Academic Policies and Procedures
ACADEMIC ADVISING
Program directors and/or associate program directors serve as the academic advisors for their program. Program staff assist students in developing intellectual potential and exploring educational opportunities and career goals. Through the relationship established between the academic adviser and student within a professional atmosphere, a student can:
- Learn about educational options, degree requirements and academic policies and procedures.
- Clarify educational objectives.
- Plan for professional employment and career goals.
Ultimately, the student is responsible for seeking adequate academic advice, knowing and meeting degree requirements and enrolling in appropriate courses to ensure orderly and timely progress toward a degree. Adviser contact each semester provides students with current academic information and promotes progress toward educational goals.
ADMISSION OF APPLICANTS WITH DISMISSALS
The purpose of the policy is to establish review procedures concerning applicants with previous dismissals from institutions of higher education other than the School of Health Professions. Refer to the School of Health Professions Policy #01: Admission of Applicants with Dismissals.
CLASS ATTENDANCE
Regular attendance at all learning activities is expected, and unsatisfactory attendance may lead to disciplinary action. Instructors are responsible for implementing the attendance policy of programs and must notify students of any special attendance requirements.
Unexcused absences
Unexcused absences include tardiness and unapproved early departures. The instructor keeps a record of unexcused absences in each student’s file. It is the program director’s responsibility to provide proper counseling to the student as soon as a problem is evident.
If a student has more than two unexcused absences in 60 days or three unexcused absences in 90 days, the director may take disciplinary action as stated in the policies of the individual programs.
Absence Due to Illness
A student who is absent because of illness for three continuous days or more must submit a physician’s statement of the illness, the requirement for absence, and a release to return to school. Absences of three or more consecutive days will be reviewed by the program director for the possibility of a leave of absence, requiring the student to repeat the classes or clinical rotations missed. Excessive absences might delay a clinical rotation or anticipated graduation date.
Students may be required to make up coursework due to absences. The program director, in cooperation with the course instructor(s), will review the factors for the absence and will determine the need for make-up coursework. It is the student’s responsibility to contact the instructor immediately following an absence or lateness regarding the make-up of coursework. An unreported absence is considered an unexcused absence.
Excused Absences
Excused absences will be handled on an individual basis by the program director and/or instructor. Scheduling of any elective physician appointment or other personal appointment must be cleared by the program director in advance of the class to be missed, or the absence will be unexcused. Examples of excusable reasons for absence are illness, death or illness in the immediate family, jury duty, subpoena, religious observance, faculty-approved attendance at professional conferences or military service (19 TAC, §4.4).
In the case of absence due to military service, the student must be excused from regularly scheduled classes or other required activities if he or she is called to and/or participates in active military service for a reasonably brief period. In this case, students will be allowed to complete an assignment or exam within a reasonable time after the absence. If the student is aware of the need for an absence before the day of the absence, that student should notify the program director or an instructor in advance of the absence (TEC, §51.9111 and 19 TAC, §4.9).
Religious Holidays
A student who is absent from a class or examination for the observance of a religious holiday may complete the work missed within a reasonable time after the absence if proper notice has been given. Notice must be given at least 15 days before the classes scheduled on dates the student will be absent.
For religious holy days that fall within the first two weeks of the semester, notice should be given on the first day of the semester. It must be personally delivered to the instructor and signed and dated by the instructor, or sent by certified mail, return receipt requested. A student who fails to complete missed work within the time allowed will be subject to the normal academic penalties.
Additional special regulations may be enacted through the normal legislative process and updated in this Catalog. Refer to the Observance of Religious Holy Days section of this catalog.
CREDIT EARNED BY EQUIVALENCY
The School of Health Professions may accept courses accepted or taken at other institutions if deemed to include the equivalent course content. The student should request a course equivalency review from their program director or other designated faculty.
Course equivalency credit is the substitution of credit for a course taken at another institution in place of a specific School of Health Professions course. This type of credit is only granted when the non-School of Health Professions course contains course content that is equivalent to the School of Health Professions course for which the student is requesting equivalency.
