Policies and Procedures
The Office of the Registrar, located in Kennesaw Hall, is the central administrative office responsible for registering students, maintaining the permanent academic records, performing degree audits, and enforcing the academic policies of the university.
All registration at Kennesaw State University is conducted over the web through Owl Express. There are two phases of registration: Early Registration and Final Registration.
The Early Registration phase is available to students who are currently enrolled and in good academic standing. These students are strongly encouraged to register within the Early Registration phase.
The Final Registration phase is available to new, readmitted, and all currently enrolled students. New students are invited to attend an orientation session where they will have an opportunity to register for classes.
A Drop/Add Session is offered to students during the first week of classes. Students are encouraged to drop courses during this period in lieu of receiving a withdrawal.
NOTE: Specific dates can be found on the academic calendar located on the KSU Registrar Web page, https://www.kennesaw.edu/registrar.
Verification of Class Schedule
Students should verify their class schedule for each semester enrolled. No course additions/deletions are permitted after the Drop/Add period has ended. It is the student’s responsibility to verify their class schedule (including credit hours) on Owl Express for accuracy.
Graduate Course Auditing Policy
Auditing of courses will be permitted for regularly enrolled graduate students, as well as on a space-available basis for those who hold a graduate degree from Kennesaw State. Auditing of courses is not allowed in the Coles Doctor of Business Administration, the Coles Executive MBA, the Master of Science in Conflict Management (MSCM), the Master of Science in Information Systems (MSIS), or any of KSU’s Master of Education (M.Ed.) programs. Students must have completed all prerequisites necessary for the course to be audited and are expected to complete all course requirements as noted on the course syllabus. A student may audit no more than 6 credit hours of graduate course work in a given term.
The permission to audit form, available in the Office of the Registrar, must be submitted before the end of final registration. The form must be signed by the Graduate Program Director of the program offering the course to be audited. Audited courses count at full value in computing the student’s course load and fees. The student’s name will appear on the official class rolls of the courses audited, as well as the student’s approved schedule of courses. No credit is granted for audited courses, and students are not permitted to change to or from an auditing status except through the regular procedures for schedule changes.
The grade for auditing is “V” (visitor), and this grade will at no time be changed to a “W” on the basis of the auditor’s attendance in the course. The grade of “V” will have no effect upon the student’s grade-point average, and students will not be permitted to have the audit grade changed at any future date. Audited courses will not count toward degree completion for any of KSU’s graduate programs.
Credit Hour Definition
Kennesaw State University defines a semester credit hour as one hour (50 minutes) of classroom or direct faculty instruction and one hour forty minutes of out-of-class student work each week for 15 weeks in a semester (a minimum of 750 minutes of class plus 1,500 minutes of out-of-class academic engagement to equal 2,250 engaged minutes per semester credit hour), or an equivalent amount of laboratory work, internships, practica, studio work, field experience, and other academic work. Educational activities that involve no classroom or direct faculty instruction require an equivalent amount of work as stated above.
The full-time load for a graduate student is 9 semester hours.
The minimum requirements for admission to candidacy in any degree program shall be the successful completion of 9 semester hours of graduate credit in a degree program at KSU with a minimum cumulative grade-point average of 3.0 and a grade of “C” or better in each course presented for candidacy. Individual degree programs may establish additional requirements for candidacy (e.g., interview or examination).
To receive a graduate degree from Kennesaw State University, a student must complete at least 27 semester hours of program requirements at KSU. All of these 27 hours must be completed after the student has been admitted to the degree program. Students in the MAcc or WebMBA must complete 24 hours.
All requirements for a master’s degree must be completed within six years, beginning with the first registration in graduate-level classes following admission to the degree program. Extension of time may be granted only on conditions beyond the student’s control. Only courses in which credit has been earned within six years of the date of graduation will be counted for degree credit.
KSU transcripts are issued to students upon request through Owl Express. Currently, transcripts requested through Owl Express will be mailed or picked up the next business day. Effective fall 2012, students may request transcripts to be mailed or delivered electronically.
Due to provisions of the Student’s Right to Privacy Act, the student is the only one who can authorize release of his/her records.
Graduate work taken at other Commission of Colleges (COC) regionally accredited institutions must be evaluated and approved by the program director and/or graduate committee of the respective program in order to satisfy degree requirements at KSU. Such transfer credit cannot be for courses over five years old and must satisfy the six-year rule above to count towards degree credit; cannot exceed 9 semester hours (6 semester hours for the MAcc and the WebMBA), and cannot reduce residency requirements. No grade below B may be accepted. Transfer grades are not used in calculating semester, summer term, or cumulative grade-point averages. Individual degree programs may have additional specific requirements or limitations for transfer credit.
