Academic Policies and Grading

Graduate students must enroll in six or more credits per semester to be considered full-time. A minimum of three credits (half-time) is required for financial aid.

Graduate students carry anywhere from one to twelve credits per semester. Students should refer to program handbooks or academic advisors for determining recommended academic load.

Did you know your Financial Aid may be adjusted or canceled if you don’t attend or engage in class?

Financial aid is initially based on your enrollment status. Once the semester begins, faculty report students who never attended/engaged by the census date. At that point, your financial aid may be adjusted/canceled, and you may be required to repay financial aid (including loans) to the college. To ensure progression toward your degree and maintain eligibility for financial aid, you should attend/engage in all of your classes and make every effort to be academically successful. Lack of attendance can cause you to owe back or lose financial aid!

Did you know there is a difference between receiving a grade of F for failing a class versus receiving a grade of XF for failing a class with an attendance issue? To be in compliance with federal regulations, McDaniel uses a failing grade of XF to identify students who failed a class and also never attended or stopped attending the class. If you fail class(es) and also stop attending class(es), you may be required to pay back financial aid and/or lose future eligibility for financial aid, including federal student loans

A graduate student must have a cumulative grade point average (GPA) of at least 3.00 to graduate or receive a post-baccalaureate certificate.

A graduate student must maintain a cumulative 3.00 GPA to remain in good academic standing. If the cumulative GPA drops below 3.00 at the end of a semester (fall, spring, or summer), a student is placed on academic probation. A student remains on academic probation for a maximum of nine (9) additional completed graduate credits or until the student’s cumulative GPA meets or exceeds 3.00, whichever occurs first.

A student will be academically dismissed at the end of the semester if:

1. the student receives one “F” or “XF” at any time during the student’s graduate study at the College; or
2. while on academic probation, the student fails to restore the cumulative GPA to at least a 3.00 within the next nine (9) additional complete graduate credits; or
3. the student is a candidate in the M.S. in Counseling program and receives two grades of “C” or lower at any time during the student’s graduate study at the College.

If one of the above occurs, the student is notified by the Registrar’s Office at the end of the semester that the student has been academically dismissed effective at the end of the current semester. If the academic dismissal occurs as a result of a class that was completed in Session 1 of a semester, the student may, if enrolled in a Session 2 class of the same semester, choose to complete the Session 2 class.

A student has the right to appeal an academic dismissal in writing to the Dean of Graduate and Professional Studies. The written appeal must be submitted within 30 days of the date of the notice of academic dismissal. The Dean of Graduate and Professional Studies or designee will review the appeal and render a decision in a timely fashion. A student has the right to appeal the Dean’s decision to the Graduate Academic Policy and Standards Committee within 30 days of the Dean’s decision. The decision of the Graduate Academic Policy and Standards Committee is final. To support the academic success of the student, the Dean or Committee may set conditions for reinstatement that must be met before the student is allowed to continue in the program. If the appeal is ultimately denied, the student may not reapply to that program.

Prior to the start of a course, students may add or drop a class within Self-Service MyMcDaniel portal.

After classes begin, students may late add a class within the first three (3) days of the official start date of the course only if they have the approval of the instructor and program coordinator and submit the required online Late Add with Instructor Permission form. If approved, the add request is processed by the Registrar’s office.

Students may drop a course during the official drop period, first two (2) weeks of class in the fall and spring semesters and through the second class meeting for a summer term, within Self-Service MyMcDaniel portal. Notifying the instructor of the class drop is common courtesy but is NOT an official drop. Students who do not officially drop a course within Self-Service MyMcDaniel portal by the deadline, will receive a grade regardless of lack of participation and are responsible for tuition/fees.

If a student wishes to drop a course after the first two (2) weeks of class, it is considered a course withdrawal, and a grade of “W” will be posted on the student’s transcript. The student is responsible for completing and submitting the online Course Withdrawal (Graduate) form. Notifying the instructor of the class withdrawal is common courtesy but is NOT an official withdrawal. The “W” grade is not calculated in the student’s GPA. Students may not withdraw from a class two (2) weeks prior to the class ending without permission of the program coordinator and a Graduate and Professional Studies administrator.

Dropping a course after its start may affect a student’s financial responsibilities and future eligibility for financial aid. Visit the current Tuition & Fees  > Graduate Refund Policy within this catalog.

​When considering a late add, drop, or withdrawal, students are encouraged to contact both the Bursar’s Office and the Financial Aid Office to discuss their financial obligations.

