Policies, Procedures and Resources

Graduate students not meeting the written terms of their academic probation may be academically dismissed from the program by the director of graduate studies, chair of the department or graduate program director. Such dismissals shall be done in a timely fashion but no later than three weeks after the completion of the term. The Graduate School will be notified in writing of all such academic dismissals.

Graduate students who are dismissed for academic reasons from a graduate program will have a "GRD" (Graduate School) service indicator placed on their academic record to prevent future registration.

It is an objective of the University at Buffalo and its Graduate School to encourage the prompt consultative resolution of grievances of graduate students as they arise and to provide orderly procedures for the formal consideration and resolution of complaints that cannot be resolved through consultation.

This set of procedures is designed to provide a well-defined, yet appropriately flexible structure that recognizes and reflects the issues unique to graduate education as well as academic areas common to all faculty-student or administrator-student relationships.

The following procedures provide a sequence of steps for the orderly and expeditious resolution of grievances initiated by graduate students. While recognizing and affirming the established principle that academic judgments and determinations are to be reached solely by academic professionals, it is the Graduate School's intention to secure, to the maximum extent feasible, equitable treatment of every party to a dispute. To that end, those who oversee the grievance process are charged to pay heed not only to issues of procedural integrity, but also to considerations of substantive fairness.

1. Definition. A grievance shall include, but is not restricted to, a complaint by a graduate student:
   1. that they have been subjected to a violation, misinterpretation or inequitable application of any of the regulations of the university, the Graduate School, a college or school or department or program; or
   2. that they have been treated unfairly or inequitably by reason of any act or condition that is contrary to established policy or practice governing or affecting graduate students at the University at Buffalo.
2. Time limit. A grievance must be filed within one calendar year from the date of the alleged offense. The department chair (or program director where there is no chair oversight), college or school dean or the dean of the Graduate School may extend this time limit upon demonstration of good cause.

Virtually all disputes originate in the department (or program where there is no chair oversight) and should, if feasible, be resolved through consultation between the disputants. The parties should meet and exert a good faith effort to resolve the dispute amicably.

At the request of either or both parties, the consultation may be recorded by a departmental or program note-taker (a staff or faculty member, but not a student). If a departmental or program note-taker is present during the consultation, the student may have an additional note-taker of their choosing also in attendance. Neither note-taker may actively participate in the consultation between the parties to the grievance other than to request repetition or clarification of statements made by either party during the consultation session.

It may be useful for the student to seek first the assistance of their advisor, department chair (or program director where there is no chair oversight), or director of graduate studies acting as a mediator to aid in evenhandedly resolving the dispute.

Step 1: The student who believes that the grievance is severe or has been unable to obtain an acceptable consultative resolution should submit in writing to the department chair (or program director where there is no chair oversight) a description of their complaint, including any evidentiary or supporting materials and a request for a hearing. (If the department chair or program director is a party against whom the grievance is brought, either as a teaching faculty member or as chair or director, or where the department chair or program director can demonstrate that it will best serve the interests of the parties, direct petition to the school or college level may be pursued. A Decanal Grievance Committee will be convened in all cases where direct petition to the school or college level occurs.)

Step 2: The department chair (or program director where there is no chair oversight) shall begin to assemble a Departmental or Program Grievance Committee within 20 academic days¹ of receipt of the student’s appeal (see Appendix A).  The department chair or program director shall give the Departmental or Program Grievance Committee and each principal a copy of the written grievance, including any evidentiary or supporting materials and a copy of the Academic Grievance Policy and Procedures for graduate students.

Upon initial review of the materials and statements presented by the grievant, if the Departmental or Program Grievance Committee finds the grievance does not have reasonable supporting grounds, the committee shall conclude the grievance is without merit. In this initial review the committee may also consider materials or statements submitted by the teaching faculty member(s) against whom the grievance is lodged. If the grievance is found without merit, the committee shall report this denial to the department chair or program director. The committee shall complete this initial review within 15 academic days¹ of its receipt of the grievance. The department chair or program director shall then submit a Statement of Decision to the principals (via email to the student's UBIT address), the college or school dean and the dean of the Graduate School within 10 academic days¹ of receipt of the committee’s decision.

If the Departmental or Program Grievance Committee finds the statement of grievance has reasonable supporting grounds, the committee shall begin to assemble a hearing (as provided below) within 20 academic days¹ of the committee’s receipt of the written grievance.

Step 3: The Departmental or Program Grievance Committee shall convene hearing(s) as necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written and verbal, of each principal and of others who contribute information to the committee. Principals shall be notified of the hearing date, location, and Grievance Committee member names at least 72 hours prior to a scheduled hearing.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the committee, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 4: The Departmental or Program Grievance Committee shall submit its recommendation(s) in writing, including findings and reasons for the recommendations, to the department chair (or program director where there is no chair oversight) within 10 academic days¹ of the final meeting of the committee.

Step 5: The department chair or program director shall consider the committee's findings and recommendations and render a final decision. This Statement of Decision and an indication of the student's right to appeal the department chair's or program director’s decision (including time limit) shall be submitted, in writing, from the department chair or program director to the principals (via email to the student's UBIT address), the college or school dean and the dean of the Graduate School within 10 academic days¹ from receiving the Departmental or Program Grievance Committee's written recommendations.

Files shall be maintained in the offices of the dean and the Office of the Dean of the Graduate School.

Step 1: If either principal wishes to appeal the departmental or program ruling, a written statement of the appeal, including any additional evidentiary or supporting materials, shall be filed within 10 academic days¹ of receipt of the department chair's (or program director’s where there is no chair oversight) Statement of Decision. The appeal shall be filed with the college or school dean. (If the dean is a party against whom the grievance is brought, either as a teaching faculty member or as dean, or where the dean can demonstrate that it will best serve the interests of the parties, a direct petition to the Graduate School level may be pursued.)

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and materials and statements subsequently presented, if the college or school dean does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, or alternatively if the college or school dean finds clear and convincing evidence to support findings in favor of the appellant, the dean may issue a formal decision regarding the appeal. In such a case, the dean shall submit a Statement of Decision to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the dean of the Graduate School within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean deems it necessary or appropriate to consider further the circumstances of the appeal, they shall begin to assemble a Decanal Grievance Committee within 20 academic days¹ of receipt of the appeal. The Decanal Grievance Committee shall include no fewer than two faculty members and two graduate students. In those college/schools comprised of multiple academic departments, the Decanal Grievance Committee shall not include representatives from the department(s) or program(s) involved in the grievance (see Appendix C).

Step 3: The dean shall give the Decanal Grievance Committee and each principal a copy of the Academic Grievance Policy and Procedures for graduate students, the original written grievance, the written appeal to the school or college level, any supplemental materials and statements and all documentation and recommendations from the departmental or program proceedings.