Courses must be upper-level courses taken at the university level. Courses in which grades lower than C are not eligible for credit by equivalency. Requests for obtaining course equivalency must be submitted before the start of the semester using the approved Petition for Equivalency form.
CURRICULUM CHANGES
The School of Health Professions places primary responsibility for the quality and oversight of its educational programs with its program directors and primary faculty operating through the Curriculum Subcommittee. At the program level, the program director is responsible for reviewing significant changes to current courses and determining the appropriate number of semester credit hours.
Approval Process
The program director initiates the approval process for substantive changes or additions by submitting the proposed new or revised changes to the School of Health Professions Curriculum Subcommittee. Significant changes or additions must receive written approval by the School's Curriculum Subcommittee and the dean before implementation.
Documentation and consideration of approval of new degree programs must receive written final approval by the President of the University and the Texas Higher Education Coordinating Board. The responsibility for obtaining this level of approval is the shared responsibility of the dean and the respective program director and primary faculty.
Original Documentation
The chair of the School's Curriculum Subcommittee will maintain original documentation of meeting minutes, academic changes and/or additions within the programs in the School. Additionally, copies of program-specific documentation will be held by the program director in the files of that program.
EXAMINATIONS
The following instructions govern the conduct of final examinations as well as other examinations given during the semester:
- Instructors are responsible for advising students of the rules governing examinations and for supervising examinations in their respective classes. They, or their representatives, must remain in the examination room and take necessary actions to ensure an orderly examination and minimize the temptations and opportunities for cheating.
- Students must be informed that all written work handed in by them is considered to be their own work, prepared without unauthorized assistance.
- Students should be asked to cooperate in maintaining the integrity of examinations and encouraged to inform the instructor, without specifying the offenders, when cheating occurs in class.
- Rules for test-taking:
- Remain in the examination room until the test is completed.
- Refrain from talking.
- All notes, books and electronic devices must not be accessible during the examination unless specifically approved by the instructor for that exam.
- An instructor who suspects academic dishonesty must report the incident to the dean.
Refer to the Provisions: Conduct section for more information regarding student conduct.
GRADES
Overview
A student’s standing in academic work is expressed by grades earned on class assignments and examinations.
Grading scale
Number Range Corresponding Corresponding
Letter Grade Grade Point
90-100% A 4.0
80-89 B 3.0
75-79 C 2.0
60-74 D 1.0
Below 60 F 0.0
To receive credit for a course, an undergraduate student must earn a grade of C or above in both academic and clinical coursework. A student in the School of Health Professions must achieve a grade of C or above in all program courses to graduate. A grade below a C in any course may result in an academic dismissal from the respective program. This action is posted to the student’s permanent record. During this period, the student will have the opportunity to exercise the appeal process outlined in the Grievance section of the School of Health Professions Policies and Procedures. A student who wishes to be readmitted after an academic dismissal from the respective program may apply to the program through the entire admissions process for the next academic year.
After a grade is reported to the registrar, it may not be changed unless an error was made by the instructor. Grades are given by semesters; however, in a course extending through two semesters, credit is not counted toward the degree until both semesters of the course are completed.
A student is expected to complete a course, including self-paced courses, in a single semester or summer session. If the course is not completed as expected, the student normally will not be given additional time to complete it or to do additional work to achieve a better grade. In rare instances, and subject to the approval of the instructor, a temporary delay of the final course grade, Incomplete (I), may be given. If no final grade is reported by the end of the next semester, excluding any intervening summer session, a grade of F is recorded as the final grade in the course. A student will not be able to graduate unless the symbol I is replaced by a passing letter grade.
Members of the staff are not authorized, without the academic dean’s approval, to withhold a final grade or to defer reporting a final grade at the end of the semester other than by the use of the symbol I. If a grade is withheld without the dean’s approval, the grade may not be added to the official records later without the written approval of the dean.
About Symbols
Under specific conditions, instructors may use symbols to report a student’s standing in the semester’s work. The symbol I is used to report a temporary delay of the final course grade for a student who has been given additional time to complete a course, and the symbol W to indicate that a student has officially withdrawn from MD Anderson. If a faculty member fails to report a grade for a student, the registrar will enter the symbol I to provide the student time to contact the faculty member and arrange for a final grade to be reported. If a final grade is not reported by the end of the next semester, excluding any intervening summer session, the registrar will change the I to an F. The registrar will notify the student when a grade change is reported.
