The Graduate School Regulations and Procedures

Each student is responsible for the proper completion of his or her academic program, for familiarity with the University of North Carolina at Pembroke Catalog, for maintaining the grade point average required, and for meeting all other degree requirements. The final responsibility for a successful college career rests with the student.

Detailed information on each program, including requirements specific to individual programs, is contained in the “Graduate Degrees and Programs” section under The Graduate School. The academic departments that house the graduate programs are responsible for ensuring that the information in the program sections is accurate. Program curricula, course offerings, and course schedules are determined by the individual departments/schools/colleges.

Graduate School Admissions

Overview of The Graduate School Admissions Process

UNCP welcomes applications from qualified persons whose academic preparation and aptitude predict success in graduate school. To be considered for admission to The Graduate School, an applicant must have an earned bachelor’s degree or higher from an accredited college or university accredited by an institutional accreditor recognized by the US Department of Education. You can find a list of approved accreditors at DAPIP | Agency List.

Degrees awarded from an accreditation agency not on this list are subject to further review for eligibility. Exceptions on standard accreditation may be granted for applicants with international degrees, including applicants with three-year degrees from institutions in Europe participating in the Bologna Process. Information about the Bologna Process can be found at http://www.ehea.info/.

Admissions decisions are generally based on consideration of undergraduate academic records, graduate records, if applicable, written statement of purpose, letters of recommendation, and any other program-specific requirements. Some programs do require the submission of standardized test scores. Applicants whose undergraduate degrees are still in progress may apply for conditional admission. The Graduate School website (www.uncp.edu/grad) provides important information for prospective students, including application forms and requirements, submission guidelines, application deadlines, and timeframes for admission. Additional information is available on the website of the specific degree program.

Disposition of Application Materials

Any student who supplies false or misleading information or conceals pertinent facts to secure admission to UNCP may be denied admission or, if admitted, may be immediately dismissed from the University. Such a student may be ineligible to receive any credit from the UNCP Graduate School.

All materials submitted for admission consideration to The Graduate School become the property of the University and are not returned. Copies will not be provided to persons outside the University unless required by law. Copies will, however, be provided to appropriate offices at the University in the interest of academic matters or financial awards relative to the applicant. Applications and supporting documents are retained according to the retention policies of the state of North Carolina.

Admission Deadlines for Early Consideration

Interested applicants should check the information on the website for admission terms and deadlines, noting that some graduate programs admit students every term, but others admit students only once or twice a year, and often, the beginning term is summer I. Similarly, the deadline for applications varies by program, but for programs not specifying an application deadline, students may be admitted until the term begins. If a deadline for a program is not specified, application materials and all supporting documentation should be submitted to The Graduate School at least one month prior to the projected enrollment date (at least six months prior to the projected enrollment date for international students). Additionally, some programs will reach admission capacity early.  When capacity is met or an application deadline passes, subsequent applicants will be considered for the next term of admission, which may be a year later. Check program websites for details.

The Admissions Decision

The Dean of The Graduate School (or designee) and the Director, designee, or committee of the appropriate graduate degree program evaluate all applications that meet the basic eligibility criteria (see admission requirements below). Meeting the minimum qualifications for general admission to The Graduate School or for a specific program does not guarantee admission.

The admissions decision is made by the Dean of The Graduate School or designee upon recommendation from the appropriate Director of a graduate degree program. No single consideration dictates decisions on applications; instead, numerous factors and their relationships to one another impact such decisions. The Program Director’s recommendation and the Dean’s official admission decision are based upon an analysis of both quantitative and qualitative data submitted by the applicant. 

Categories of Admission

All students seeking to enroll in any graduate class must be admitted to The Graduate School, or they must have specific permission from the Dean of The Graduate School. The Graduate School admits graduate students in one of the following categories:

• full admission to a program,
• conditional admission to a program,
• enrichment students, and
• visiting graduate students.

In addition, UNCP undergraduate students who have at least 75 hours of course credit (at least 24 credit hours at UNCP), have at least a 3.0 GPA, and gain permission may participate in Undergraduate Privilege.  This opportunity allows students to take up to twelve (12) semester hours of graduate credit, which may also count towards an appropriate undergraduate and graduate degree.

Admissions categories, admission requirements, and undergraduate enrollment are further explained in the sections below.

Full Admission to a Program

To be eligible for consideration for full or conditional admission to a degree program, an applicant must (Occupational Therapy applicants, view information below):

• submit a completed online application;
• pay a non-refundable application fee;
• submit official transcripts to The Graduate School (see transcript requirements);

Additional program admission requirements could include:

• an official report of satisfactory scores on an entrance examination;
• academic and/or professional recommendations submitted on her/his behalf;
• a copy of a current NC teaching license, or a current license from another state, if applicable;
• an essay;
• personal interview;
• resume/curriculum vita, and/or;
• a background check.
• See the program-specific requirements and reference stipulations posted here.

Information about the admissions requirements for international students can be found in a separate section below and on The Graduate School website.

Transcript Requirement

1. Applicants are to have an official transcript sent to The Graduate School from:
2. all colleges/universities in which a bachelor’s degree or higher was earned or is in progress. One transcript must indicate a baccalaureate degree was earned from an accredited institution (see list of acceptable accrediting bodies). Applicants may submit additional transcripts for consideration.
3. any colleges/universities in which course work was completed within 5 years of the date of application.
4. any institution showing relevant courses for a program’s prerequisite courses or for transfer credit consideration (if master’s or doctoral level).  See Program Specific Requirements.