Refer to the program descriptions in this catalog for additional information.
Transfer credit is not permissible for any part of the Coles Doctor of Business Administration, Coles Executive MBA, or the Master of Science in Conflict Management programs.
Student Guide to Degree Progression (DegreeWorks)
DegreeWorks is a web-based advising tool that provides real-time advice on degree completion. This system is designed to aid and facilitate academic advising. It is not intended to replace face-to-face advising sessions. DegreeWorks is available to:
- degree-seeking undergraduate students who have a catalog year equal to Fall 2008 or later.
- degree seeking graduate students who have a catalog year equal to Fall 2011 or later.
Students with a catalog year prior to those listed above should continue to meet with their academic advisor concerning degree progression.
Students who have not declared a major must use the “What-If option” and select an intended major and concentration, if applicable, to view a degree compliance audit.
Students can access DegreeWorks through Owl Express.
Cross Registration—Atlanta Regional Consortium for Higher Education (ARCHE)
Kennesaw State University is a member of the Atlanta Regional Consortium for Higher Education, an association of colleges and universities in the Atlanta area offering a combination of reciprocal academic services, such as cross registration, interlibrary loans and visiting scholars program.
The cross registration program is available to students officially enrolled in Atlanta Regional Consortium Institutions. This program is distinct from transient status in that it is possible for a student to register for an approved course at any of the 20 consortium schools and receive credit, while paying tuition costs to the home institution. The intent is to allow qualified students to take course work in their area of study that is not available on their own campus.
To be eligible to participate, the student must be in good standing and must have the recommendation of the faculty adviser or department chair at the home institution. Cross registration may be pursued only for courses not offered at the home institution for the given term and is not recommended for students in their last semester before graduation. KSU students must be enrolled for at least one semester hour at KSU in order to cross register. A complete list of the requirements for eligibility and registration procedures are located on the ARCHE Registration form.
Students who wish to enroll in courses at member institutions of the Atlanta Regional Consortium should obtain a Cross-Registration form from the cross registration coordinator in the Office of the Registrar. Check with the coordinator for individual member college cross registration deadlines: Fall Semester – July 26th , Spring Semester – December 1, Summer Semester – May 1.
Agnes Scott College
Clark Atlanta University
Clayton College & State University
Columbia Theological Seminary
Georgia Gwinnett College
Georgia Institute of Technology
Georgia State University
Interdenominational Theological Center
Kennesaw State University
Mercer University of Atlanta
Morehouse School of Medicine
Savannah College of Art and Design - Atlanta
Southern Polytechnic State University
State University of West Georgia
University of Georgia
Full-time enrollment for graduate students is 9 semester hours. Graduate students in good standing may enroll for 12 semester hours in any semester. In order to enroll for more than 12 semester hours, students must obtain approval from their graduate program director.
Graduate students may repeat for credit no more than two graduate courses, one time each. Only courses in which students previously earned a grade below “B” may be retaken for credit.
All grades received for work attempted at KSU are calculated in the cumulative grade point average. Grades for repeated courses are considered as work attempted and do not replace grades already received. Individual degree programs may establish more stringent requirements. Students enrolled in KSU’s executive programs (Coles Executive MBA, and MSCM) may not repeat courses for credit toward a degree.
Withdrawal from Courses
Students may withdraw from one or more courses any time before the last three weeks of the semester. Summer withdrawal dates vary according to part of term student is enrolled. To completely or partially withdraw from classes at KSU, a student must withdraw online through Owl Express. Students who officially withdraw from courses before mid-semester will receive a “W” in those courses and receive no credit. They will not, however, suffer any academic penalty. Students who officially withdraw after the last day to withdraw without academic penalty and before the last three weeks of the semester mid-semester (and before the last three weeks of the semester) will receive a grade of “WF,” which will be counted as an “F” in the calculation of their grade point average. Exact withdrawal dates are published in the official academic calendar. Students who simply stop attending classes without officially withdrawing usually are assigned failing grades.
The only exceptions to these withdrawal regulations will be for instances involving unusual circumstances that are fully documented. Students may appeal to the Academic Standing Committee for consideration of unusual circumstances.
Students will receive refunds only when they withdraw from ALL their classes and only by the schedule outlined in the University System refund policy.