Step 4: The Decanal Grievance Committee shall convene hearing(s) necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of the principals as well as others who contribute information to the committee. Principals shall be notified of the hearing date, location, and Grievance Committee members at least -72-hours prior to a scheduled hearing.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the committee, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 5: The Decanal Grievance Committee shall submit its recommendation(s) in writing, including findings and reasons for the recommendations, to the college or school dean within 10 academic days¹ of the final meeting of the committee.

Step 6: The dean shall consider the committee's findings and recommendations and render a final decision. This Statement of Decision and a statement of the student's right to appeal the dean's decision (including time limit) shall be submitted in writing from the dean to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the dean of the Graduate School within 10 academic days¹ from receiving the Decanal Grievance Committee's written recommendations.

Files shall be maintained in the offices of the dean and the Office of the Dean of the Graduate School.

On rare occasions, when all established procedures within a college or school have been exhausted, it may be appropriate for the dean of the Graduate School to consider a final university appeal. In general, the dean of the Graduate School will consider only those appeals that document violations of applicable due process in prior proceedings or which establish sound cause to believe that prior proceedings have resulted in a decision contrary to law, the Polices of the SUNY Board of Trustees, or policies of the University at Buffalo. In general, the dean of the Graduate School will not consider appeals that merely challenge the appropriateness of a judgment reached following a full and fair review of a matter by the department or program and the dean of the college or school.

Step 1: If either principal wishes to appeal the decision(s) of the college or school dean, the written statement of appeal, including any additional evidentiary or supporting materials, shall be filed within 10 academic days¹ of receipt of the Statement of Decision. The appeal shall be filed with the dean of the Graduate School.

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and any materials and statements subsequently presented, if the dean of the Graduate School does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, or alternatively if the dean of the Graduate School finds clear and convincing evidence that due process violations have occurred, the dean of the Graduate School may issue a formal decision regarding the appeal. In such a case, the dean of the Graduate School will submit a Statement of Decision to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and dean within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean of the Graduate School deems it necessary or appropriate to consider further the circumstances of the appeal, they shall begin to assemble a Graduate School Grievance Committee within 20 academic days¹ of receipt of the appeal. The Graduate School Grievance Committee shall include no fewer than two faculty members and two graduate students.  The Graduate School Grievance Committee shall not include representatives from the college/school involved in the grievance (see Appendix D).

Step 3: The Graduate School shall give the Graduate School Grievance Committee and each principal a copy of the Academic Grievance Policy and Procedures, the original written grievance, the written appeals to both the school/college and the Graduate School levels, any supplemental materials and statements and all documentation and recommendations from the departmental or program and decanal proceedings. Principals shall be notified of the hearing date, location, and Grievance Committee members at least 72-hours prior to a scheduled hearing.

Step 4: The Graduate School Grievance Committee shall convene hearing(s) as necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of the principals as well as others who contribute information to the committee.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the chair, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 5: The Graduate School Grievance Committee shall submit its letter of recommendations, including findings and reasons for recommendations, to the dean of the Graduate School within 10 academic days¹ after the final meeting of the committee.

Step 6: The dean of the Graduate School shall consider the committee's findings and recommendations and render a final university decision/determination. The dean of the Graduate School's Statement of Decision shall be submitted in writing to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the academic dean within 10 academic days¹ from receiving the Graduate School Grievance Committee's written recommendations.

The decision/determination of the dean of the Graduate School constitutes the final step in the university review process and may not be further appealed.

Files shall be maintained in the office of the dean and the Graduate School.

Note:

¹Academic days are defined as weekdays when classes are in session, not including the summer or winter sessions.

Departmental or Program Grievance Committee Membership

The department chair (or the program director where there is no chair oversight), or the chair of the departmental or program Grievance Committee, shall assemble, from a pool of individuals comprising the Departmental or Program Grievance Pool, a Departmental or Program Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio.  The members of the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the department chair (or program director where there is no chair oversight) who shall rule on its merits and either retain or replace the committee member so challenged.  Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

Confidentiality of Proceedings

Once the department chair (or program director where there is no chair oversight), college or school dean or the dean of the Graduate School initiates a grievance hearing, principals and committee members shall have the obligation to maintain the confidentiality of the proceedings and of all materials or testimony presented in hearing proceedings, until a decision is formally transmitted to the principals involved in the grievance.

If a breach of confidentiality by either principal (as defined above) is formally brought to the attention of the Grievance Committee, upon a majority vote of the committee, it may choose to consider this breach a case of possible misconduct. If a committee member is charged with a possible misconduct, such charge will be heard at the next highest level Grievance Committee. Such consideration shall take precedence over the pending grievance and a misconduct hearing shall be conducted and findings shall be transmitted, in writing, to the principals and committee members and shall be placed in a supplemental file of the grievance proceedings. Such findings may then be considered in the subsequent review of the grievance.

Decanal Grievance Committee Membership

The college or school dean, or the chair of the school or college Grievance Committee, shall assemble, from a pool of individuals comprising the college or school Grievance Pool, a Decanal Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. In those college/schools comprised of multiple academic departments and programs, the Decanal Grievance Committee shall not include representatives from the department(s) or program(s) involved in the grievance.   The members of the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the academic dean who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

Graduate School Grievance Committee Membership

The Graduate School Grievance Committee shall be comprised of no fewer than two faculty members and two graduate students (all from outside of the college/school involved in the grievance) or a larger number of participants maintaining this same ratio.

The members of the Graduate School Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the dean of the Graduate School who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

The dean of the Graduate School shall encourage departments to request faculty and student representatives for the departmental, program, and decanal pools and encourage departments and programs to facilitate development of faculty and student representatives in order to ensure a suitable pool of personnel for departmental, program, decanal and Graduate School grievance committees.

Departmental or Program

The departmental or program representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration.  The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Departmental or Program Grievance Pool may also serve as the Departmental or Program Academic Integrity Pool.

Decanal

The college or school Grievance Pool shall include two representatives, as appropriate, from each department or program: one faculty member and one graduate student. The departmental and program representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration. The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Decanal Grievance Pool may also serve as the Decanal Academic Integrity Pool.

Graduate School

The departmental representatives comprising the Graduate School Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration. The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Graduate School Grievance Pool may also serve as the Graduate School Academic Integrity Pool.

Amended policies promulgated by President John B. Simpson, 26 June 2008. Effective 25 Aug. 2008.

Academic integrity is a fundamental university value. Through the honest completion of academic work, students sustain the integrity of the university while facilitating the university's imperative for the transmission of knowledge and culture based upon the generation of new and innovative ideas.