Note: Community college transcripts (even if a degree was earned) do not have to be submitted, but all transcripts submitted will be considered.

Additional Guidance:

1. Applicants who attend or previously attended UNCP do not need to provide UNCP transcripts nor a transcript from an institution appearing on the UNCP transcript.
2. Students conditionally admitted into a graduate program pending degree completion are to submit an official, degree-dated transcript within the first two months of enrollment (this is not required for UNCP graduates).
3. Applicants may be asked to submit additional transcripts for admission consideration.
4. Applicants who earned a degree from an institution outside the United States must submit an official evaluation (directly from the company) of their transcripts by NACES accredited credential evaluation service and do not need to send transcripts to the UNCP.

Entrance Examination Requirement for Admission

Some programs require applicants to submit an official report of satisfactory scores on an appropriate standardized entrance examination as described below (some programs waive entrance exam requirements for applicants with an advanced degree):

• Master of Public Administration (MPA) applicants with an undergraduate GPA of 3.0 or above are not required to submit GRE scores. Applicants with less than a 3.0 GPA may gain admission with GRE scores of the 30^th percentile or higher on all three criteria.
• Master of Social Work (MSW) applicants who do not meet the minimum undergraduate degree GPA admission criteria of 2.75 but have at least 2.50 GPA may be considered for the traditional program if they meet specific criteria.  One possible criterion is if the applicant has at least a GRE score of 148 in Verbal Reasoning, 145 in Quantitative Reasoning, and 3.5 in Analytical Writing. (MAT or any other exam will not meet this criterion).
• Master of Business Administration (MBA) applicants with a 2.5 (4.0 scale) or higher undergraduate GPA with 1 year of relevant work or student leadership experience are not required to submit Graduate Management Admissions (GMAT) or GRE test scores. All other applicants are required to submit GRE or GMAT test scores.
• For some Master of Arts in Teaching programs, passing Praxis II scores can be accepted in lieu of 24 prerequisite credit hours in the discipline. See Program Specific Requirements for more information.

If an applicant already holds a master’s degree or above (e.g., master’s, doctorate, J.D.), the entrance test requirement may be waived.

Recommendations

Most programs require applicants to provide contact information for academic and/or professional recommenders in the online application. Applicants should review Program Specific Requirements for specific recommender guidelines. The MBA program does not require recommendations.

Licensure Requirements

Applicants for the D.N.P. program must submit an unencumbered, active license as a Registered Nurse in the US or US Territories in which the applicant’s practicum project may be completed.

Applicants for graduate programs leading to licensure by the North Carolina State Board of Education must submit a copy of any current licenses held. This is not a requirement for applicants for Clinical Mental Health Counseling, Professional School Counseling, or Master of Arts in Teaching (M.A.T.) degrees.

International Applicants:

The Graduate School of The University of North Carolina at Pembroke welcomes applications from potential graduate students from other nations. In addition to the above listed application requirements, international students must:

1. Submit satisfactory scores on the Test of English as a Foreign Language (TOEFL), International English Language Testing System (IELTS), or Duo Lingo if English is not the native language:

• The minimum TOEFL score is 79 on Internet-based (iBT) or 550 on paper-based (PBT) test.
• The minimum IELTS overall score is 6.5, with a minimum score of 6.0 on each of the four bands.
• Minimum Duolingo score is 105.
• Exceptions to the English standardized exams are available for the three categories of international applicants:
  • International applicants who have received or will receive a degree from a regionally-accredited university in the United States.
  • International applicants who have received or will receive a degree from an accredited university abroad, where English is the sole language of instruction. Applicants in this category must provide an official letter of verification from that university that English is the sole language of instruction, along with the applicant’s date of graduation (or anticipated date of graduation for those who are still working on their bachelor’s degree). Failure to provide an official letter of verification will mean that the standardized English exam scores will be required for admission.
  • International applicants from countries where English is the sole official language of instruction (Australia, Bahamas, Barbados, Canada-except Quebec, Ghana, Ireland, India, Jamaica, Kenya, New Zealand, Nigeria, St. Vincent and the Grenadines, Trinidad, Tobago, Uganda, and United Kingdom - England, Northern Ireland, Scotland, Wales).
  • Have successfully completed UNCP’s English Language Institute (ELI).
  • Other exceptions may be considered on a case-by-case basis.

2. Submit official proof of financial support and other documents as required by the Office of Global Engagement upon admission.

Conditional Admission to a Graduate Program

Students may be conditionally admitted into a program if they do not meet all requirements for a program, but their circumstances warrant conditional admission. Conditionally admitted students who do not complete the conditions and are not fully admitted into a program within one year are no longer eligible for financial aid until the conditions of their admission are complete.

Enrichment Student Admission

Applicants who possess a baccalaureate degree from an accredited institution of higher learning, who are not enrolled in degree programs at other institutions, and who wish to complete courses at UNCP for personal or professional enrichment may qualify for admission as enrichment students. Students in this category may enroll in up to six (6) credit hours in a semester. Continuation of enrollment beyond one semester in this category requires the written approval of the Dean of The Graduate School. Twelve (12) semester hours of credit (if appropriate and within the time limit) earned as an enrichment student may later be applied toward degree requirements (see Transfer Credit[CB1]  section).