A person who has completed the admission requirements and who wishes to attend a course without satisfying the formal course requirements may do so by auditing the course. An audit is entered on the record as “AU,” no credit hours attempted, and no grade or quality points awarded. The instructor sets the amount of participation required in the course. The charge is one-half the regular tuition. While audited courses appear on student transcripts, they do not carry grades or credit. If the student does not meet the instructor’s requirements, the instructor has the right to delete the course from the student’s record. Although students must declare the audit option prior to the end of the second week of class, they can request a change from audit to letter grade up until the end of the semester. Students who choose this option must complete course requirements as assigned, must have the instructor’s approval to change from audit to credit, and must pay the price differential.

If a student is dismissed from any academic graduate program, the student will be informed via McDaniel email and in writing by US mail of the dismissal, including the reason for the dismissal, and any processes or procedures available to them to appeal the dismissal. The graduate academic dismissal form is available here.

If a student is dismissed from an academic graduate program, but not from McDaniel College, the student will be informed of this distinction in writing by US mail. In addition, the student will be informed:

• of any completed coursework that may be transferable to another certificate or degree program within the College, and the student will be provided with contact information to obtain additional information should they choose to explore options for remaining at McDaniel College;
• if they will be allowed to complete any courses in which they are currently enrolled.

Faculty are expected to submitted final grades within 48 hours after the official end of the semester or term and once verified are available to students in the MyMcDaniel Portal > Self-service.

A student’s grade reflects the quality of the scholarly achievement. A total average of 3.00 (B) must be maintained in order to remain in good standing.

Letter grades are converted to numerical values on the following scale:

A grade of I (Incomplete) may be given only for emergency reasons acceptable both to the instructor and the Dean of Graduate and Professional Studies. A completed Incomplete Grade Request Form must be submitted to the Registrar’s Office. The date of completion may not be longer than one academic term (Spring, Summer, or Fall) from the date when the incomplete grade was issued. Any incomplete grade which extends beyond the one-term time limit becomes an “F/XF.”  While carrying an incomplete grade, a student may not register for more than a total of six credits of additional course work.

A grade of IP (In Progress) may be given for students who are continuing to complete requirements for courses that extend beyond one semester, such as internships, special projects, etc. An IP grade can be carried up to one calendar year of the date the IP grade was submitted by the course instructor. Some programs may require students with an IP grade to register for a 1 credit course each term/semester until the IP grade is completed.

A grade of P (Pass) is equivalent to a B (3.0) or better.

A grade of XF is considered a dismissable grade and used during academic standing review.

During the course of a program, candidates may repeat only one course. While both grades will appear on the transcript, only the most recent grade is calculated into the cumulative GPA.

Final course grades submitted by the instructor are considered final and may only be grieved if:

• a reporting or arithmetic error occurred which resulted in an incorrect grade; or
• the student believes the grade was prejudicial and capricious.

In this policy, the term “prejudicial and capricious” means that:

• a final course grade was assigned on some basis other than student performance in the course; or
• a final course grade was assigned based on unreasonable application of standards that differ from the standards applied to other students in the course; or
• a final course grade was determined by a substantial and unreasonable departure from the instructor’s initially articulated grading standards in the course syllabus.

If a student chooses to grieve a grade, the following process and timeline shall be followed. Students may be asked to attend a meeting to clarify information or discuss the grievance at any point in this process. Students who are unresponsive to this meeting request or who refuse to attend will be denied the grievance.

Graduate GPA Requirement

In order to graduate from any master’s degree program or receive a post-baccalaureate certificate, students must meet all program requirements and have a GPA that meets or exceeds the 3.00 standard at the time of completion. Students whose GPA is below 3.00 at the time of program completion will be given one semester to raise the GPA to the required 3.00. The additional requirement will be determined by the program coordinator.

Application for Graduation or Post Bachelor’s Certificate

All students must submit an Application for Graduation or Post Bachelor’s Certificate, which is available in the MyMcDaniel Portal under the Self-Service menu. Prior to filling out an application, students are encouraged to meet with their program coordinators or advisors to be sure they are eligible to graduate. The Registrar’s Office, working directly with program coordinators, verifies all graduation/completion clearances. Degrees and certificates are awarded three times a year: August, December, and May. However, formal commencement exercises are held only in May. The official graduation dates used for the awarding of the degree or certificate are listed on the Academic Calendar.