IP (In Progress) Grade
In most graduate courses, the grades “A,” “B,” “C,” “F,” “I” (Incomplete), “W” (Withdrawal), and “WF” (Withdrawal with an “F”) are awarded. In some graduate courses, particularly thesis, dissertation, and project courses that are intended to last more than one semester and are not completed during the semester in which the student is first registered for the course, the notation “IP” (In Progress) is used. A student then has to pay to enroll for a specified number of hours in each consecutive semester in which work is still in progress. While the work is in progress, the instructor will report a grade of “IP” for these credit hours at the end of each term. Thesis, dissertation, and project course credit hours taken during the semester that the work is completed will be awarded a grade of “S” (satisfactory) or “U” (unsatisfactory). Grades of “IP,” “S,” or “U” shall not be computed in the student’s grade-point average.
Issuance of grades and formulation of individual attendance policies are the prerogative of the instructor. Faculty must provide feedback to students about their progress prior to the last published day to withdraw without academic penalty. Grades are expected to conform to those listed below. Any deviations must be approved by the Faculty Senate and the Office of the Registrar.
The following are the final grades included in the determination of the scholastic grade point average:
I: incomplete grade. The grade of “I ” will be awarded only when the student has done satisfactory work up to the last two weeks of the semester, but for nonacademic reasons beyond the student’s control, is unable to meet the full requirements of the course.
The grade of “I ” must be removed by the end of the next semester or term. The grade of “I” will not be included in the calculation of the student ’s scholastic average at the end of the semester in which the grade of “I” is received. Upon completion of the outstanding requirements within the specified time limit, a final grade of “A,” “B,” “C,” “D,” or “F” will be assigned in the course on the basis of the student ’s total performance, and the grade will then be included in the calculation of the student’s cumulative grade point average. If the outstanding work is not completed by the end of the following semester or term, then the “I ” will be changed to an “F ” and calculated into the student ’s cumulative grade point average. An “I ” cannot be removed by reenrolling in the course.
K: indicates credit awarded for CLEP or Advance Placement (AP) exams.
W: indicates that the student was permitted to withdraw from the course without penalty with the approval of the program director and registrar within the first 28 working days (including registration days) of the semester. Withdrawals without penalty may be permitted after the official withdrawal period in hardship cases only with approval of the registrar. A course in which the grade of ”W’ has been assigned will not be included in calculating the student’s scholastic average.
WF: indicates that the student was permitted to withdraw from a course after the first 28 working days of the semester. The dropping of a course under these circumstances is equivalent to failure and will be included in the calculation
of the student’s scholastic average.
S: indicates that credit has been given for completion of degree requirements other than academic course work. The use of this grade is approved for thesis hours, student teaching, clinical practicum, internship and proficiency requirements in graduate programs.
U: indicates unsatisfactory performance or progress in an attempt to complete degree requirements other than academic course work. The use of this grade is approved for thesis hours, student teaching, clinical practicum, internship and proficiency requirements in graduate programs.
IP: indicates progress in thesis, dissertation, and project courses that are intended to last more than one semester.
V: indicates that the student was given permission to audit the course and is not included in the calculation of the scholastic average. Students may not transfer from audit to credit status or vice versa.
NR: indicates that no grade was reported.
The grade-point average (GPA) is the average grade made by the student on all graduate course work for which he/she has enrolled. It is calculated by dividing the total number of quality points earned by the total number of semester hours attempted. Courses carrying “S,” “U,” “W,” or “I” grades are not included.
Students’ rights to grade appeals are defined in the university catalog. A key element in the grade appeal procedure is the faculty member’s responsibility to publish a specific grading policy for each of his/her classes. Specifically, the grade appeal procedure states: “Each faculty member must specify his/her grading policy, at the first of the semester. He/she may change his/her grading policy for cause after that time, but he/she must do so uniformly, with ample notification to students, if at all possible.”
Note that failure to publish the grading policy would mean that a faculty member would have great difficulty in sustaining his/her assigned grade if a student appealed with anything but a frivolous or irresponsible basis for his/her charge. The grading policy should be quite specific and should be distributed to each class in written form. Some departments may also require faculty members to file grading policy statements in the departmental office. Because the student can submit a grade appeal to the Department Chair within 20 business days after the first day of classes of the next academic term after the academic term in which the final grade was awarded to the student (see Grade Appeals Procedure, section B), it is strongly recommended that instructors retain any student papers, tests, projects, or other materials not returned to the student for 70 days after the end of a semester or if an appeal is filed until the appeal is resolved. Refer to the following section for specific grade appeal procedures.