Individuals seeking to enroll in enrichment studies must:

1. submit a completed online application;
2. pay a non-refundable application fee; and
3. submit an official transcript(s) to the Graduate School (see transcript requirement details under “Full Admission” section).

Visiting Student Admission

Visiting graduate students enrolled in the graduate schools of accredited institutions of higher learning are welcome at The University of North Carolina at Pembroke. Qualified visiting graduate students may study for one semester or summer at UNCP and transfer credits back to their home institution after securing the written approval of the Dean of The Graduate School. To gain admission as a visiting graduate student, an applicant must be in good standing at, and be eligible to return to, the home institution. The decision to admit visiting graduate students rests with the Dean of The Graduate School. Also, visiting graduate students who wish to enroll for an additional semester must secure the written approval of the Dean of The Graduate School. To be eligible for admission consideration as a visiting student, an applicant must:

1. submit a completed online application,
2. pay the non-refundable international application fee, and
3. submit a letter-of-good-standing signed by the Graduate Dean (or an appropriate official) of her/his home graduate school specifying the course(s) for which transfer credit may be earned.

Enrollment for Additional Graduate Licensure

Applicants who possess graduate (M level) licensure by the North Carolina State Board of Education may enroll in some graduate programs to earn additional graduate licensure. Students who wish to exercise this option must apply to The Graduate School for admission. The School of Education Licensure Officer and the Program Director will identify the requirements for a recommendation for additional graduate licensure to be forwarded to the Department of Public Instruction by UNCP. This enrollment status does not qualify the student for an additional degree.

Second Master’s Degree

Individuals who possess a master’s degree and wish to enroll at UNCP to earn a second master’s degree must apply for admission to the selected program area and, upon acceptance, complete all program requirements for that degree. Graduate students may transfer up to twelve credit hours (with a grade of B or better) with approval of the Program Director and the Graduate Dean.

Transfer credit hours are subject to the five-year time limit (six years for the Professional School Counseling, Clinical Mental Health Counseling, and Social Work programs) applied to all coursework credited toward the master’s degree, with the exception of reinstated credits sanctioned by the Graduate Appeals Committee (see “Lapsed Credit” and “Appeals” sections of this catalog).

Graduate Certificates

Graduate Certificates (GCs) represent a carefully curated series of advanced graduate-level academic courses. Upon successful completion, the certificate details are added to the student’s academic transcript. Graduate certificates are not retroactively conferred, except when contingent on completing a specific graduate degree, with recognition granted upon proof of degree completion. Students enrolled in graduate certificate programs may qualify for federal financial aid; for further details on qualifications, visit uncp.edu/fa or reach out to the Financial Aid Office.

Admission:

• Current UNCP Graduate Students:
  • Currently enrolled UNC Pembroke graduate students should complete the “Certificate and Licensure Application for Currently Enrolled Graduate Students.” You can find this form on the Graduate School forms website.
• Others (anyone not a current UNCP student):
  • To pursue a certificate, applicants must complete an application through the Graduate School application portal available at uncp.edu/grad, pay the application fee, and submit the required documents, which vary by program.

Undergraduate Privilege for Graduate Coursework

Undergraduate students who have successfully completed 75 hours of undergraduate coursework, with 24 hours completed at UNC Pembroke, may gain permission to take graduate courses by completing the Undergraduate Privilege form located on the Graduate School Forms and Resources website. Students should note that up to twelve hours (12) of successfully completed (B or better) graduate coursework may count towards their master’s degree, depending on the program and courses, and may also count towards their undergraduate degree. Students should note that these courses are subject to all Graduate School rules and regulations (time to degree, grading, etc.).

To be eligible, undergraduate students must:

• have successfully completed 75 hours of course credit (at least 24 credit hours at UNCP),
• have at least a 3.0 GPA at UNCP, and
• submit the Undergraduate Privilege form, properly completed and signed, to The Graduate School.

NOTE:

• Graduate course grades do NOT count in one’s undergraduate GPA.
• Graduate level coursework may only be applied to both an undergraduate and a graduate degree if the student receives proper prior approval.
• Graduate course grades count in graduate GPA and towards the graduate regulation of three “Cs” or one “F” dismissal.
• Permission to take graduate courses does not guarantee future admission into a graduate program.
• If the course(s) is/are counting towards completion of an undergraduate degree, financial aid may apply.
• Students taking graduate courses may withdraw from the course up to two weeks before the last regular class meeting for a regular 15-week course or the equivalent in shorter term courses.
• Undergraduate students taking and failing a graduate-level course may appeal to the Graduate Appeals Committee for permission to apply for admission into a graduate program following the guidelines under Special Readmission Regulation for Students Dismissed for Academic Reasons.
• Undergraduate students may not take graduate hours in Thesis, Independent/Individual Study, Practicum, or Internship courses.

Student Health Insurance and Immunization Requirements

UNCP students have student health insurance and immunization requirements that vary by program type and credit hours.  Information may be found in the Student Affairs section of this catalog.

Residency Status for Tuition Purposes

North Carolina law requires students who are not residents of the State to pay a higher rate of tuition than that charged North Carolina residents. See Tuition and Fees section of the Catalog for additional information.

Transfer Credit

Graduate students may transfer up to twelve (12) credit hours of relevant graduate coursework from an accredited institution, provided they have earned a grade of B or better. Transfer credit is subject to approval by both the Program Director and the Graduate Dean.

