorized for conditionally classified or classified graduate students providing the student is: (1) in good academic standing (as defined by the program’s requirements), (2) has completed at least six credit hours of CSUSM coursework toward the graduate degree in the program, and (3) has filed a completed Request for Graduate Student Leave of Absence form. The completed form, including signatures of the student’s faculty advisor (where applicable) and the graduate program coordinator, must be filed with the Office of Enrollment Management Services Operation/Registrar before the end of the add/drop period of the term for which the leave has been requested. A leave of absence will not be authorized if the student has completed all requirements except the culminating experience. Unauthorized leaves and failures to return from an authorized leave of absence will result in the student being dropped from the graduate program. In such cases, the student must reapply to the university and the graduate program to be considered for reinstatement.

An authorized leave of absence preserves curriculum rights regarding catalog requirements. A student on a leave of absence may not have access to or use of university resources. Students submitting the completed thesis or final project must be regularly enrolled or enrolled for thesis or project extension credit through the Office of Extended Learning; the completed thesis or final project will not be accepted during the term of an authorized leave of absence.

Authorized leaves of absence do not extend the time limit for completion of the master’s degree.

Students with exceptional circumstances that fall outside this policy may petition the Dean of Graduate Studies for special consideration. A petition must include the recommendation of the graduate program coordinator.

Master's Thesis and Project Committee

All members of the thesis or project committee will be individuals with advanced degrees and/or relevant professional experience.

Committee Composition

Thesis Committee: Each thesis committee will have a minimum of two members.

The chair of the thesis committee, who must be a tenure line CSUSM faculty member, ensures that the thesis conforms to program and university standards. S/He must have knowledge and expertise in the field of study and is responsible for the intellectual integrity, rigor, and quality of research.
A second member of the thesis committee must hold a graduate degree.
The thesis chair and the coordinator/director of the graduate program must approve the composition of the thesis committee.

Project Committee: Each project committee will have a minimum of two members, one of whom must be a tenure line CSUSM faculty member.

The chair of the project committee will normally be a tenure line faculty member, who ensures the culminating project conforms to program and university standards. S/he must have knowledge and expertise in the field of study and is responsible for the intellectual integrity, rigor, and quality of the project.
The coordinator/director of the graduate program must approve the composition of the project committee or delegate the approval of its composition to an appropriate faculty member.
Any exceptions to the project chair being a tenure line faculty member must be approved by the coordinator/director of the graduate program and the Dean of Graduate Studies. Exceptions will be granted only when the on-tenure track individual has unique knowledge and expertise which will enhance the quality of the project.

Individual programs may have more stringent guidelines for thesis and project committee membership, as approved by the Dean of Graduate Studies.

Second Master's Degree

I. ELIGIBILITY

CSUSM applicants may pursue and earn a second master’s degree. In certain instances, applicants may wish to seek a second master’s degree in the same discipline for which they already hold a master’s degree in order to fulfill new career, professional, or specialization requirements. These applicants may seek a second master’s degree for the same discipline if they:

Meet the university admission requirements;
Meet the master’s program admission requirements (individual master’s programs may elect not to consider applicants who already hold a master’s degree in the same discipline; applicants should consult with the graduate program coordinator of the prospective master’s program);
Receive the consent of the Dean of Graduate Studies to pursue the second master’s degree.

REQUIREMENTS
The second master’s degree must be based on:

A different option from the first master’s degree (or in a different area of specialization in the case of a master’s program without differentiated options); and
A curriculum distinct from the first master’s degree containing a minimum of 30 units of coursework different from those taken to earn the first master’s degree.

At least 70 percent of the coursework must be completed in residence and include a culminating experience.

Individual master’s programs may impose more restrictive requirements.

Use of Undergraduate Courses in Master’s Degree Programs

Master’s students may not count any course at the 300-level or lower toward fulfillment of Master’s degree requirements, nor may courses which bear General Education credit be counted toward Master’s degree requirements.

Only with prior, case-by-case approval of the graduate program offering the degree may Master’s students, on an individual basis, count a 400-level, non-General Education course toward the Master’s degree requirements.

