Academic Policies

Graduate Only Policies

Advanced Standing Credits

Advanced standing credits refers to credits taken by a non-matriculated student, transfer student, or by a student in one degree program before formally beginning another program. In instances where a student plans to take a course or courses while in one degree program so as to apply those credits to a more advanced degree at a later date, the student must request and receive written prior approval from the program director of that advanced degree program before enrolling in said course(s). Advanced standing credits earned may be applied toward degree requirements only upon the recommendation of the student’s graduate program and with the approval from the Academic Dean's Office. To be eligible, these credits must have been earned within a seven-year period before matriculating into the degree program in question. For a Master’s degree program, advanced standing credits may not total more than one-third of the degree requirements.

Attendance

Graduate students are to adhere to the current Attendance Policy for all Keene State College students. Each faculty member may have additional attendance standards and conditions which will be published in course syllabi.

Catalog Year Program Requirement

Academic departments, in consultation with the College Senate and the Graduate Council, approve program requirements. If a change in program requirements occurs after a student has matriculated, the student may complete the requirements as specified for the program when they matriculated, or may shift entirely to the most recently approved program requirements, but may not utilize a combination of both. Each student is responsible for the timely completion of all degree requirements.

Continuous Enrollment

Unless a formal Leave of Absence is granted, all graduate students are required to maintain continuous enrollment in one or more graduate-level (credit granting) courses, until they have completed all requirements and have received their degrees. Enrollment in regular coursework may be required during the summer term for some graduate programs (see specific program requirements). Enrollment during the summer term may also be required for students who plan to take comprehensive examinations, defend theses or present capstones. Unless required by a specific program, continuous registration is only required during the standard academic year.

If they are actively engaged in research or in a culminating project, they must register for an appropriate number of credits of thesis research, non-thesis research, or special projects per semester (as determined by their major professors or program committees), for which they will receive a grade of Satisfactory or Unsatisfactory, and pay the associated tuition.

If they have completed all requirements for the degree and still need the privileges afforded by graduate student status (including email), students must register for Continuous Registration (KSC-600) each semester during the academic year and pay the associated fee. This option is generally only appropriate for students who have completed all requirements except for making up grades of Incomplete, taking a comprehensive exam, or refining and submitting the final version of a research project or thesis. No grade or credit toward a degree is associated with Continuous Registration. A Continuous Registration administrative fee of $200 will keep the student’s accounts and access to the library active as well as afford them the privileges associated with being a half-time, matriculated student. Graduate students may only register for Continuous Registration with the pre-approval and permission of their faculty advisor or program coordinator and can only use this option for up to 3 consecutive semesters. If a student fails to register in the above manner once all required coursework and research credits are completed, email and other KSC services are discontinued, the student is administratively withdrawn and a Reinstatement Petition and process must be initiated to reenroll into the student’s degree program.

KSC-600 - Continuous Registration:

KSC-600 is used as a placeholder course to allow students to remain enrolled while completing a course in which the student received an Incomplete (shown as an I) or with a grade of XF (No Grade Submitted). Students in need of registering for this course will be identified by the Graduate Program Coordinator and enrolled through the Registrar’s office for the subsequent semester(s) until the course has been completed and the XF resolved, or withdrawal from the College by the student. KSC-600 credits are not billable beyond the required $200 fee for each semester the student is enrolled in KSC-600. At the end of the semester in which a student is enrolled in KSC-600 any credits associated with the course will be removed from the student's academic record. Student’s transcripts will show the completion of KSC-600 for 0 credits for each semester enrolled. 

Course Add, Drop, Change, Withdrawal

The following changes in registration for program courses may be made with the approval of the student’s faculty advisor or program director:

1. Courses may be added up until the date specified by the College for each term on its website, or in the Keene State College Catalog.
2. Courses may be changed from audit to credit up until the date specified by the College for each academic semester on its website, or in the Keene State College Catalog.
3. Courses may be dropped up until the date specified by the College for each academic semester on its website, or in the Keene State College Catalog.
4. For a course withdrawal after the date specified by the College for each academic semester or term on its website, or in the Keene State College Catalog, the instructor is required to submit a final grade, which may be a failure.

Non-Matriculating students may register for courses for which they have completed the prerequisites and have received the permission of the Department Chair or program director, subject to enrollment limitations and the accommodation of students in degree programs.

Full Time and Part Time Registration for Graduate Students

Registration status for students may change over the course of graduate study and may include full-time and part-time status. Eligibility for specific registration statuses depends on several factors, including degree type (e.g., certificate, master’s) and citizenship, and each status has different requirements.

Students who desire or who are required to register for full-time study during any semester or summer term must register and pay tuition and fees for full-time work. In order to qualify for full-time registration, students must register for at least 9 credits during a regular semester or 6 credits during a summer term.

Half-time registration for a KSC graduate student is considered a minimum of 3 credits up to 8 credits.

Students registering for credits in excess of 12 per semester will be charged the appropriate part-time per credit tuition for each credit over the limit. Dropping overload credit after the end of the add/drop period does not reduce term bills.

Students must be cognizant that course credit load is a significant determining factor regarding eligibility for and continuity of financial aid.