It is the student’s responsibility to request approval for transfer credit. The Transfer Request Form is available on The Graduate School website. In addition to the form, students must submit an official transcript reflecting the credit, along with a course catalog description for each course. A course syllabus may also be required.

For previously completed courses, students must submit the completed Transfer Credit Request Form to The Graduate School within one calendar year of the first day of classes in their first semester or summer session at UNCP, including any prerequisites required for their graduate program. Requests submitted after this deadline will not be processed.

If a student intends to take graduate courses at another institution for transfer to UNCP, they must obtain prior written approval from both the Program Director and the Dean of The Graduate School. The completed Transfer Credit Request Form, signed by the Program Director, must be submitted to The Graduate School at least 30 calendar days prior to the first day of classes in the UNCP semester or summer session that corresponds to the timeframe of the course(s) being taken at the other institution. Late transfer credit requests will not be processed.

Transfer credits are subject to a five-year time limit (six years for the Professional School Counseling, Clinical Mental Health Counseling, and Social Work programs) for all coursework applied toward the master’s degree, with the exception of reinstated credits approved by the Graduate Appeals Committee (refer to the “Lapsed Credit” and “Appeals” sections of this handbook).

Deferral of Enrollment

A student can defer their enrollment for up to one (1) calendar year by sending an email to grad@uncp.edu requesting to defer enrollment. After a year’s time, a student must reapply for admission and pay a new application fee.

Military Deferral of Enrollment

A student called to active military duty before enrolling in courses may request a deferral of admission using the process below:

• The student must submit a request (i.e., letter or email) and documentation to The Graduate School for a deferment stating the reason for the request (call to active duty), indicating the term he/she wishes to re-enroll (the term can be changed if needed).
• The Graduate Dean approves the deferment and informs the Program Director and student of the approval.
• If the student’s discharge from the service is delayed, the student contacts The Graduate School and requests an extension of his/her deferment. The Graduate Dean will approve the delay and inform the Graduate Program Director.

New Graduate Student Orientation

All degree-seeking graduate students are strongly encouraged and expected to attend the scheduled orientation session. Students are held responsible for knowing and understanding the information provided during orientation sessions. Dates and times of the orientation sessions are emailed to students and  emailed to students and posted on The Graduate School website.

Graduate Academic Expectations

Overview of Graduate Program Requirements

Each student is responsible for:

• proper completion of his or her academic program;
• familiarity with the University of North Carolina at Pembroke Catalog and Graduate regulations;
• maintaining the grade point average required; and
• meeting all other program requirements. 

The academic advisor will provide counsel, but the final responsibility for a successful college career rests with the student.

To receive a graduate degree, certificate, or licensure recommendation from The University of North Carolina at Pembroke, students must successfully complete the prescribed program of study with a cumulative grade point average of at least a 3.0 on a 4.0 grading scale and submit a completed graduation/program completion application and fee by the deadlines established (see chart below).

Graduate Certificate Policies and Procedures

• Transfer Credits:
  • Some Graduate Certificate (GC) programs may consider transfer credit. For specific information, consult with the GC coordinator.
• Course Requirements:
  • GCs vary in terms of number of credits, possible prerequisite degrees, and/or courses, but all require an undergraduate degree or equivalent.
• Minimum GPA:
  • To obtain a GC, you must maintain a minimum grade point average (GPA) of 3.000 across all certificate coursework. All courses are subject to The Graduate School grading/dismissal regulations. Some GC programs may stipulate a grade of “B” or higher in each course. Check the program website and/or program section of the catalog for specifics.
• Completion Timeline:
  • GCs should be completed within five years, starting from the date the student initiates courses applicable to the GC. To have a course taken over five years ago considered for the GC, contact the Graduate School for the appeal process.
• Counting courses towards a degree-seeking program and certificate:
  • Some courses taken as part of GC requirements while pursuing a degree program may fulfill both sets of requirements. It is advisable to consult with the certificate coordinator to determine whether courses taken as part of a degree-seeking program are eligible for inclusion in a GC.
• Counting courses towards two certificates:
  • Students have the opportunity to earn multiple certificates from the University of North Carolina at Pembroke, with each certificate comprising a minimum of nine unique credit hours.

Level of Course Work

All coursework applied toward a graduate program must be earned in courses designed for graduate students (numbered 5000 and above at UNCP).  No undergraduate (4000 level or lower at UNCP) coursework may be applied to a graduate degree. 

Enrollment

Full-time enrollment in The Graduate School is nine (9) graduate credit hours during a regular (15-week) semester.  In general, graduate students may enroll in no more than sixteen (16) semester hours during fall and spring semesters [CB4] (some programs may limit registration hours). Students may complete an Overload Request form to request permission to enroll in additional hours. Students employed on a full-time basis are encouraged to take six (6) credit hours a semester or less. During each summer session, graduate students may enroll in a maximum of eight (8) credit hours for a total of sixteen (16) credit hours during the summer. 

Accelerated online students should check with their advisor before taking more than six (6) credit hours a term.

A graduate student must be enrolled in a course the semester (Fall, Spring, or Summer) in which he/she is completing his/her graduate work or is scheduled to receive her/his degree/certificate or complete their program of study. Registration is required for graduation and allows students access to faculty and campus facilities (ex. Library access).

