2010-2012 Graduate Studies Catalog

Petition to Consider Exemptions to Graduate Degree Program Admission Requirement(s)

Students who fail to meet the minimum GPA or test score requirements for admission to a graduate degree program may petition to consider exemption to the requirement(s).  To appeal an admission requirement, the student must complete a Petition to Waive Graduate Admission Requirement form, available on the website (www.msubillings.edu/grad).  The student will complete the petition and return it to the Office of Graduate Studies.  The petition will then be sent to the chair of the department, and the dean of the College for review.  When completed, the petition will be returned to the Office of Graduate Studies and the student will be notified if the requirement has been waived.

Falsification of information

Each student is responsible for knowing and for complying with all regulations regarding admission procedures.  Failure to be informed or to comply will not excuse a student from responsibility or from any penalty or difficulty that may be encountered.

Misrepresentation or falsification of a student’s enrollment status will be sufficient grounds to cancel a student’s current registration and to suspend the student for two semesters.  It is the student’s responsibility to know his/her enrollment status at his/her former institution(s).

Denial of Admission

Under Board of Regents’ policy (301.10), Montana State University Billings “may deny or condition admission, re-admission, or continuing enrollment of any individual who, in the judgment of the unit, presents an unreasonable risk to the safety and welfare of the campus and persons thereon.”

Grade Appeal Procedure

Montana State University Billings has a set of procedures for contesting a grade which must be followed for appropriate resolution.  The student must understand that they cannot appeal a grade after sixty (60) days from the official release date of those grades.  All documentation must be in writing and submitted to the instructor and Student Resolution Officer (SRO).  Please refer to the Student Handbook for a complete explanation of this process.

Step I  You must meet with or attempt to make appropriate contact (email, phone, office hours, etc.) with your instructor to discuss your reasons for the grade appeal within sixty (60) days from the official start date of the next term.  Documentation supporting your claim should be made available at this meeting.  The University would like to have both you and the instructor discuss the details, in a reasonable, open manner, and formulate an agreeable resolution.

Step II  If the initial meeting (or attempt to meet) with your instructor did not provide an agreeable resolution, you must then contact the ASMSU Billings Student Resolution Officer and schedule a time for you and the SRO to meet and discuss the reasons for the appeal.  The SRO can then help schedule a meeting between you and the instructor of the course you are contesting or, if Step I was not successful, can help move the appeal to Step III.  You must submit any documentation supporting your claim and a copy of the course syllabus to the SRO.  This information should be presented at the meeting with the instructor.  The instructor will submit a formal decision to the student, in writing, within fifteen (15) University business days.  A copy of the letter must be sent to the SRO.

Step III If no resolution is achieved at Step I or II, the dispute may be brought to the Department Chair of the relevant department (if the dispute is with the Department Chair, then refer to Step IV).  All documentation and a letter of appeal must be submitted to the Department Chair within ten (10) University business days after receipt of the formal decision by the instructor.  The SRO can assist with this process.  A meeting will then be scheduled between you and the Department Chair.  The Chair will submit a formal decision to the student, in writing, within fifteen (15) University business days.  A copy of the letter must be sent to the SRO.

Step IV  If no resolution is achieved at Step III, the dispute may be brought to the Dean of the relevant College.  All documentation and a letter of appeal must be submitted to the Dean within ten (10) University business days after receipt of the formal decision by the Chair.  The SRO can assist with this process.  A meeting will then be scheduled between you and the Dean with the SRO present.  The Dean, as the representative of the relevant College, has the authority to review all documentation, discuss the matter with the instructor and Department Chair, and formulate a resolution.  The Dean will submit a formal decision to the student, in writing, within fifteen (15) University business days.  A copy of the letter must be sent to the SRO.

Step V If no resolution is achieved at Step IV and you wish to appeal further, the dispute may be brought before the Campus Hearing Committee.  All documentation and a letter of appeal must be submitted to the Vice Chancellor for Student Affairs within ten (10) University business days after receipt of the formal decision by the Dean.  The SRO can assist with this process.  The Campus Hearing Committee will consist of a maximum of three (3) faculty members and three (3) students.  One (1) staff member will be selected to chair the hearing process and will have no vote in the recommendation process.  The Campus Hearing Committee will follow prescribed hearing procedures and make a recommendation directly to the Chancellor who makes the final decision.  The Chancellor will then have fifteen (15) University business days to send a formal and final decision to you.

Student Resolution Officer

The Associated Students of MSU Billings employ a Student Resolution Officer to assist students with various academic and nonacademic questions and concerns.  The purpose of the Student Resolution Officer is to help students resolve problems or refer them to the appropriate University officer for assistance.  Procedures of the grievance process are available from the Student Resolution Officer in the ASMSU Billings office in the Student Union Building.

Registration Procedures

Directions and exact dates for pre-registration are issued each year in the Schedule of Courses.  A Schedule of Courses may be obtained at the Office of Admissions and Records ( 406-657-2303), or by contacting the Office of Graduate Studies (406-657-2238).  All students are held responsible for knowledge of listed dates.

Late Registration

Students are expected to complete registration within the dates stated.  For any delay beyond that period, unless University officials cause such a delay, a late registration fee of $40.00 will be charged as stated in
the General Bulletin.  Students permitted to register late must pay the full fees.  Students who fail to pay fees or to have their fee payment arranged before the final fee payment day will have their classes deleted for that semester.

Repeated Courses

When a course in which a student has previously attempted credit is repeated, the credit and the first grade received are canceled.  The credit and second grade are recorded, even if the second grade is lower.  In order to inform the Office of Admissions and Records of a repeated course, the student must file with the Admission and Records Office a Repeat Form that identifies the proper course numbers.  Students MUST have the permission of their advisor before repeating any class and courses may be repeated only once.

Adding Courses

Students may add courses during the first seven instructional days of each semester.  Students may add courses after the 7th instructional day and up to the 15th instructional day only with the approval of the instructor and the department chairperson.

Final Examinations

Final examinations are scheduled during the last week of each semester.  A final examination schedule is published in the Schedule of Courses and a copy of the schedule is available at the Office of Admissions and Records.

Withdrawal Procedures

Please refer to the “Student Fees” section regarding the University refund schedule and policy procedures for students withdrawing from either courses or Montana State University Billings.

Dropping a course

Withdrawal from a course (drop) is permitted through the 7th week, 35th class day of the semester.  Withdrawal from a course is permitted through the 13th week and up until 10 class days from the official end of the semester with the approval of the student’s academic advisor and course instructor.  There is no penalty for failing work through the drop period.  After the 13th week students may not drop courses, and the instructor will assign a letter grade other than a “W.”

Withdrawal from the University

Students who withdraw from the University during a semester are required to fill out a withdrawal form and complete an exit interview in the Advising and Support Center.  Students who officially withdraw from school for the current semester will receive a grade of “W” (Withdrew Passing) in all classes.  Students who do not officially withdraw from classes will receive letter grades (other than a “W” grade) to be determined by the instructor of each class.

NEXT: Academic Policies


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