Symbol I: Temporary Delay in Reporting the Final Course Grade
Issuance of the symbol I, representing a temporary delay in reporting the final course grade, is approved under the circumstances described below and is at the discretion of the instructor.
If a student receives a symbol I in a course, the student must complete the requirements for the course and have the instructor report a final course grade on or before the last date for grade reporting in the next semester, excluding any intervening summer session, or an F will be recorded as the final grade in the course. The period for completion of the coursework may be extended only for unusual circumstances beyond the student’s control as recommended by the instructor and approved by the student’s academic dean. A student who has received an I in a course may not register for that course again until a final grade has been recorded unless the course is one that may be repeated for credit.
If the symbol I appears on a student’s record, the course for which the symbol is recorded is not used in the calculation of the student’s GPA. When the instructor assigns the final course grade, and it is approved by the student’s dean and reported to the registrar by the appropriate deadline, the grade is entered on the record and counted in computing the student’s GPA. The symbol I remains on the record.
Approved Uses of the Symbol I
An undergraduate student may, with the approval of the instructor, be assigned the symbol I in a course for one of the following reasons:
Missing the Final Examination
The student is unable to take a final examination because of illness or other nonacademic reasons. A physician’s statement or other satisfactory verification is required.
Incomplete Classroom Assignment
The student has not been able to complete the required class or laboratory assignments for a reason other than lack of adequate effort. A request for temporary delay of the final course grade because of incomplete class or laboratory work can be made only if the student has a passing average on the class or laboratory work already completed and has taken and passed the final examination (unless a final examination is not given in the course or the student is unable to take the examination for reasons indicated in the previous paragraph).
Reexamination Petition
Only a student who has an average of C or above on all class and laboratory work submitted before the final examination may request a temporary delay of the final course grade because he or she failed the final examination, which is the examination given during the final examination period as printed in the official examination schedule. If the petition is denied by the instructor, the student’s final course grade will remain as originally determined. If the petition is granted by the instructor, the grade on the reexamination will be substituted for the grade on the original examination in determining the student’s final course grade, provided the student earns at least a C on the reexamination. If the grade on the reexamination is less than a C, a final course grade of F must be recorded.
The temporary delay of final course grade symbol is not issued for student or faculty convenience; it may be issued for the reasons cited above only in the case of compelling, nonacademic circumstances beyond the student’s control.
Improper Uses of the Symbol I
A student must not be assigned a temporary delay of the final course grade symbol to permit any of the following:
- Time to prepare coursework in addition to that assigned to the entire class.
- Time to repeat the entire course.
- Opportunity to raise a grade for any reason other than the approved reasons cited above.
Computation of the Grade Point Average
The cumulative GPA for each student is calculated based on all work undertaken at MD Anderson (including credit by examination, correspondence and extension) for which a letter grade is recorded. Courses in which the symbol W or I is recorded are excluded in calculating the GPA.
GRADUATION
General and specific requirements for degrees may be altered in successive catalogs. A student is bound by the requirements of the catalog in force at the time of their admission; however, a student must complete all requirements within seven years or be subject to degree requirements of subsequent catalogs. The student who is required to or chooses to fulfill the requirements of a subsequent catalog must have their amended degree plan approved by the dean of the School of Health Professions.
Commencement
Commencement Information
- Commencement is the formal academic ceremony at which bachelor’s and master’s degrees are conferred. Master’s degree candidates are hooded, and diplomas are presented to all graduating bachelor’s and master’s degree recipients.
- Participation in the ceremony is strongly encouraged; however, participation is not a requirement for completion of a degree or receiving a diploma.
- The location, date and time, rehearsal information, attendee parking, graduate photo and family instructions will be provided to students and faculty by the dean’s Office in late June.
- Personalization or alteration to the student cap and gown is prohibited for commencement.
- The School of Health Professions will provide sign language accommodation.
Graduating Student Eligibility
- All program directors must submit the Degree Authorization Form for each student to be eligible to participate in the ceremony.