Students are held to a high level of accountability and are expected to uphold our standards of honesty in order to sustain a fair learning environment. Academic dishonesty comes in many forms, including but not limited to:

• Aiding in academic dishonesty. Taking action that allows another student to engage in an act of academic dishonesty, including completing an examination or assignment for another student, failing to protect academic work by leaving it unattended, or collaborating without instructorⁱ permission.
• Cheating. Use of unauthorized resources, including sources not permitted by the course instructor, or tools such as calculators, smart watches, phones, or other students' work.
• Falsifying academic materials. Altering, fabricating, forging, or submitting: any course-related materials, including laboratory reports, notes, or any forms of data; an instructor's name or initials; an examination or assignment for re-evaluation; an assessment (in whole or in part) prepared by any person or technology (e.g., artificial intelligence) other than the student responsible. 
• Misrepresenting documents. Altering, fabricating, forging, or submitting any non-course-related materials, including any university or official document, instrument of identification, or medical record.
• Plagiarizing. Representing the ideas or work (e.g., written text, computer code, artwork) of another as one's own or improperly referencing original authors.
• Purchasing academic assignments. Buying assignments intended for submission in fulfillment of any course or academic program requirement.
• Selling academic assignments. Offering for sale and/or receiving compensation for any academic assignment intended to fulfill any course or academic program requirement.
• Submitting previously submitted work. Also called self-plagiarism, re-submitting academic material (in whole or in part) that has been previously submitted by the same student without prior and expressed consent of the instructor.

• Instructors must notify students within 10 academic daysⁱⁱ of discovery of the suspected dishonesty.
• Students must meet with instructors within 10 academic days of notification or the instructor will make a decision in their absence.
• Instructors must notify students and the Office of Academic Integrity of the charge and sanction within 10 academic days of the consultative resolution meeting.

Instructors have the responsibility to charge and sanction students who are in violation of these standards through the Consultative Resolution procedure. All cases must be filed, regardless of severity, with the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course. Instructors have the authority to execute one or more of the sanctions below. If the violation is not the student's first offense, the chosen sanction may be revised by the Office of Academic Integrity.

• Warning. Written notice to the student that they have violated a university academic integrity standard.
• Revision of work. Requirement that the student replace or revise the work in which dishonesty occurred.
• Reduction in assignment grade. Student's grade is decreased with respect to the particular assignment.
• Reduction in course grade. Student's final grade in the course is decreased.
• Failure in the course. A grade of "F" is applied.
• Remediation. Requirement that the student complete an educational remediation assignment through the Office of Academic Integrity. If the student passes the remediation assignment, the instructor may alter the original sanction.
• Other. Faculty may determine another appropriate assignment or penalty (e.g., an additional assignment, inability to drop lowest grade), except for any OAI or university sanction described below.

Recommendations for more serious sanctions may be made to the Office of Academic Integrity for review. Possible sanctions requiring Office of Academic Integrity approval include:

• Failure in course, remediation required, temporary notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with notation of academic dishonesty. Upon successful completion of UB's remediation assignment, the notation is removed. Failure to successfully complete the OAI assignment will result in the notation remaining permanently on the student's transcript.
• Failure in the course with permanent notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with a permanent notation that the grade of "F" was assigned for reason of academic dishonesty.
• Dismissal from the degree program. The academic integrity violation results in ineligibility for continuation in the student's degree program.
• Dismissal from the degree program with notation of academic dishonesty. The academic integrity violation results in ineligibility for continuation in the student's degree program, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.
• Dismissal from the department. The academic integrity violation results in ineligibility for continuation in any degree program within the department.
• Dismissal from the department with notation of academic dishonesty. The academic integrity violation results in ineligibility to continue in any degree program within the department, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.

Possible sanctions requiring both Office of Academic Integrity and Office of the President (or designee) approval include:

• Suspension from the university. The student is suspended for a defined time period with stated conditions and a permanent notation on the transcript that suspension is due to reason of academic dishonesty.
• Expulsion from the university. The student is expelled with permanent notation on the transcript that expulsion is due to reason of academic dishonesty.

Infractions not associated with a course in which the student is enrolled will be assigned appropriate penalties and may be additionally referred to Student Conduct for judicial procedures.

Students have the right to appeal the instructor's findings to the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course.

Upon request and with the student's permission, academic integrity violations and sanctions may be reported by the OAI to an authorized body (e.g., a graduate school application or employment application).

Academic Integrity Procedures

The OAI shall assemble a pool of faculty and students willing to participate on Adjudication Committees for academic integrity cases. It is the responsibility of each decanal unit to name student and faculty members to this pool. Typically, the duration of service in the academic integrity pool is two years. The OAI is responsible for ensuring that the pool reflects the diversity of the campus community and for training all members of the adjudication pool.

From this pool, the OAI will form an Adjudication Committee for each hearing of no fewer than two faculty members, two graduate students, and one member of the OAI. Members from the academic integrity pool will be selected so that no one member will be involved in a disproportionate number of academic integrity cases. Prior to a hearing, committee members verify that there is no conflict of interest with either principal party. If a conflict exists, a committee member shall disqualify themself and a replacement will be named.

The principals and members of the Adjudication Committee have an obligation to maintain the confidentiality of hearing proceedings and of all supporting materials and testimony presented. If a breach of confidentiality occurs, OAI may replace a committee member and/or levy additional charges as appropriate.

The above list of sample academic integrity infractions and sanctions is not exhaustive. It is meant to offer some general information about common infractions and possible associated sanctions.

Repeat offenses are assigned a greater penalty than a first offense and typically range from failure in course to failure with transcript notation. These penalties are applied at the discretion of the Office of Academic Integrity.

ⁱFor the purposes of this policy, the term "instructor" is defined as the instructor of record, a staff member, or their appropriate designee.

ⁱⁱAcademic days are defined as weekdays, when classes are in session, not including the summer or winter sessions as defined by the University Academic Calendar. Days in the final exam period and Reading Days are not considered academic days. With the agreement of all principals and the OAI, proceedings may continue during non-academic days.

Other University at Buffalo policies may apply to situations to which the Academic Integrity Policy and Procedures for Undergraduates, the Academic Integrity Policy and Procedures for Graduates, the Academic Grievance Policy and Procedures for Undergraduates or the Academic Grievance Policy and Procedures for Graduates apply. Among these are UB's Responsible Conduct in Research and Creative Activity and Student Conduct Policies, as well as professional school or program policies and procedures. Priorities and relations among these are addressed by three specifications. Promulgated by President John B. Simpson, 16 Dec. 2005. Effective, 28 Aug. 2006.

1. Responsible Conduct in Research and Creative Activity

The Academic Integrity Policies and Procedures (AIPP) and the Academic Grievance Policies and Procedures (AGPP) are secondary to UB's Responsible Conduct in Research and Creative Activity (RCRCA) policies and procedures. The RCRCA addresses misconduct that may include violations of the AIPP or AGPP. If proceedings initiated pursuant to the RCRCA include possible violation of the AIPP or AGPP, formal actions pursuant to the AIPP or AGPP shall be postponed until the RCRCA proceedings are completed. If the RCRCA proceedings result in recommendation of formal AIPP or AGPP proceedings, these shall be initiated promptly. If the RCRCA proceedings result in findings that a student has violated the AIPP, penalties that may be imposed include dismissal from the program in addition to any and all specified in the AIPP. If the RCRCA proceedings result in findings that a student has not violated the AIPP, the student may not be charged again with the same offenses under the AIPP. RCRCA proceedings, findings and penalties shall be neither challenged nor appealed through the AIPP or AGPP.