Grade Appeal Procedure
Kennesaw State University is committed to treating students fairly in the grading process. Students may appeal a final grade that they receive in a course, but interim grades or grades on specific assignments are not appealable. Any such appeal must be based on an allegation that the faculty member has violated his/her stated grading policy or that the grade was a result of discrimination or retaliation. The student has the burden of proving these allegations. All formal appeals under these procedures will be based only on the written record.
- Informal: Students are encouraged to discuss concerns and disputes over final course grades with the faculty member, prior to filing a formal grade appeal, in an effort to understand the basis of his/her grade. Faculty are encouraged to be available to students for such discussion regarding grades so that if possible, grade disputes can be resolved informally. The Office of the University Ombuds can provide assistance to students and faculty with resolving disputes informally in an effort to bring resolution to the matter prior to the initiation of a formal complaint. If the student has evidence of discrimination or retaliation, the student may bring his/her concerns directly to the Ombuds Office without first reviewing the matter with the faculty member.
- Formal: In situations where such informal resolution does not occur or is not successful, the student may appeal the final course grade to the Department Chair. The appeal must be in writing and describe the precise basis for the appeal. Any pertinent information must be submitted with the appeal in order to be considered in this or subsequent appeals. The appeal must be submitted within 20 business days after the first day of classes of the next academic term (fall, spring, summer[or any other term]) after the academic term in which the final grade was awarded to the student. The Chair will invite the faculty member whose grade is appealed to provide a written response to the student’s appeal statement. The Department Chair (or the Chair’s designee) will review the allegations and conduct any additional fact finding as needed and will provide a decision in writing to the student, within 20 business days of the receipt of the complaint in the Department. The Chair’s written decision will specifically address the relevant issues raised by the student. In preparing the written decision, the Chair shall consult with the EEO officer or the Chief Diversity Officer if there is an allegation by the student that discrimination or retaliation had an impact on the grade that was awarded.
- The student may appeal the Department Chair’s decision within 20 business days of being notified of the Chair’s decision. Such appeal will be made, in writing, to the Dean of the College in which the Department is located. At the Dean's discretion, the Dean can appoint an advisory panel, consisting of two (2) faculty members from outside the department where the grade was awarded and one (1) student to review the written documentation and make a recommendation to the Dean. The advisory panel may invite the student and the faculty member who awarded the grade to meet with the panel to share each party’s position on the grade dispute. The panel will provide a written recommendation to the Dean within ten (10) business days of the receipt of the appeal. The Dean will issue a decision to the student, in writing, within ten (10) business days of the receipt of the report from the advisory panel or within twenty (20) business days of the receipt of the written complaint from the student if no panel was appointed.
- The student may appeal the Dean’s decision to the Provost, in writing, within twenty (20) business days of being notified of the Dean’s decision. [However, if it is a graduate course, the student will direct this written appeal to the Graduate Dean, and the Graduate Dean will issue a decision to the student, in writing, within twenty (20) business days of receiving the appeal. Within twenty (20) days of that decision, the student may then appeal to the Provost as is described in this section]. The Provost, will issue a decision to the student, in writing within twenty (20) business days of receiving the appeal.
- The Provost’s decision is final, and decisions regarding grades may not be appealed to the Board of Regents (BOR Policy 4.7.1)
Expectations for Satisfactory Graduate Level Student Performance
Graduate students are expected to earn grades of at least “B” in most of their course work for their degree. For graduation, a graduate student must have earned a cumulative grade-point average of at least 3.0 in all graduate course work at Kennesaw State University and a grade of “C” or better in each course presented to meet degree requirements.
I. Academic Probation
Whenever a graduate student’s cumulative graduate grade-point average drops below 3.0, that student will be placed on probation and be advised of the significance and potential consequences of this action. While on probation, the student will not be permitted to apply for admission to candidacy, take comprehensive exams, or obtain a graduate degree. Students on probation are only allowed to register for courses during Final Registration.
Graduate students can have their probationary status removed by raising their cumulative grade-point average of at least 3.0. Graduate students will have 18 semester hours in which to improve their cumulative grade-point average to at least 3.0. After 18 semester hours, if the cumulative grade-point average of at least 3.0 has not been met, the student will be dismissed from further study at KSU for at least one semester.
Individual graduate programs may have additional expectations and/or grading policies. Please see specific graduate program sections of the catalog for additional information on graduate expectations.