Graduation Application Deadlines

August Graduation – July 1
December Graduation – November 1
May Graduation – April 1

Commencement Ceremony

A formal Commencement Ceremony is held one time per year in May. Students who have completed all requirements for a master’s degree prior to the May Commencement Ceremony are invited to participate in the ceremony. Beginning in early February, several campus offices will send Commencement Ceremony information. Ceremony information including date, time, participant instructions, and the ordering of regalia, will be listed on the College’s Commencement website as it becomes available.

Petition to Walk: It is the policy of GPS that graduate students may petition to walk in the Commencement Ceremony prior to the completion of their degree requirements if all of the following conditions are met:

• The student’s cumulative program GPA is 3.0 or higher at the time of petition; and
• The student has seven (7) or fewer credits remaining to complete the degree; and
• The final credit requirements will be completed by the end of the summer term; and
• The student is registered for the remaining course(s) no later than April 20.

The Commencement Ceremony is held one time per year in May. Permission to walk in the Commencement Ceremony does not imply the awarding of the degree. The degree will be awarded and the diploma will be mailed to the student at the end of the term in which all requirements of the program are satisfactorily met. Degrees are awarded three times per year in August, December, and May.

Students must submit the online Commencement Petition to Walk (Graduate) form located on the Registrar’s Office page on the portal by April 1. Once submitted, the form will be forwarded to the Program Coordinator / Advisor and then to the Office of the Dean of Graduate and Professional Studies for approval. Students must register for the remaining course(s) by April 20. The Dean of Graduate and Professional Studies will review the petition, verify that the student is registered for the remaining course(s), and notify the student of the approval or denial.

Students who wish to leave the College for medical reasons may request an official Medical Leave of Absence (MLOA). An MLOA is temporary and can be granted for two consecutive semesters. In exceptional circumstances, a third semester of an MLOA may be approved. MLOAs must be requested prior to the final two weeks of classes.

To request an MLOA, students must:

• Discuss their request with their program advisor or the Dean of GPS.
• Complete an MLOA request form.
• Submit documentation to the Dean of Graduate and Professional Studies from a medical provider specifying the reason for the MLOA. The provider must be the student’s treating physician, licensed mental health provider, or other licensed healthcare professional. This provider must not have an immediate familial relationship with the student. The documentation will be kept on file at the Wellness Center and must include:

1. Diagnosis or condition, including onset date if acute or exacerbation date if chronic
2. How this condition results in functional impairments that prevent the student from meeting the expectations of a student
3. Clear recommendation for medical leave of absence from the graduate program.

Students will receive a final decision about MLOA requests via email either from the program coordinator or from the Dean of GPS.

If the request for an MLOA is submitted prior to the last two weeks of classes, the student will receive a grade of “W” for any course in progress when the leave was requested. In the last few weeks of the semester, where practical given the course and the medical condition, students should explore taking an incomplete grade as an alternative to taking an MLOA.

Students who wish to return to their graduate programs should contact their program advisor to discuss the resumption of their coursework. Before a student can resume coursework in programs that include faculty assessment of a student’s professional dispositions for licensure or certification, the student must have an interview with the program’s coordinator and/or members of the program’s faculty. In some cases, students may be required to provide medical clearance for return from their healthcare provider.

Students requesting an MLOA are responsible for contacting Financial Aid (if they have received financial aid) and the Bursar’s Office to review and discuss procedures in those areas.

Educational Records

Educational records are those records, files, documents, and other material directly related to a student and maintained by McDaniel College or any of its agents. The College assumes an implicit and justifiable trust as custodian of these records. Access to and release of student records are determined by College policy, which complies with Public Law 93-380 (the Family Educational Rights and Privacy Act of 1974, often referred to as the Buckley Amendment). Copies of the College Policy on Release of Information About Students and of the U.S. Department of Education regulations implementing Public Law 93-380 are available here.

Retention of Records

Academic records are held by the Registar’s Office. Transcript records are also permanently held by the Registrar’s Office. Documentation pertaining to the registration for each semester is held only for a period of one year. If any questions should arise regarding documentation of enrollment more than one year beyond registration for the course, it will be the student’s responsibility to produce proper documentation to support any claim for a change to the record.

Transcripts

             Official transcripts (electronic (pdf) or paper) are available through Parchment Ordering Service. A $12.00 fee is charged for each official transcript requested.
            
             Access Parchment ordering portal here or at www.mcdaniel.edu/alumni/connect and click on the Parchment Ordering Service link.