2. Other University Policies and Procedures

The Academic Integrity Policies and Procedures (AIPP) and the Academic Grievance Policies and Procedures (AGPP) are independent of UB's other policies and procedures. Many of these provide for investigation and recommendation of actions regarding alleged misconduct, but neither provide for nor may result in findings that a student has violated the AIPP. If other proceedings include possible violation of the AIPP, formal actions pursuant to the AIPP shall be postponed until the other proceedings are completed. Should findings or recommendations of these other proceedings provide bases for charges pursuant to the AIPP, formal proceedings under the AIPP shall be promptly initiated. Except as here provided, proceedings, findings and recommendations resulting from other proceedings shall be neither challenged nor appealed through the AIPP or AGPP.

3. Professional School and Program Policies

UB professional school or program student conduct policies and procedures are subject to the provisions governing relations of the Academic Integrity Policies and Procedures (AIPP) and Academic Grievance Policies and Procedures (AGPP) to UB's Responsible Conduct in Research and Creative Activity and other policies and procedures. Professional school or program student conduct policies and procedures shall be congruent with the provisions of the AIPP for Undergraduates for baccalaureate programs and to the AIPP for Graduates for all other programs. Any appeal of procedures or actions taken pursuant to a professional school or program's student conduct policies and procedures shall follow the provisions of the AIPP or AGPP applicable to the degree level of the program. Charges of misconduct by a student in a professional school or program that does not set its own student conduct policies and procedures shall be considered pursuant to the provisions of the AIPP applicable to the degree level of the program. Penalties that may be imposed upon findings of misconduct by a student in a professional school or program include dismissal from the program in addition to any and all other penalties specified in the AIPP.

Any graduate student who receives a grade of U or F in any course, including lab work or informal credit (e.g., independent study, research, dissertation guidance, etc.); or who indicates a lack of ability as determined by the director of graduate studies or student's academic advisor, must receive an immediate academic review. Upon completion of the academic review, the director of graduate studies may place the student on academic probation.

Any student who is not in good academic standing as defined above or who is otherwise determined to be making unsatisfactory academic progress must be placed on academic probation. A probationary letter must be issued to the student (with a copy to the advisor, if applicable) indicating the conditions that must be met and outlining an appropriate period of time in which to regain good academic standing. The outcome that will result if the conditions are not met must also be included in the probationary letter.

In general, academic review takes place at the end of each fall and spring semesters. After review, the department must issue probation letters (in late-December/early-January for fall, and/or in late-May for spring) to the appropriate students. Probation letters must indicate the terms of the probation and the pathway toward its removal. After the specified period outlined in the probation letter, the student must be sent another letter to either remove the probationary status or issue a second probationary letter with new conditions for regaining good academic standing, or to dismiss the student from the program. 

The Graduate School of the State University of New York at Buffalo is authorized to offer programs and recommend the granting of degrees at levels beyond the baccalaureate. The college, schools and divisions of the university with graduate programs conducted under the aegis of the Graduate School are listed below:

• School of Architecture and Planning (Advanced Certificate, MArch, MS, MUP, PhD)
• College of Arts and Sciences (Advanced Certificate, AuD, MA, MFA, MM, MS, PhD)
• School of Dental Medicine (MS, PhD)
• Graduate School of Education (Advanced Certificate, EdD, EdM, MA, MS, PhD)
• School of Engineering and Applied Sciences (Advanced Certificate, ME, MPS, MS, PhD)
• School of Public Health and Health Professions (Advanced Certificate, MA, MPH, MS, PhD)
• School of Management (Advanced Certificate, MBA, MS, PhD)
• Jacobs School of Medicine and Biomedical Sciences (MA, MS, PhD)
• School of Nursing (Advanced Certificate, DNP, MS, PhD)
• School of Pharmacy and Pharmaceutical Sciences (MS, PhD)
• Roswell Park Graduate Division (MS, PhD)
• School of Social Work (DSW, MSW, PhD)

In order to be compliant with federal regulations pertaining to the admission and enrollment of international students, the Office of International Admissions (OIA) must review all international applicants the department wishes to accept. OIA checks and verifies all academic documents, test scores and financial documentation, as well as the offer letter from the department. After reviewing submitted dossiers, OIA enters a decision in UB's Graduate Application System ("Accept Provisional" or "Accept Final"). This action triggers an automatic email confirmation of acceptance to the student from the dean of the Graduate School.

The Graduate School defines good academic standing as a student who is making acceptable progress toward a graduate degree or advanced certificate. All graduate students are expected to remain in good academic standing throughout the entire course of their study. To monitor graduate student academic standing, the chair/DGS/program director in charge of each graduate program will regularly review the academic records of its graduate students. Any graduate student who fails to remain in good academic standing will be placed on academic probation for the subsequent fall or spring term.

The Graduate School’s minimum academic requirements for each graduate student to remain in good academic standing are: 

1. Achieve a term grade point average (GPA) of a 3.0 (B) or better, with no U or F grades earned.
2. Completion of at least 67 percent of their attempted credits each term.

Note: The S grade is awarded only in those instances where a student's letter grade would have been equivalent to at least a 3.0 (B) or better. As such, the S grade is considered equivalent to a 3.0 grade point average.

Individual college/schools may establish stricter academic standards. Academic requirements other than those established by the Graduate School are determined by the program faculty and approved by the appropriate decanal unit.

Students who are not in good academic standing as defined above, or who are put on academic probation, are not eligible to participate in university activities, including athletics.

Under extraordinary circumstances, graduate students may petition for total academic withdrawal from a given term. The Graduate School will only consider cases where the student or department (on the student's behalf) can document:

• Lengthy medical incapacitation of the student or a member of the student's immediate/chosen family or
• death of a student's immediate/chosen family member or
• military orders issued to a student or
• other similarly extraordinary measures as petitioned by the student.

Academic term withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). The Graduate School reserves the right to consult members of the faculty and others as appropriate when reviewing total academic withdrawal cases. Academic term withdrawal requests must be submitted within one term of the term in question.

Academic term withdrawal will be indicated on the transcript by the symbol W (withdrawal) next to each registered class. For the purposes of determining good academic standing/satisfactory academic progress, courses given W grades are considered to be attempted credit hours but are not considered to be successfully completed.

If a student has already received a semester of academic term withdrawals due to an ongoing medical event, they will not receive approval for a subsequent semester. However, if a student has received an academic term withdrawal because of one medical event and then a different medical event occurs, such circumstances will be considered.