Students who wish to request reinstatement after their dismissal must complete the "Request for Reinstatement" form and submit it to the Office of Graduate Admissions. The form will be routed to the appropriate graduate program personnel for review. The program will then forward their recommendation to the Dean of the Graduate College. The Dean of the Graduate College will then notify the appropriate graduate program director, the office of the registrar, and the student of his/her decision. The decision of the Dean of the Graduate College is final and students may not appeal this decision. Graduate students who are granted a reinstatement must agree to a remediation plan. Any deviation from the remediation plan will result in permanent dismissal.
Each candidate for a master’s or doctoral degree must petition to graduate through the individual program. A student may request in absentia status by writing to the registrar prior to the graduation exercises.
Subject to the limitations and qualifications stated elsewhere in this catalog, the requirements for an advanced degree are as follows:
- A Petition to Graduate will be accepted and may be filed during the semester preceding the final semester or summer term of enrollment but must be filed before the end of the first week of his/her final semester. This form may be obtained from the program director’s office.
- A student must complete a minimum of 27 hours of degree requirements at Kennesaw State University. Candidates for a second master’s degree at Kennesaw State must earn a minimum of 18 additional hours in excess of any hours used toward the first master’s degree (the exact number of hours will depend on specific degree requirements).
- Degree candidates must have earned a cumulative grade-point average of 3.0 calculated on all graduate courses attempted at KSU and a grade of “C” or better in each course presented to meet degree requirements. With the approval of the Graduate Policy and Curriculum Committee, individual degree programs may establish additional graduation requirements (e.g., comprehensive exams, thesis).
Double Majors and Concentrations in a Single Degree Program
In graduate programs with specific concentrations or majors (the MAPW, MPA, and MSIS programs), a student may qualify for an additional major or concentration (within the specified graduate program) by completing a minimum of 12 additional hours of appropriate course work beyond that required for the original concentration or major and by completing any special requirements of that major or concentration.
The earning of a second concentration or major will be confirmed by the Office of the Registrar, upon written request by the student, and only if the additional courses are completed before any of the student’s graduate credits will be more than six years old. Double Major/Concentration Request Forms are available from the program director. The grades in the additional hours must not cause the student’s grade point average to fall below a 3.0. All grades must be “C” or higher.
Multiple Graduate Degrees
A student may earn a particular master’s degree at Kennesaw State only once. A student wishing to complete a second graduate degree program must:
- submit the "Petition to Begin a Second Graduate Degree" form to the Office of Graduate Admissions;
- meet with the program director for the second graduate degree program to plan appropriate courses;
- meet all admission requirements in effect for the second graduate degree; and
- fulfill all requirements for the second graduate degree.
For a second degree at the Masters level, the student may be able to use appropriate course work from the original graduate degree. The exact number of hours will depend on specific degree requirements and will be determined in consultation with the program director. Students enrolled in an approved Dual Degree program would follow the stated curriculum and would not be eligible to follow this policy. Expectations for Satisfactory Graduate Level Student Performance, as outlined above, apply to all second graduate degree students.
Each candidate for a second master’s degree must apply for graduation. A student may request in absentia status by writing to the registrar prior to graduation exercises. An application for graduation will be accepted and may be filed during the semester preceding the final semester or summer term of enrollment but must be filed before the end of the first week of his/her final semester. This form may be obtained from the program director ’s office. A student may not graduate from the second graduate degree program before graduating from their initial graduate degree program.
Academic Fresh Start/Renewal for Readmission
A currently enrolled student who has been previously enrolled in a graduate program at KSU, who discontinued graduate college for at least six years, may petition in the Office of the Registrar for a onetime "academic fresh start" upon admission or readmission to a graduate program. The student’s adjusted grade point average will be readjusted after the end of the semester in which the petition was approved retroactive to the readmission term. Although the student’s transcript will retain all previous graduate course attempts and grades, only courses completed and grades received after readmission will be considered in the final degree audit. In addition, only grades received after readmission will be considered in decisions regarding academic warning, probation, and dismissal. The granting of Academic Fresh Start does not supersede financial aid policies regarding Satisfactory Academic Progress.
KSU follows the Board of Regents’ Academic Renewal policy. (BOR 3.5.3. BOR Academic Affairs handbook 2.5.1)
Academic Fresh Start/Renewal for Second Degree
A student who returns to KSU for a second KSU graduate degree may have his/her Adjusted GPA restarted at the time of re-entry. In order to restart the AGPA, students must petition the Office of the Registrar within three semesters after re-enrollment or one calendar year, whichever comes first. A student can be granted Academic Fresh Start status only one time.
Additional Academic Regulations
Individual degree programs may impose additional academic regulations. Consult with the program director, department head or advisor for this information.