GRD 5000 (Continuous Enrollment) is a 3-hour graduate course and GRD 5001 is a 1-hour graduate course available to graduate students who have no program of study courses remaining but have unfinished requirements (including incomplete grades) and need to be registered for the purposes of graduation or other campus/library access. These courses do not count towards a degree, are graded P/F, and are not calculated in the grade point average.

Advisement

Each student admitted to a graduate program is assigned a graduate faculty member from the academic department as an advisor.

Advising is scheduled each semester in conjunction with pre-registration, during which currently enrolled students who are in good standing are provided the opportunity to pre-register for the subsequent semester and/or summer sessions. The registration process is completed on BraveWeb and requires a PIN, which must be obtained from the assigned advisor.

Each student is responsible for properly completing his or her academic program, familiarizing himself or herself with the University of North Carolina at Pembroke Catalog, maintaining the required grade point average, and meeting all other degree requirements. The academic adviser will counsel, but the student’s final responsibility for a successful college career rests with the student. 

Academic Progress

The academic progress of each graduate student is monitored on a regular basis by the Graduate Office, the student’s advisor, and/or the appropriate Program Director. A minimum GPA of 3.0 is required to receive a graduate degree or complete requirements in non-degree programs.

Grading

It is expected that students enrolled in graduate courses demonstrate breadth and depth of understanding significantly beyond the undergraduate level.  While letter grades are used in the graduate program, they differ substantially in meaning from the undergraduate program.

A grade of “A” designates that the graduate student’s performance has been superior, going above and beyond what is normally expected in a graduate class.

A grade of “B” designates that a graduate student’s performance has been satisfactory and that the student has demonstrated the level of understanding normally expected in a graduate class.

A grade of “C” designates that the graduate student’s performance has been poor and that the student has demonstrated significantly less understanding than normally expected in a graduate class.  An accumulation of 3 “C’s” makes the student ineligible to continue graduate studies at The University of North Carolina at Pembroke, and he/she will be dismissed (see “Dismissal” section). Students readmitted following an academic dismissal must abide by the guidelines outlined by the Graduate Appeals Committee.

A grade of “F” designates failure of the course. A graduate student who receives an “F” is ineligible to continue graduate studies at UNCP, and he/she will be dismissed (see “Dismissal” section). Students readmitted following an academic dismissal must abide by the guidelines outlined by the Graduate Appeals Committee.

A grade of “I” (incomplete) is given when the student is unable to complete work because of an unavoidable circumstance such as illness. It is not to be given to enable a student to do additional work to improve a grade.  Assigning the “I” grade is at the discretion of the individual instructor. It is the student’s responsibility to request the “I” grade. Generally, the student will have completed most of the work required for the course before the grade of “I” is requested. An incomplete must be removed within one semester (excluding summer term), or it will automatically be converted to a grade of “F.” In determining quality hours and quality point averages, an “I” is counted as an “F” until it is removed.  A grade of “I” does not fulfill prerequisite requirements.

The “P” grade is earned in designated courses and carries semester-hours credit.  Credits earned are not counted in quality hours for quality point averages.

A grade of “T” indicates that a thesis or internship grade is pending and is issued only for thesis research and capstone courses and for the year-long internship in school administration.

A grade of “W” indicates that a student officially withdrew from a course (see “Withdrawal Regulation” section below).

Time Limits

All course work applied toward the graduate degree must have been completed within five years of formally starting the program. Students enrolled in  Clinical Mental Health Counseling, Professional School Counseling, and Social Work degree programs have six years to complete their program. The time requirement is based upon the academic calendar.  For example, if a student enrolls for a Fall semester graduate course, then this student is one year into his/her time limit at the start of the next Fall semester[IA5] .

Graduate Extension of Time to Degree for Military Leave of Absence

When a student on military leave of absence plans to resume graduate study, he/she must inform The Graduate School. The Graduate School will readmit students who were in good academic standing at the time of their call to duty and who seek readmission no later than three years after the completion of the period of service.  Readmission fees will be waived.

The Graduate School follows the University policy concerning course withdrawals for military leave of absence.  In the case of a military leave of absence, the time clock related to the time limit for the completion of the degree will be stopped at the semester in which the leave begins. The time clock will resume upon the student’s return to the program. While all academic credit, including transfer credits taken before enrollment in the graduate program, will remain on the graduate transcript, courses originally approved to be counted toward the degree program which now fall outside of the original time limit must be reviewed for content relevancy and approved through the credit reinstatement (appeals) process.  In some cases, additional coursework may be warranted due to outdated information.

Withdrawal Regulation

Graduate students may find it necessary or advisable to withdraw from one or more courses during a term. If a student withdraws from all courses in which they are enrolled, they must withdraw from the university. The deadline for withdrawal depends upon the schedule for the course and the format of the course. The deadlines for withdrawing from a graduate course are included in the official Graduate Academic Calendar that is posted on the website of The Graduate School. Withdrawal forms are available on the Forms and Resources webpage.

Withdrawing from a course does not excuse a student from the time to degree requirement in which all program requirements must be completed.

It is the student’s responsibility to adhere to the withdrawal deadline and to submit the withdrawal form to The Graduate School. Students who do not officially withdraw from a course by the established deadline may receive a grade of “F.” A graduate student who receives an “F” is ineligible to continue graduate studies at The University of North Carolina at Pembroke, and he/she will be dismissed. The student is not considered officially withdrawn until the appropriate withdrawal form is filed with The Graduate School Office.