Leave of Absence

Students who must leave the College for a period of one semester or more, whether before or after they have completed the work prescribed in their degree program, due to military service, illness, financial hardship, childbirth, adoption or other circumstances should apply for a Leave of Absence. The request should be made in writing by the student to the Dean of Students, accompanied by a Leave of Absence form, carrying the endorsement of the graduate program director.

This written petition must be sufficiently specific to enable the Dean of Students to determine whether the leave is warranted. A Leave of Absence, granted under such unusual circumstances, has the effect of suspending time limitations such as those for completion of the degree or for the removal of incomplete grades.

Accordingly, a leave will be granted only for sufficient reason, and for an explicit period of time. Before engaging in a Leave of Absence, it is essential that graduate students examine and understand the impact that such leave will have on financial aid, student loan repayment and other financial and progression considerations. Leave of Absence may be renewed if circumstances warrant a renewal; however, this should be done in consultation with the degree program director.

A request for a Leave of Absence must be submitted to the Dean of Students by the last day to add courses as specified on the KSC Academic Calendar. Requests received after the designated dates will not be approved. Students who do not enroll for one term and have not secured an approved Leave of Absence are considered to have self-withdrawn from their program. In this case, an approved Reinstatement Petition or successful re-application to the program along with payment of all associated fees must be submitted for the student to be re-matriculated into the degree program. Re-matriculation may also require the submission of a revised plan of study and timeline.

Non-Matriculated Status

Individuals holding a baccalaureate degree who are not students in an advanced degree program may take courses during the academic year or in the summer as non-matriculated students. For a description of the maximum number of credits that may be applied to future graduate work, see the catalog or specific degree program of interest. If non-matriculated students later wish to be admitted to a degree program they must complete the regular admission procedure. Unless specified in the program requirements, no more than 12 course credits taken in this status may be applied to satisfy degree requirements. Non-matriculated students are not eligible for financial aid.

Non-Matriculated students may register for courses for which they have completed the prerequisites and have received the permission of the department chair or program director, subject to enrollment limitations and the accommodation of students in degree programs.

Program Withdrawal

Withdrawal from graduate study in the College deserves careful consideration by the student in consultation with their faculty advisor and program director. If the student concludes that a Leave of Absence is not in their best interest, they must notify the Dean of Students Office of their intent to self-withdrawal.

A student who does not register or submit a Leave of Absence request before the Enrollment Services’ deadlines at the beginning of the fall and spring semesters will be administratively withdrawn. The interpretation of this inaction will be that the student does not intend to return for graduate study. A subsequent return to the College to complete their degree will require the student to engage in the Reinstatement Petition process or, to re-apply for consideration to the degree program. Both require additional fees.

Registration Advising Policy

Before initial registration, all graduate students must confer with their advisor to select appropriate coursework for the first enrollment cycle.

Reinstatement and Re-Enrollment

Graduate Students are eligible for reactivation/reinstatement through the Registrar's office as determined by the Graduate Program Coordinator of the appropriate master’s program.  The reinstatement request must be made within 3 years of the completion of their last matriculated course and if ONE of the following conditions is met: 

1. Student was on a Diminished Care Leave of Absence at the time of withdrawal.  

OR 

2. Student was withdrawn or placed on a Leave of Absence due to active military deployment.  

OR 

3. Student left in good disciplinary and academic standing with a 3.0 GPA or higher from Keene State College with no other institutional holds, and student has successfully completed at least one semester of academic work.  

Master’s students seeking reactivation must complete the “Reactivation (Graduate)” form and submit it to the Graduate Program Coordinator for review. 

If deemed eligible for reactivation, the student will meet with their graduate program coordinator to create a program plan for when they return and will then be allowed to rematriculate for the following academic semester/term. 

Students who do not meet the above criteria may utilize the following process to request reinstatement. Please note that completion of the process does not guarantee reinstatement. 

1. Contact the Graduate Program Coordinator (GPC) for their program and declare their interest in returning. 
2. Compose an appeal email/letter to send to the appropriate GPC outlining the circumstances of their withdrawal, their interest in continuing in their program, how their situation has changed, and a plan for completing their program including a clear timeline. 
3. The GPC, perhaps in consultation with other program faculty, will review the letter of appeal and determine whether or not the student will be reinstated, and any conditions associated with the reinstatement. 

The student will be notified of the decision by the GPC. 

Once re-admitted, the student will work with their assigned Faculty Advisor and/or the Graduate Program Coordinator (GPC) on a new formal academic program plan including a timeline. Failure to successfully progress through the new academic program plan according to the submitted timeline may result in permanent dismissal from the College with no option for readmission.

Graduate-Level Academic Honesty Policy Violation Sanctions:

All graduate students accused of violating the Academic Honesty Policy will follow the Keene State College Academic Honesty procedures. However, graduate students will be subject to following graduate-specific sanctions: Any first offense sanction will result in, at least, the student receiving an F in the course. Additionally, the home department may choose to dismiss the student from their graduate program at their discretion.
Any second offense sanction will result in expulsion from Keene State College.

Requesting an Exception to a Graduate Policy:

Exceptions to Graduate Policy are considered under compelling circumstances. Students must submit an email asking for an Exception to a Graduate Policy stating the specific exception they’re requesting to their GPC. These exception petitions must be approved by the Academic Dean and advisor (and as needed, other instructors) prior to submission to the Academic Dean for consideration by members of the Graduate Council.