Under no circumstances may a Master’s student apply more than nine (9) units of 400-level coursework toward fulfillment of Master’s degree requirements.

Withdrawal Policy for Credential and Graduate Students

Withdrawal from Courses

Students may withdraw on or before the Add/Drop deadline (end of the second week of semester or end of approximately 10% of the academic term) and the course will not appear on their permanent records. No symbol need be recorded in such instances. After the second week of instruction and prior to the 19th day of the semester, students may withdraw with a “W” for reasons such as inadequate preparation. In connection with all other approved withdrawals, the “W” symbol shall be used. Students may withdraw from no more than 18 semester-units attempted at CSU San Marcos during each of their respective undergraduate, credential, or graduate studies.

Withdrawals After the 19th Day of the Semester and Prior to the End of the Twelfth Week of Instruction. Withdrawal during this period is permissible only for serious and compelling reasons (see below). Permission to withdraw during this time shall be granted only with the approval of the instructor, and the department chair or dean or dean’s designee. Permission to withdraw during this time from graduate or credential courses shall be granted only with the approval of the appropriate graduate or credential program coordinator or the Dean of Graduate Studies (or designee). All requests to withdraw under these circumstances and all approvals shall be documented as prescribed by the campus. The requests and approvals shall state the reasons for the withdrawal. Records of such approvals shall be maintained in accordance with the campus record retention policy.

Serious and Compelling Reasons. The following situations are typical of those for which “serious and compelling” is appropriate justification for approving withdrawals.

An extended absence due to a verifiable accident, illness, or personal problem serious enough to cause withdrawal from the University.
An extended absence due to a death in the immediate family. This applies to absences exceeding a week due to family affairs that must be attended to by the student.
A necessary change in employment status which interferes with the student’s ability to attend class. The student’s employer must verify this change in employment status in writing for the term in which the withdrawal is being requested.
Other unusual or very special cases, considered on their own merit.
For graduate and credential courses, level of academic preparation may be considered as a factor for justification in approving withdrawals.

The following situations would not fall under the intent of “serious and compelling.”

Grade anticipated in class is not sufficiently high, or student is doing failing work.
Failure to attend class, complete assignments, or take a test.
Dissatisfaction with course material, instructional method, or instructor.
Class is harder than expected.
Pressure of other classes, participation in social activities, or simple lack of motivation.
A change of major.

Documentation. All requests for withdrawals after the 19th day of the semester must be for verifiable reasons and require appropriate documentation.

Withdrawals after the Twelfth Week or Retroactive Withdrawal. Requests for withdrawal from courses after the twelfth week of instruction (retroactive withdrawal) are seldom granted. Students are expected to formally withdraw from classes or the University prior to the end of the twelfth week of instruction if work, personal, or health reasons interfere with class attendance or ability to complete work or exams.

Withdrawals for Extenuating Circumstances

Complete Withdrawal for Medical Reasons. The University may allow a student to withdraw without academic penalty from all classes if the following criteria are met:

A completed Withdrawal Form, including any required medical documentation, is submitted to Cougar Central before the end of the semester, and
The student presents evidence to demonstrate that a severe medical or debilitating psychological condition prevented the student from attending and/or doing the required work of the courses to the extent that it was impossible to complete the courses.

A grade of “W” will be used for withdrawal from all courses for the term due to medical reasons, and will not be counted toward the maximum 18 units allowable for withdrawals.

Repeat Complete Medical Withdrawal. If the student has been granted a complete medical withdrawal in the subsequent preceding term, then additional medical withdrawal requests must consider the question of whether or not the student can complete appropriate educational objectives, and must be reviewed on a case-by-case basis.

After a repeat medical withdrawal is granted, the student may be required to obtain a clearance from an appropriate medical or psychological professional that states the student is well enough to return to classes with the full expectation that the student will be able to complete the semester and intended educational objectives.

Withdrawal Procedures for Students Mobilized for Active Military Duty. Students called for active military duty may withdraw from courses throughout the term without restriction or penalty with the appropriate documentation. For clarification of Veterans Administration policies on withdrawals, incompletes, course repeats, etc., please contact the veterans’ representative located in the Office of Registration and Records.