The date that a graduate student submits his/her withdrawal form to The Graduate School is considered the last date of attendance for financial aid and student accounts purposes. If a student receives financial aid, the student should consult with his/her counselor to determine the impact of the withdrawal on his/her financial aid status. A student must successfully complete 67% of their coursework to maintain Satisfactory Academic Progress (SAP) to remain eligible to receive financial aid. Graduate students withdrawing from the university may be required to repay some or all of the financial aid received for the term. See Satisfactory Academic Progress (SAP) Policy for Financial Aid. If the withdrawal occurs when refunds of tuition and fees are still possible, the Office of Student Accounts will adjust tuition, fees, room, and board charges on a pro-rated basis. For more information on refunds, see POL 07.55.02 - Student Refund Policy.

A student in good standing may return to his/her graduate program within one (1) academic year without the need to submit a Readmission Application. After one (1) academic year has passed, the student must complete a new application for readmission through the UNCP Graduate School Application Portal.

Repetition of Courses

Certain graduate courses may be repeated for credit (e.g., thesis, professional paper or capstone study/project courses) and are identified in the course description in the program sections of the UNCP Catalog.  Students in programs with repeatable courses must enroll in the repeatable course each semester and continue enrollment each semester during the regular academic year (fall, spring) until all requirements are complete. 

If the student is defending the paper or project during this summer term, the student must register for the repeatable course during at least one summer term and must be enrolled the semester or term they graduate.  Students should contact their Program Director for guidance regarding courses that must be repeated for credit and for clarification concerning credit hours if the credit hours listed for a repeatable course are variable.

A graduate student may gain permission to repeat a course (beyond those identified as repeatable) one time with the approval of the Program Director and Dean of The Graduate School. Both grades earned in the repeated course remain on the student’s transcript and are calculated in the student’s graduate GPA, but credit for the course is awarded only once. Students wanting to repeat a graduate course should complete a Repeat a Graduate Course Request form and submit it to the Graduate Office.

Study Off-Campus and Abroad

Students enrolled in graduate school at UNCP may choose to study abroad or off-campus. Graduate students may participate in short-term (2-6 weeks) or long-term (semester) options that fit their academic program. They will need prior written approval from The Graduate School Dean (to ensure the transfer of course credit back to UNCP and their program) and should work with the Study Abroad Office. For additional information on graduate options for study abroad, please contact your Program Director and the Office of Global Engagement at 910-775-4095. 

Graduate Assistantships

The University offers a number of Graduate Assistantships to qualified graduate students. Graduate assistantship appointments may be for one semester or academic year and assistantships may or may not be renewed. Graduate assistantships generally are not available during the summer months. Other Graduate Assistantships are sometimes offered through departments, grants or for specific projects. GAs must be enrolled during the term employed. To be eligible for a graduate assistantship, a student must be:

• formally admitted to one of the graduate programs:
• maintain a 3.0 overall GPA;
• be registered for a minimum of nine hours per semester or three hours during each summer term; not otherwise be employed; and
• be able to work a determined number of hours a week in the GAship. 

Partial tuition scholarships may be awarded to Academic Affairs-funded Graduate Assistants if sufficient funds are available. Additional information

Degree and Program Completion

Commencement and Conferral

A graduate student in a degree-seeking program may participate in commencement exercises if he or she has met all the catalog and program requirements for graduation. Students are to meet requirements of the catalog which was current at the time the students entered the institution or a subsequent catalog in consultation with their Program Director.  If a student is readmitted after attendance is interrupted for more than one year (two semesters) the student must meet the requirements of the catalog in effect at time of readmission (or those of a subsequent catalog in consultation with the Program Director).  A student moved to a subsequent catalog will not be allowed to revert back to any previous catalogs. When commencement takes place before final grades are processed, a graduate student may participate in commencement unless The Graduate School or Registrar has been notified that the student will not meet all degree requirements by the last day of exams.

When program requirements change to meet state licensure requirements; it is possible that a degree candidate is allowed to participate in commencement but may not receive a licensure recommendation until updated licensure requirements are completed.

A graduate student is eligible to participate in the commencement ceremony that coincides with the semester during which he or she will complete all degree requirements. Specifically, if a graduate student will complete degree requirements during the fall semester, he/she is eligible to participate in the Winter Commencement and likewise for the spring semester. If he/she will complete degree requirements during the summer (i.e., between the end of the spring semester and the beginning of the fall semester), he/she is eligible to participate in the following Winter Commencement.

A graduate student must be enrolled in a course any term in which s/he is completing her/his graduate work or is scheduled to receive her/his degree. Registration is required for graduation and allows students access to faculty and campus facilities (ex. Library access).

If a graduate student elects to receive his/her diploma in absentia, the student should submit the online Absentia application.

Graduate Student Research

Research projects are an integral part of graduate programs. If research for a project involves human subjects, the appropriate Institutional Review Board approval is required prior to collecting any data from or interacting with human subjects. Important information is available at the Institutional Review Board’s website (www.uncp.edu/irb/).

Comprehensive Examinations and Other Projects

Candidates for some graduate programs may be required to complete/pass requirements outside of coursework. These requirements could include written or oral comprehensive examinations, standardized testing, capstone projects, or submission of a professional paper. Such requirements are program-specific, are considered part of the program of study, and are the responsibility of the student under the direction of their Advisor or Program Director.  A student who fails any section(s) of a comprehensive examination must wait until the next regularly scheduled administration of the examination to retake the entire exam or portion(s) of the failed exam, depending on program regulations.