Depending on the particular advanced certificate program in question and its admission/eligibility requirements, a graduate student may be authorized to pursue that advanced certificate program on a "stand-alone" basis or in conjunction with an existing graduate level degree program. When a graduate student who is pursuing an advanced certificate program has nearly completed the requirements for it, the student must apply for graduation in HUB in order to become a candidate for conferral of the advanced certificate.

On rare occasion, when clerical error causes delay in submission of the Advanced Certificate Program of Study Approval form from a department to the Graduate School, that department must file the approval form within 12 months of the student's last date of attendance at UB. Such a request must specifically state the reason for the delay in processing the request. Requests received after the 12-month period will not be processed.

Each PhD student’s academic progress must be evaluated annually by the director of graduate studies (DGS) and, if appropriate, the student’s dissertation advisor. The most appropriate time for annual review is mid-May, thereby permitting appropriate academic planning for the following semester and allowing for timely responses to inquiries about students in jeopardy of losing federal financial aid. Alternatively, though not ideal, review can take place in mid-October.

Additionally, each PhD student’s academic progress must be reviewed after their first semester of enrollment, in order to identify any academic problems early in the program. Directors of graduate study are required to communicate the annual academic evaluation to the student in writing.

Each graduate program is encouraged to develop its own process for student evaluation and advisement. However certain elements must be included in PhD student annual evaluation:

1. Review of the student’s academic record including:
   • Checking the overall grade point average.
   • Addressing any incomplete and/or resigned courses.
   • Monitoring overall progress toward completing the coursework phase of the program.
2. Checking on progress in completing or preparing for the preliminary or qualifying exam(s) or paper(s).
3. Planning for a timely defense of the dissertation research proposal or prospectus.
4. Monitoring adequate progress in research including timeliness of degree completion.

A sample review form is available to facilitate the academic review process.

On those religious holy days when members of a faith observe the expectation of their religion that they be absent from school or work, individual students will be excused from class without penalty if expressly requested. If such a requested absence results in a student’s inability to fulfill the academic requirement of a course scheduled on that particular day, the instructor must provide an opportunity for the student to make up the requirement without penalty. Students shall not be charged any fees or experience any adverse or prejudicial effects due to absence from coursework due to religious observance. 

In the event that a student absence situation cannot be resolved between the student and the class instructor, or either party is aggrieved by the process, appeal shall proceed to the Graduate School.

The official university calendar is issued by the Office of the Registrar. Graduate students may obtain a class schedule from the Registrar's website.

When a graduate faculty member retires from UB with no intention of assuming a faculty appointment at another institution, that faculty member is eligible to continue serving as the major advisor or as a committee member for a current student. The actual decision whether or not that person may continue to serve in such a capacity with a current student rests with the director of graduate studies and the chair of the department. However, subsequent to their retirement, graduate faculty members should not accept major advisor or committee membership assignments for any new student.

When a graduate faculty member leaves UB for an appointment at another institution and the student is at the final stages of completing the thesis or project (generally with one year or less needed to finish), the Graduate School will allow the departed faculty member, if they are willing, to retain their role on that student’s committee, providing the department chair and the director of graduate studies concur. The primary consideration in retaining a departed faculty member on a committee should be to avoid delaying completion of the degree and unwittingly penalizing the student. However, if the student is more than a year from degree completion, the Graduate School does not recommend allowing a departed faculty member to remain on that student’s committee since, after that time, the faculty member will become immersed in responsibilities at their new place of employment, often leaving little time to devote to our student.

Tuition for combined degrees: The 2021-22 tuition structure for combined degree programs is currently under revision, pending guidance from SUNY.  Until further guidance is issued, the current policy will be followed:

Combined degree programs offer UB students the opportunity to pursue multiple degree objectives at an accelerated pace and are designed for students who have demonstrated exceptional promise. Combined degree programs pair the curricula of two degree programs from two different levels (e.g., bachelor’s and master’s), resulting in a condensed format where students may complete the combined degree in less time (and often less cost) than is normally required to complete the two degree programs separately. By reducing some courses within the undergraduate major (normally taken near the end of the undergraduate degree) and substituting equivalent graduate-level courses customarily taken during the initial stages of a graduate degree, students are able to shorten the time needed to gain competence in all required curricular content of both degree programs. When completed, students’ records will indicate two degrees individually awarded as part of a combined degree program.

Combined degrees have a two-tier tuition structure. Over the course of a combined degree program, the student is charged the tuition rate each semester that corresponds to the appropriate program rate for that semester. While the student is completing the undergraduate portion, tuition is charged at the undergraduate rate. When the student is admitted at the graduate level, tuition charges change to the appropriate graduate or professional rate. For example, a student pursuing the combined BS/MBA in business administration program is typically required to complete three years of undergraduate coursework and two years of graduate coursework. Thus, the student is classified as undergraduate and is billed at the undergraduate rate for three years. Thereafter, through acceptance to the MBA component in UB’s Graduate Application System, the student matriculates to the graduate level and the student’s bill reflects the appropriate graduate tuition rate until the student completes the combined degree program.

Domestic undergraduate students pursuing combined degree programs may be eligible for New York State sponsored grants and scholarships and federal financial aid, which is comprised of Federal Pell Grants, Federal Supplemental Educational Opportunity Grants (SEOG), Federal Direct Subsidized and Unsubsidized Loans and Federal Perkins Loans while completing the undergraduate portion of their program. However, once admitted to the graduate portion of their program and charged graduate tuition, domestic students may no longer be eligible for one or more of these awards. Instead, domestic graduate students are eligible to apply for Federal Direct Unsubsidized Loans as well as a Federal Direct Graduate PLUS Loan. For more information regarding student aid and how to apply, please visit UB’s Financial Aid website.

Any student who receives a UB-sponsored undergraduate award (such as an Acker, Provost or Presidential scholarship) and who later pursues a combined degree program, will continue to remain eligible for their undergraduate award through its normal duration (typically four years total) even after matriculating into the graduate portion of their combined degree program. The award amount will continue to be at the undergraduate level.

Any student choosing to leave the combined degree program prior to its completion will have their bill altered in the following manner. A student pursuing the undergraduate portion of the combined program when they choose not to pursue the combined degree program will continue with undergraduate coursework and will be billed accordingly. However, such a student is no longer permitted to pursue a graduate program until they complete the baccalaureate degree in full and is admitted formally to a regular graduate degree program. A student pursuing the graduate portion of the combined degree program when they choose to abandon that combined program of study will continue to be charged at the graduate rate until formally re-matriculated into the undergraduate career for the following semester.

The minimum undergraduate residency requirement for the undergraduate portion of any combined degree program is 18 credit hours. The minimum graduate residency requirement for the graduate portion of any combined degree program varies by program. However, in no case is the graduate residency requirement for any combined degree program ever less than 24 credit hours.