Current and former students will need to:

• Create an account with Parchment – be sure to complete as much information as you are able. Use a personal email address instead of your McDaniel email.
• Be sure to select the correct transcript type: undergraduate, graduate, or professional development.
• Official electronic transcripts will arrive at their destination in about an hour; mailed transcripts take from 7 – 12 business days to arrive.
• If the transcript needs to be sent to a specific individual’s email adress, do NOT enter anything in the box that asks where you want it to go. Instead, click on the link that asks if you want it sent to yourself or another third party.
• If the transcript needs to be held for degree posted or current semester grades to post, be sure to selct “Hold of Degree” or “Hold for Grades” in the request.

It is the policy of GPS that graduate students may only be enrolled in one master’s degree program at a time at McDaniel College. Students may be enrolled in a post-baccalaureate certificate program while concurrently pursuing a master’s degree. Upon completing all requirements for one master’s degree program, students may apply to a second master’s degree program. Degrees will be awarded independently upon completion. A total of 60 unique graduate credits must be completed at McDaniel before the second master’s degree is awarded. A maximum of six graduate-level credits (nine for CED School Counseling or twelve for CED Clinical Mental Health Counseling) may be transferred from a previous institution to each degree. Credits may be earned no earlier than six years prior to the start of the master’s program. Only grades of A and B may be transferred.

Additionally, a maximum of six graduate-level credits from the student’s first master’s degree earned at McDaniel College may be used to satisfy requirements of the student’s second master’s degree. The Program Coordinator will notify the Registrar’s office of the 6 credits from the student’s first master’s degree that will be applied to the second master’s degree, if applicable.

Students adhere to the program requirements as stated in the graduate catalog for the academic year in which they are admitted. While students may request to follow the requirements in a newer catalog, students may not follow the requirements prior to the academic year in which the student is admitted. If a student has been withdrawn, and is subsequently readmitted, one of the following occurs:

• If the readmission is within the student’s original program time limitation in which to earn the Master’s degree (six years from the start of the firstcourse) or Post- Baccalaureate Certificate (four years from the start of thefirst course), the student follows program requirements in the original catalog.

• If the readmission occurs after the original time limitations noted above, the student follows program requirements in the current catalog.

Once a student enters a master’s degree program as a degree-seeking student, the student will have six years from the start of the first course to complete all degree requirements. 

Once a student enters a post-baccalaureate certificate program, the student will have four years from the start of the first course to complete all certificate program requirements.

Appeals for extension of the six-year or four-year time limit must be submitted to the Academic Policy and Standards Committee.

Once a student is enrolled as a degree- or certificate-seeking student, the student will remain an active student as long as one course is attempted during a two-year period. Any student who does not attempt to complete a course during a two-year period will be adminstratively withdrawn (inactive) from the College.

A student who fails to complete the program in the allotted time limitation will be withdrawn from the program. Readmittance to the program and program completion requirements will be determined on a case-by-case basis.

Credit earned at another institution may be presented and reviewed by the program coordinator or academic adviser and submitted for transfer approval to a Graduate and Professional Studies adminstrator. Catalog course descriptions may be requested. Specific restrictions are:

• transfer credit must be from institutions accredited by accrediting agencies recognized by the U.S. Department of Education;
• the work must be equal in scope and content to that offered by McDaniel College’s Graduate and Professional Studies;
• only grades of A and B may be transferred;
• a maximum of six graduate level transfer credits may be accepted from other accredited institutions or from a previous McDaniel College master’s degree except for:
  • HRM and CED (School Counseling) students may transfer up to nine credits
  • RDS (Reading Specialist) students may transfer up to ten credits from the Wilson Reading Program
  • CED (Clinical Mental Health) students may transfer up to 12 credits;
• individuals seeking a second Master’s degree must earn a minimum of 60 graduate credits;
• credits may be earned no earlier than six years prior to beginning the master’s degree program; and
• official transcripts must be submitted directly to the College from the issuing institution before credits will be posted on a student’s McDaniel record.

Students seeking transfer credit from coursework earned at an institution outside the U.S. must submit an official transcript(s) that has been evaluated by a professional credential evaluation service. McDaniel College recommends World Education Services (wes.org) but will accept an evaluation from any National Association of Credential Evaluation Services (naces.org) member.

Students who determine they are unable to complete their academic program, should withdraw from the program and college. It is assumed that students will not withdraw from the program/college during a term. However, if such a withdrawal is necessary during the term, students must submit a completed online Program Withdrawal Form available within the Portal > Registrar’s Office > Graduate Information > Graduate Forms.

After the first two weeks of class and two weeks prior to the end of classes, students who withdraw from the Program/College while enrolled, will have a grade of “W’ posted to the course(s) on the transcript. A “W” grade is not calculated in the GPA.