- Students must be enrolled and in good academic standing to participate in the ceremony. A student who has withdrawn, been dismissed or is currently placed on probation may not participate in commencement.
- Completion of School of Health Professions and program degree requirements is required to be eligible to participate in the ceremony.
- If an ineligible student requests to participate in the ceremony and the program director denies the student’s request, the student may appeal to the dean.
Application and Procedure for Graduation and Commencement
- Each student must order a Cap and Gown (from the graduation company) to participate in commencement.
- Deadline: 2 months before the ceremony date listed. Extra caps and gowns will not be ordered under any circumstances.
- All students must complete the School of Health Professions Clearance form, prior to the ceremony, in order for the Diploma to be mailed.
- Student ID and Institutional materials must be returned to the program director.
- All students must apply for Graduation via the myUTH site during the regtration period of the semester for which they will graduate. The deadline is the Friday after Census Day.
- All students must satisfy all financial obligations (fines, fees, etc.) with the bursar’s office.
- The name listed in the Commencement program is the students’ legal name currently on file in the Office of the Registrar.
- International Students must contact the Visa Office regarding clearance procedures and final process documentation.
Graduating with Honors
Based on the School of Health Professions cumulative GPA of the Spring Semester in the graduating year. All students meeting the requirements outlined below will be recognized at the commencement ceremony:
- Magna Cum Laude 3.7 to 3.899 recognition with silver cords
- Summa Cum Laude 3.9 to 4.0 recognition with gold cords
Outstanding Student of the Year (Recognition with a Gold Sash)
Each program will select one Outstanding Student of the Year; however, all students earning at least an 3.8 overall GPA and rank in the top one-third of the class on July 15 are eligible for consideration.
Outstanding Student Assessment Criteria
The selected Outstanding Student:
- Exhibits outstanding leadership qualities.
- Is highly motivated to work within the profession.
- Is consistently reliable.
- Demonstrates excellent communication skills.
- Has an outstanding ability to work with others.
- Effectively works independently.
- Demonstrates a high degree of maturity.
- Is an excellent example of UT MD Anderson’s Core Values of Caring, Integrity, Discovery, Safety and Stewardship.
Selection Process and Criteria
- The Program Faculty will rate each student using the Outstanding Student assessment criteria.
- The program director will select adjunct, clinical and/or non-primary program faculty to evaluate the students creating a 1:1 ratio with primary School of Health Professions faculty.
- The average assessment score will be added to the student’s July 15 MD Anderson grade-point-average. The student earning the highest score will receive this recognition.
- In the event there is a tie, the program director will make the final decision.
GRIEVANCES - ACADEMIC
Academic appeals include appeals related to grades and academic programs or degree requirements. Specific instructions are provided below for each type of academic appeal. In all instances, the School of Health Professions requires that every attempt be made to resolve such disputes informally through discussion among all relevant parties before initiating formal procedures.
Grade Appeals
All appeals relating to specific course grades require that students first seek a satisfactory solution with their primary course instructor(s).
- Within two business days after the posting of grades, the student should request a conference with the program director or associate program director to seek a satisfactory solution.
- Within five business days of the above meeting, and if the matter is not resolved to the satisfaction of the student, he or she may submit a written appeal to the dean. The dean’s appeal process will include collection and review of all course grades, advising notes, explanation of extenuating circumstances, etc.
- Within seven business days of receiving the appeal, the dean will
- The student may appeal to the CETO by sending the written grievance and grievance record
- Within five business days of the student’s receipt of the dean’s decision, OR
- Within seven business days if no decision is rendered by the dean.
- Within seven business days of receiving the student’s appeal, the CETO or their designee may take whatever action is deemed appropriate to make their decision, which is final.
Appeals of Academic Program or Degree Requirements
All appeals relating to a specific program require that students first seek a satisfactory solution with their program director. If a satisfactory solution cannot be reached with the program director, the student may submit a written petition to the dean detailing the grounds for the appeal. The following are examples of student appeals:
- Petitions pertaining to the general education requirements and/or general university requirements.