In certain circumstances, a combined degree program may not qualify the student for professional licensure if such licensure requires the completion of a full (non-abbreviated) undergraduate degree program. Students in licensure-eligible programs should discuss these requirements with an advisor to confirm any such limitations.

Graduate applicants with English language proficiency test scores below the standard cut-off scores may be admitted to UB under the following condition: The student must enroll in and successfully complete one of two full time intensive English programs (IEP) in the UB English Language Institute (ELI), depending on score received, as detailed below:

• Students accepted to a fall semester with an IBT total score of 75-78 or an IELTS overall score of 6.0 or a PTE overall score of 50 must successfully complete a summer ELI program at UB prior to enrollment in their degree program.
• Students accepted to a spring semester with an IBT total score of 70-78 or an IELTS overall score of 6.0 or a PTE overall score of 50 must successfully complete the fall semester ELI program at UB prior to enrollment in their degree program.

University admission cannot be offered if the ELP score is below the minimum scores indicated above.

Upon successfully completing the required UB ELI IEP program, the student is free to begin the academic degree program of study with no further English as a Second Language (ESL) requirements (with the exception of international teaching, research and graduate assistants, who may be required to register for ESL 512). "Successful completion" is defined as passing the IEP (with an overall grade of C or higher) and meeting the IEP minimum attendance policy or having the endorsement of IEP teachers and the director or associate director of the IEP.

Conditional admission is not granted retroactively (for example, an applicant “self-placing” into the UB ELI IEP, successfully completing the program, and then seeking admission to a UB graduate degree program with no ELP test score or with a low ELP test score).  Conditional admission is a “package” offered by the academic department based on the minimum criteria above.

In addition, SEVIS regulations do not permit a "combined" I-20 issued for both the IEP language study and the degree program study. Students admitted with conditional admission will be issued a “stand alone” I-20 for the IEP study only. Upon successfully completing the IEP program, a "continuing" I-20 will be issued for the degree study.

As part of the registration process, students select a program of courses with the advice of their advisors or committee and with the approval of their program director. Students must then officially register every semester for the appropriate courses according to established registration procedures and within the deadline dates announced by the Office of the Registrar.

Graduate students must register for a minimum of one credit hour each fall and spring term until all requirements for the degree are completed. If continuous registration is impossible at any time, the student must secure a leave of absence from the Office of the Registrar. Failure to secure a leave of absence by the end of the semester in which the leave is to begin will result in a $350 reactivation fee being assessed to the student's account when the student subsequently registers for classes. Students may not be on a leave of absence in the semester immediately preceding degree conferral. Under rare circumstances, the continuous registration requirement may be waived for the semester immediately prior to degree conferral if:

• The student has applied for graduation or has an approved PhD Application to Candidacy on file in the Graduate School; and,
• the student will not be using any university services or faculty time; and,
• The student submitted all required conferral materials to the Graduate School prior to the first day of the semester. 

Students may request a waiver of continuous registration by filing the Graduate Student Petition for Waiver of Continuous Registration with the Graduate School.

In cases where a student wishes to utilize selected graduate level courses to satisfy the degree requirements of more than one post-baccalaureate (graduate and/or professional) degree program, the following limitations apply:

1. The integrity of each master's level degree program must be observed by the student's completion of a minimum of 24 semester hours of credit at UB. Individual degree programs may establish minimum credit hour requirements that exceed that level.
2. No more than 10 percent of the total credit hours required to complete two UB master's degree programs may be comprised of "shared courses" (i.e., courses applied to both programs). For example, in the case of two MS degree programs each of which requires 30-credits (i.e., a total of 60), no more than six credit hours (10 percent) of the 60 may be comprised of courses applied to both programs. Similarly, in the case of two degree programs that, in total, require 90 credit hours between them, no more than nine credit hours (10 percent) of the 90 may be comprised of courses applied to both programs.
3. In cases where one or more specific courses are explicitly required by both programs (i.e., not merely as acceptable electives), such course(s) are considered "shared courses" under policy definitions and will be the first course(s) counted toward the 10 percent limit. If those specific courses explicitly required by both programs exceed the normal 10 percent "shared courses" limit, the 10 percent limit is waived and all such courses may be counted toward both degrees.
4. Up to 50 percent of a student's PhD program may be comprised of courses used to complete another degree program at UB or at another institution. A minimum of 50 percent of the PhD program must consist of courses completed at UB that have not been applied toward any other degree program.

The SUNY institutions approved for graduate cross-registration are the University at Buffalo, State University College at Buffalo and the State University College at Fredonia. Students must abide by the rules and regulations established by the visiting institution where they intend to cross-register. Students in the cross-registration program may take only those courses where space is available, that are approved by the student's home department and that are also not available at their home institution.

The UB Graduate Student Cross-Registration form is obtained from the University Registrar's Office. In order to be enrolled in a cross-registered course, a UB student must get the Graduate Cross-Registration form approved by both their home department and the visiting institution and then return it to 1Capen (ground floor of Capen Hall) by the publicized deadline date. Students who do not meet these deadlines will not be enrolled into a cross-registration course and therefore will not receive credits or grades. Also, a UB student must be registered at UB for a minimum of nine credit hours while participating in a cross-registration program. Each participating institution may establish its own registration procedures and materials. Tuition and fees are paid at the student's home campus. Grades are forwarded to the home institution after the close of the semester. Contact the Office of the Registrar for information at 716-645-5698.

A graduate course may be dual- or cross-listed with an undergraduate course only when the undergraduate course is a 4xx level offering. In such a case, a clear explanation of the additional work that graduate students are expected to undertake for the graduate level offering (i.e., extra recitation sections, extra projects, additional papers, etc.) must be explained in the course syllabus.

Dual-listed courses that are taken at the undergraduate level and applied toward an undergraduate degree cannot be taken later at the graduate level and applied toward a post-baccalaureate degree or advanced certificate if the student received a B grade or higher in the undergraduate level offering.

For all graduate-level courses, an interim grade of incomplete (I) may be assigned if the student has not completed all requirements for the course. A grade of I can be assigned only if the student has a passing average in course requirements already completed and successful completion of unfinished coursework could result in a final grade better than the default grade. The instructor shall provide the student specification, in writing, of the requirements left to be fulfilled. An interim grade of I shall not be assigned to a student who did not complete assignments due to non-attendance in the course.

Assignment of an incomplete grade is at the discretion of the instructor. The instructor must specify a default grade when the I grade is submitted. A default grade is the letter grade the student will receive if no additional coursework is completed and/or a grade change form is not filed by the instructor. The default grade can be A-, B+, B, B-, C+, C, C-, D, F, S or U.

The default grade shall become the grade of record if the I grade is not replaced by a permanent grade 12 months after the close of the term in which the I was assigned according to the following chart:

If an extension to the incomplete timeframe is sought, the above chart indicates the due date for the corresponding Petition for Incomplete Extension form to be filed with the Graduate School.