Information on the specific timeframes and formats of the comprehensive examinations and/or projects for individual program areas is available from the Program Directors for the individual graduate programs.

Thesis

Some graduate programs require a thesis to be completed as part of the program of study, and in some programs a thesis is optional. Students completing a thesis are assigned a Thesis Advisor. The thesis project must be approved by the thesis advisor and a thesis committee. Approval by the Institutional Review Board is required if research for the thesis involves human subjects.

The candidate and the thesis advisor are to follow the graduate thesis guidelines provided online and submit the required forms and final thesis according to the directions therein. Following a successful defense, and when all final corrections to the thesis are made, it is the responsibility of the student to provide the Dean of The Graduate School with an electronic copy of the work for Graduate School approval at least two weeks before the end of the semester in which the student expects to complete degree requirements. The final approval of a thesis rests with the Dean of The Graduate School.

Upon approval of this draft, a final copy meeting the specified qualifications should be submitted to The Graduate School, if any additional changes are necessary. Additionally, the candidate must submit the thesis electronically in PDF format and complete forms to have the thesis added to the University’s digital archives or Institutional Repository. Forms and directions regarding thesis submission are located on The Graduate School thesis website.

Licensure by the N.C. State Board of Education

Students completing programs leading to licensure by the North Carolina State Board of Education must submit a licensure application to the appropriate offices. Application forms are available on the School of Education website’s Licensure Office page.  UNCP does not grant licensure; therefore, graduating from a program does not guarantee licensure.

Graduate Due Process

Dismissal

An accumulation of nine (9) semester hours of “C” quality work, or a single grade of “F,” makes a graduate student ineligible to continue graduate studies or to receive a graduate degree at UNCP, and he/she will be dismissed. Students readmitted following an academic dismissal must abide by the guidelines outlined by the Graduate Appeals Committee.

Appeals for Graduate Students (Excludes Academic Honor Code Violations/Appeals)

Graduate students have the right to file an appeal with The Graduate Appeals Committee (GAC), the designated “due process” body for graduate students, as established by The Graduate Council. This does not include appeals related to Academic Honor Code violations, which are handled by the Office of the Provost. Students may appeal for reasons such as an Extension of Time to Degree, Credit Reinstatement or Transfer Credit after the Deadline, and for Permission to Apply for Readmission after Dismissal for Academic Reasons. Please note that Permission to Apply for Readmission after Dismissal for Academic Reasons may only be granted once. The Grade Appeal process is separate and can be found in the Grade Appeal Regulations section.

The GAC meets in February, June, and October. Completed appeal materials, including signatures from the Program Director, Chair, and Dean, must be submitted to The Graduate School by the 15th of the month prior to the scheduled meeting month. The appeal should clearly state the reasons why the student believes the appeal should be granted.

Completed appeals submitted by the deadline will be reviewed at the next GAC meeting. The student will be notified of the meeting’s date and time and will have the opportunity to address the committee, if desired.

Former students who were dismissed for academic reasons and have not been enrolled in a graduate program at UNCP for at least one calendar year may be eligible for readmission under the Special Readmission Regulation for Students Dismissed for Academic Reasons. Further information on this regulation is available. Dismissed students wishing to reapply to the same or a different program must submit an appeal using The Graduate School Appeals Form. Please note that appeal deadlines are firm and listed in this section.

The GAC is not bound by precedent and evaluates each appeal based on its individual merit. The decision of the GAC is final.

Grade Appeals

Graduate students have the right to appeal a final grade received in a graduate course. To initiate a grade appeal, the student must provide documentation clearly indicating that the grade was awarded due to one of the following reasons: 1) miscalculation, 2) material deviation from the course syllabus (or online course delivery system) without adequate notice of the change, or 3) discriminatory or capricious academic evaluation by the instructor. It is important to note that faculty members have the right to determine an appropriate grading process for their course(s). Cases involving academic dishonesty are handled by the Office of the Provost, while student grievances are handled by the Office of Academic Affairs.

The process for appealing a graduate course grade is as follows:

1. Initial Resolution with Instructor: Students must first attempt to resolve the grade dispute directly with the instructor, either in person or via official communication (university email), within 30 calendar days after grades are officially due (as specified on the Registrar’s academic calendar) for the relevant semester or summer session. The instructor is expected to respond within 10 days.
2. Appeal to Department Chair (or Dean): If the issue cannot be resolved with the instructor or the instructor is unavailable, the student may submit an appeal to the Chair of the department where the grade was assigned (or the Dean of the School if the Chair is the instructor). The appeal must be submitted using the Graduate Appeal form, clearly presenting evidence to support the dispute. The student is responsible for providing appropriate documentation, as a grade appeal cannot proceed without it. The Chair will work to resolve the matter and provide a written resolution to the student and instructor within 10 days using the Graduate Appeal Form.
3. Appeal to College/School Dean: If the student is dissatisfied with the outcome from the Chair, the appeal may be submitted to the Dean of the college or school where the grade was assigned. This appeal must be submitted within 10 days following the receipt of the Chair’s resolution. The Dean will attempt to resolve the issue and provide a written statement of the outcome to the student, instructor, Program Director, and Chair within 10 days using the Graduate Appeal Form.
4. Final Appeal to The Graduate Appeals Committee: If the student remains unsatisfied with the decision from the Dean of the college/school, the appeal may be taken to The Graduate School by November 1 (fall) or April 1 (spring) of the semester following the term in which the grade was awarded. The Dean of The Graduate School will review meritorious cases and may refer the appeal to the Graduate Appeals Committee (GAC). Only the student and instructor will be allowed to present their cases to the committee at their next meeting.