- Petitions requesting that transferred elective credit be accepted for degree requirements. These petitions must be accompanied by a catalog copy of the course descriptions.
PERSONAL RECORD INFORMATION
Name Change
UT MD Anderson policy is to maintain educational records under the student's full, legal name. Official documents such as diplomas and transcripts will not be issued bearing any other name than the name listed in myUTH.
A currently enrolled student may change the name on his or her permanent academic record by accessing the eForms tile in myUTH and selecting the Request Name Change link to submit a request and upload necessary documentation
UT MD Anderson maintains student records under the name the student had when last enrolled. A former student may not change their name on their permanent academic record except by presenting a notarized request and a certified copy of the signed court order showing the authorized name change.
Change of Address and/or Telephone Number
The student must give correct local and permanent addresses and telephone numbers to the Office of the Registrar, the Office of the Dean and the program director. The student must notify these offices immediately of any changes in address or telephone number.
Students may change their addresses online via the eForms tile in myUTH.
Official correspondence is sent to the address last given to the registrar and program director. If the student has moved and failed to correct this address, they will remain responsible for the contents of the correspondence sent to their address of record.
RETURNING STUDENT FOR BACHELOR'S DEGREE
A student who completes prerequisites within four years after completion of coursework at the School of Health Professions and returns to obtain a bachelor’s degree must meet with their program director to obtain permission to proceed with the pending requirements to graduate and receive a degree and diploma.
STUDENT READMISSION
The purpose of the policy is to identify the conditions under which previously dismissed students may be readmitted to the School of Health Professions and its programs after a separation from the school due to academic and/or disciplinary (conduct/behavioral) dismissal. Refer to SHP Policy 02 Student Readmission.
SUMMONS AND OFFICIAL COMMUNICATIONS
Summons to Administrative Offices
A summons to the office of any administrative officer must be observed. Failure to respond to a summons may result in suspension from UT MD Anderson. In most programs, a summons to the Dean is sent by mail, so it is important that the student keep the Dean, Registrar and Program Director informed of current address information.
Official Communications with UT MD Anderson
Students are expected to attend to business matters with UT MD Anderson during regular working hours on Monday through Friday. A student who is unable to conduct business personally should contact the appropriate office by mail or telephone. For purposes of proper identification and clarity, written communications should include the student's name, student identification number and local address (if applicable).
SYLLABI, FACULTY CREDENTIALS AND TEXTBOOK INFORMATION
All course information, including textbook information, is provided on the Office of the Registrar page related to course description information upon registering for a course. After actual course registration, course syllabi are made available within the learning management system of the institution.
Appointed faculty in the school maintain credential listings on the following institutional pages.
- School of Health Professions appointed faculty and staff
- UT MD Anderson Faculty Profile Institutional Search
TRANSCRIPTS AND DIPLOMAS
Transcripts
With proper identification, a student may receive an official transcript in person, online via myUTH, or by mail. The transcript includes only the academic record accumulated at the School of Health Professions. Unofficial copies of transcripts from other institutions are furnished by the registrar in accordance with the Texas Open Records Act (a fee may be charged).
A transcript is a comprehensive record of an individual's academic progress; it contains all the significant facts about a student's admission, academic level and scholarship. No partial or incomplete record (e.g., with grades of F omitted) will be issued. A student who owes a debt to UTHealth or UT MD Anderson may not be able to obtain an official transcript until the debt is paid.
Texas law provides criminal penalties for forgery of a transcript or similar document.
Diplomas
A graduate of UT MD Anderson may purchase a diploma to replace one that has been lost or destroyed. If purchased more than one year after the original diploma was issued, the replacement will bear the reissue date below the date the degree was awarded. The signatures of UT MD Anderson and The UT System officials may not be the same as those on the original diploma because the signatures of former officials are not maintained on file. Additional copies of an original diploma also may be purchased at the time of issue. The student will be required to pay a fee for the additional copy.
A student who requests a new diploma based on a change of name must pay the fee unless the name change was submitted by the deadline set by the registrar or a postponement of the deadline was granted.
Our Labs
Learn more about our faculty and research taking place in our labs.
Conferences
View conferences available for continuing education credit.