When assigning an incomplete grade, the instructor may set an earlier deadline for completion of the outstanding course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing.

Any course graded with incomplete that will count toward a graduate degree must be changed to a permanent grade before that degree is conferred. At any time prior to the default date, a student may elect to change the I grade to the default grade using the Grade Retrieval Form.

Coursework more than 10 years old, whether from another institution or from UB, that is to be included in a current graduate degree program must be petitioned at the time of the student’s matriculation to the program. The student should submit a Use of Historical Coursework Petition upon admission to the graduate program to determine whether such courses and associated graduate credits can be applied toward the current degree program requirements. The director of graduate studies reviews the coursework to determine whether the content of those courses is still relevant and applicable and the student must demonstrate their continued knowledge of the course content.

Definition: Informal courses include registration in independent study; project, thesis or dissertation guidance; directed or supervised reading; and directed research coursework.

A formal Independent Study Agreement (see section below regarding Independent Study Agreements) must be established in writing between the instructor and the student for each registered independent study course by the end of the first week of classes. It is the responsibility of the student and the instructor to see that all Independent Study Agreements are maintained in the student’s file within the student’s home department. Independent Study Agreements are to become part of the student's permanent academic record.

Informal courses associated with final project, portfolio, thesis, research or dissertation completion do not require the establishment of formal Independent Study Agreements.

With the exception of Introductory Language Courses, use of undergraduate courses below the 400 level, as the criteria for creating an informal graduate course, is strictly prohibited.

Independent Study Agreements
Independent Study coursework agreements should contain the following components:

• The student and the instructor’s names and signature.*
• Name and number of the course.
• Number of credits for the independent study.
• Description of work required to complete the course.
• Tentative schedule for when/how often the student and instructor will meet during the given term.
• Course objectives.
• Intended learning outcomes.
• Method of assessment.
• Clearly delineated grading type (e.g., pass/fail, letter grade).

*If the Independent Study Agreement is filed electronically, some indication of acceptance of the agreement from both the instructor and the student.

Admission and matriculation into a PhD program does not automatically qualify a student to be a candidate for that PhD degree.  Typically, a student advances to candidacy by the end of the third year in the PhD program, but this can vary from person to person, or by degree program. To become a formal PhD candidate, generally after passing the PhD qualifying exam or qualifying paper, a student formulates their dissertation committee with the help of the DGS or another assigned academic advisor, and submits the PhD Application to Candidacy (ATC) to their department to begin the application vetting process. Each PhD student shall consult with the director of graduate study (DGS) to discuss the right time to file for PhD candidacy.

At such time, the student’s PhD committee and the director of graduate study and/or the department chair will carefully review the student’s performance in coursework, independent study, and any qualifying exam results as evidenced in the PhD ATC materials. Upon department approval, the ATC is then vetted by the school’s divisional committee (if required), the relevant dean, and finally the Graduate School. Upon Graduate School approval of the ATC, the PhD student becomes a candidate, enters the final ABD stage of their program, and engages generally exclusively, in scholarship leading to a completed dissertation.

Typically, the PhD ATC is submitted one year or more prior to the student’s anticipated degree completion. Regardless, the PhD ATC must be filed with the Graduate School at least three months before the student’s anticipated graduation, according to these deadlines:

• March 1 for June 1 degree conferral.
• July 1 for Aug. 31 degree conferral.
• Oct. 1 for Feb. 1 degree conferral.

Each student is advised to check with the appropriate office one semester prior to the deadline date listed for up-to-date information. It is the student's responsibility to check with the Graduate School at 716-645-2939 prior to the deadline dates to be sure all the requirements and paperwork for your degree have been completed. Each department has the appropriate forms and additional instructions.

The difference between a master's thesis and a master's project is generally related to the extent and focus of the research, the formatting of the finished written product, the requirement to give an oral defense of the work and the final approval of the finished product.

A thesis is typically longer than a project and is a well-organized, thoroughly documented scholarly paper, detailing research purpose, methods, results, analysis and conclusions. Research for a thesis maybe more extensive than research for a project in terms of the amount required, but this varies with the individual and the discipline. While a thesis must be defended orally in a public forum, a project need not be so defended unless the department requires such a defense. Whereas a master's project only needs approval at the department level, a master's thesis must receive final approval from the Graduate School and will be kept in perpetuity in the university's thesis/dissertation database within the library.

Students must be registered for at least one credit in the term immediately prior to degree conferral as indicated below:

• Fall term registration is required if a student intends to finish degree requirements in time for the Feb. 1 degree conferral.
• Spring term registration is required if a student intends to finish degree requirements in time for the June 1 or Aug. 31 degree conferral.

At the graduate level, there are two types of courses: repeatable and not repeatable. Repeatable courses are informal offerings, not repeatable courses are formal didactic offerings.

Repeatable Courses

Repeatable courses are informal courses, where the content of the course changes each time the course is taken. Repeatable courses include dissertation, research, thesis, project, or portfolio guidance, as well as special topics, independent study,
and directed readings courses. Any limits to the number of times this type of course may be repeated is determined by the curricular requirements of each graduate program. Refer to the Departments/Programs section of this catalog for more information about program requirements.

Not Repeatable Courses

On occasion a graduate student needs to retake a graduate course that is not repeatable (see definition above) due to attaining an insufficient grade. When a graduate student retakes a course that is not repeatable, only the highest grade earned in the course and its associated credits, will be counted toward the student's degree and calculated in the grade point average associated with the student's graduate degree program (i.e., the degree GPA). However, all grades earned for all courses attempted (including repeated courses) are calculated in the student's overall cumulative graduate GPA and are reflected on the student's graduate transcript.

The State University of New York at Buffalo has established an Assurance of Compliance with the Department of Health and Human Services (HHS) regulations governing research involving human subjects. Since research comprises a vital part of graduate education and research may involve human subjects, graduate students must be aware of their responsibilities.

It is the policy of the university that all research involving human subjects must be reviewed and approved by a University Human Subjects Review Board (HSRB) prior to initiation of the research. A student’s dean or director of graduate studies can direct the student to the appropriate board.

All students admitted to a PhD program for the fall 2009 semester or thereafter are required to document successful completion of "Responsible Conduct of Research" (RCR) training when they submit their PhD Application to Candidacy form for their PhD degree. This training requirement may be fulfilled by either (1.) enrolling in and passing with a grade of B (3.00) or better LAI 648 Research Ethics or RPG 504 Responsible Conduct of Research or BMS 514 Intro to Scientific Investigation and Responsible Conduct or RSC 602 Research Ethics for the Health Sciences or (2.) completing a Collaborative Institutional Training Initiative (CITI) online Responsible Conduct of Research course with an average score of 80 percent or higher, or (3.) successfully completing UB’s Responsible Research Micro-Credential. Students opting to complete the CITI online course or the Responsible Research Micro-Credential must supply proof of completion with their PhD Application to Candidacy.