The GAC will not re-evaluate the student’s work to determine whether the grade reflects the professional judgment of the instructor, but will instead consider the materials and arguments presented by both the student and the instructor. The GAC will render a decision and notify the student, instructor, Program Director, Chair, and school/college Dean within 10 days. The GAC’s decision is final and may not be appealed.

Grades not appealed within 30 calendar days after grades are officially due (as specified on the Registrar’s academic calendar) for the relevant semester or summer session will become permanent.

Special Readmission Regulation for Students Dismissed for Academic Reasons

A former UNCP student who was dismissed for academic reasons from the UNCP Graduate School and has not been enrolled in the UNCP Graduate School for a period of one calendar year may appeal for permission to apply for readmission under the Special Readmission Regulation.

To appeal, a former student must complete a Graduate Appeals form requesting Permission to Apply for Readmission after Dismissal and collect all necessary signatures and statements. The appellant should explain the circumstances of his/her dismissal from The Graduate School, and should make the case for how he/she is prepared to be successful if readmitted.

Students may be granted permission to apply for readmission under this regulation only once. Appeals are considered by the Graduate Appeals Committee of the Graduate Council. The Committee’s decision will be final, and there is no opportunity for further appeal. Any readmitted student is subject to the regulations and procedures of The Graduate School that are current at the time of readmission.

Any student readmitted to the same program under this regulation will return on conditional readmission status and must meet the conditions stipulated for her/his readmission by the Graduate Appeals Committee. Included among those conditions will be the stipulation that the readmitted student must earn a B or better in all future courses or be dismissed from his/her program of study and from The Graduate School. 

If a former student wishes to apply to a different graduate program, he/she must first appeal to the Graduate Appeals Committee under the Special Readmission policy gaining recommendation from the desired programs’ Program Director and Chair. If the committee grants eligibility to apply for admission to a different program, the former student must then complete the regular admission process for the new program. Admission to the new program is not guaranteed; the normal admission process and procedures will be followed. A student who ultimately is admitted to a different program under this regulation will return on conditional admission status and must meet the conditions stipulated for their admission by the Dean of The Graduate School and the Graduate Appeals Committee, upon recommendation of the Program Director of the new program. Included among those conditions will be the stipulation that the student must earn a B or better in all future courses after being readmitted or will be dismissed from his/her program of study and from The Graduate School. 

A former UNCP student who was dismissed for academic reasons from The Graduate School may appeal for permission to apply for readmission after one calendar year has passed since the term of dismissal ended. While the student may submit an appeal at any time during this year, they may not be enrolled in the program until at least one year has passed since the dismissal.

To appeal, the former student must complete the Graduate Appeals form requesting Permission to Apply for Readmission After Dismissal for Academic Reasons. The appeal process requires recommendations from the current Program Director and Department Chair, if possible. The student should explain the circumstances surrounding their dismissal and provide reasons why they are now prepared to succeed if readmitted.

Students may appeal for readmission under this regulation only once. Appeals are reviewed by the Graduate Appeals Committee of the Graduate Council, and the Committee’s decision is final with no further opportunities for appeal. Any student readmitted under this regulation must comply with the current Graduate School regulations and procedures at the time of readmission.

A student readmitted to the same program will be placed on conditional readmission status. They must meet specific conditions set by the Graduate Appeals Committee, including earning a grade of “B” or better in every course, or they will be dismissed from the program and The Graduate School.

If a former student wishes to apply to a different graduate program, they must first appeal to the Graduate Appeals Committee under the Special Readmission policy. This appeal requires recommendations from the Program Director and Chair of the desired program. If the Committee grants eligibility to apply, the student must complete the regular admission process for the new program. Admission is not guaranteed, and the normal admission procedures will apply.

A student admitted to a different program under this regulation will also be on conditional admission status. They must meet the conditions set by the Dean of The Graduate School and the Graduate Appeals Committee, in consultation with the new program’s Director. One of these conditions will include earning a “B” or better in every course after readmission, or they will be dismissed from the program and The Graduate School.

Lapsed Credit (Reinstatement of Graduate Credit)

In cases of documented merit and/or continuing professional experience within a given discipline, the Graduate Appeals Committee may, at its discretion, entertain appeal cases for reinstatement of graduate credits earned more than five years ago (six years for Counseling and Social Work programs) at The University of North Carolina at Pembroke or another accredited institution of higher learning. This procedure is available for former graduate students seeking to return to graduate study.

No reinstatement appeal may go to the GAC unless the appeal bears the signature and recommendation of the Director of the student’s graduate program and the Chair and/or Dean of the appropriate academic department. Graduate students seeking to file reinstatement appeals should contact The Graduate School to discuss the appropriate details of filing such appeals.

The Graduate Appeals Committee is the “due process” body for graduate students seeking to file reinstatement appeals. Such cases are considered on an individual, non-precedent-setting basis, and they are evaluated and judged by the GAC on their own merit. The decisions of the GAC are final.