The University at Buffalo has an institutional membership in the CITI online RCR program. That online program can be accessed through the CITI Program website.

There are four versions of the basic CITI online RCR course from which students should choose the version most appropriate for their area of doctoral study: biomedical sciences, social and behavioral sciences, physical sciences or humanities. The RCR program is comprised of a series of modules, each of which consists of readings and case studies and ends with a quiz covering the material. The program allows the student to enter and exit at any point and to re-take the quiz associated with each section. A minimum total score of 80 percent is required to pass the online course. Assistance is available online at the CITI website if any technical difficulties are encountered.

Once the student has successfully completed the appropriate version of the CITI RCR program, they must print the "Completion Report" from within the CITI program and submit it with the PhD degree Application to Candidacy.

Academic departments may file a semester record activation request for graduate students who were previously admitted into an academic program through UB's Graduate Application System and had a break in attendance of no more than five years and had neglected to secure an approved leave of absence from the Graduate School. Once reviewed and approved by the vice provost for graduate education, a new semester record will be created with exactly the same academic career, program and plan as recorded for the last semester in which the student attended UB. At the time of semester record activation, the student will be assessed a non-refundable record activation fee (currently $350).

It is the prerogative of the academic department to decide whether or not to process/endorse a former student’s request for semester record activation and return to graduate study as described in the previous paragraph. The department also determines how much of the previously completed work may be applied toward the graduate degree program, within established Graduate School guidelines.

Any graduate student who has had an enrollment lapse of more than five years must reapply through the graduate program’s regular application process.

Effective for the Fall 2023 term, the Graduate School will no longer require PhD applicants to submit test scores from the Graduate Record Examination (GRE) or other standardized national exams (e.g., Miller Analogies Test [MAT]) for admission to UB PhD programs. PhD Program Directors may decide if PhD admissions requirements for their program will include or exclude the GRE or other standardized tests.  All PhD program admissions requirements must be clearly communicated to prospective applicants.

Currently enrolled UB graduate students need only to register in order to attend summer sessions. Students enrolled in graduate programs at other universities or students who have completed a baccalaureate degree may register as non-degree students for the summer session. Non-degree students must first secure the approval of the appropriate department or faculty member for each graduate level course to be taken.

Instruction of graduate students is not limited to members of UB’s Graduate Faculty. Academic departments are free to use their judgment in determining those individuals who are deemed suitably qualified, by virtue of their academic training and professional experience, to provide high quality and relevant instruction at the graduate level. Consult the Graduate School for more information regarding the suitability of individuals to instruct at the graduate level at UB.

Graduate level courses should normally be taught by members or associate members of the UB Graduate Faculty. On occasion, other suitably qualified UB faculty (not graduate students) who have adjunct, visiting or other qualified rank appointments may also teach graduate level courses. Due to conflict of interest and other risks, regardless of appointment type (e.g., teaching assistant, graduate assistant, research assistant, lecturer, instructor, etc.), graduate students may not be the primary instructor or the determiner of final grades for any graduate level course. Exceptions to this restriction can only be made on a case-by-case basis by the dean of the Graduate School and will be considered only under extraordinary circumstances.

Although departments may require higher scores, the university's official minimum score for the TOEFL is:

• 79 (total) on the internet-based test (IBT); or
• 79 (total) on the “MyBest Score” version of the IBT; or
• 550 (total) on the paper-based test (PBT).

UB does not currently require minimum cut-off scores for the four individual subsections. However graduate admission committees are advised to examine and consider section scores as they are relevant to the linguistic needs and expectations of their departments.

Institutional versions of the TOEFL test (ITP), unless conducted and issued by UB’s English Language Institute, are not valid and cannot be used for admission purposes.

TOEFL scores must be dated within two years of the time the application is reviewed by International Admissions in UB's Graduate Application System. Scores must be sent directly to UB by the testing agency.

The Graduate School will consider for transfer credit graduate-level coursework from nationally accredited institutions of higher education, as well as graduate-level coursework from any international institution that UB recognizes as equivalent to a nationally accredited institution.

Only those graduate courses completed at accredited or recognized international institutions and with grades of full B or better are eligible for transfer credit. Courses with grades of S or P are eligible for transfer except when the transfer institution’s grading policy equates S or P with lower than a full B grade.

Transfer Credit Limits

Advanced Certificates

A minimum of 90 percent of all credits applied to a UB advanced certificate credential must be comprised of UB credit. The advanced certificate is an official post-baccalaureate credential in New York State. However, it is not considered a degree program. Therefore, all credits satisfactorily completed for a UB advanced certificate, may also count toward a relevant UB graduate degree. Academic programs may have stricter transfer limits.

Master’s Degrees

No more than 20 percent of a master's program may be comprised of credits from another graduate degree program. For example, students pursuing a 30-credit UB master's degree may transfer up to six graduate credits either from UB, or other accredited institutions, into their program. Students pursuing a 45-credit master's degree program may transfer up to nine graduate credits.

Doctoral Degrees

Transfer credits for the doctoral degree may not constitute more than 50 percent of the total minimum credits required for that specific degree program.

Courses transferred from another institution into the graduate division will be transferred with full semester credit value. Conversion of credits from trimester, quarterly and other calendar systems will be completed based on nationally accepted standards: i.e., trimester hours are equivalent to semester credits, however quarterly hours are equivalent to two-thirds semester credits.

Transfer Credit Process

The director of graduate studies or chair of the student's home department must first formally evaluate any transfer coursework for its applicability toward any particular graduate program of study. Once transfer credits are deemed appropriate and applicable by the department, the student files a Graduate Student Petition for Transfer Credit form during the student's first year of matriculation to UB. Upon receipt of the transfer credit petition, the Graduate School will evaluate credit and grade equivalences, and verify the courses were completed at an accredited or recognized institution. UB must receive a final official transcript from the transfer institution before the transfer credits may be formally approved and recorded on the student's UB record.

Prior to receipt of the baccalaureate degree, a UB undergraduate student may register for up to nine credits at the graduate level which may later be applied to a graduate, professional or advanced certificate program at UB. In order to exercise this option, the student must have the permission of the department offering the graduate course(s) and possess a minimum cumulative undergraduate grade point average (GPA) of 3.0 at the time of graduate course enrollment. Note that the graduate credit hour limit described above does not apply to students formally admitted to, and currently enrolled in, an SED-registered combined undergraduate/graduate degree program at UB, provided that the graduate courses taken are part of that student's specific combined degree program.

Any graduate level courses successfully petitioned for use at the undergraduate level are not included in the nine credit limit. However, a graduate level course applied toward an undergraduate degree cannot also be applied toward a graduate degree.