University of Minnesota
Master of Science in Software Engineering
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Program Policies and Procedures

Academic Holds
Attendance Policy
Academic Probation
Registration and Grades
Degree Requirements
Incomplete Grades
Courses
School Closings
Student Conduct
Comprehensive Fee and Billing
The Comprehensive Fee and Issuance of Final Degree
Feedback and Program Concerns
Graduation

Academic Holds

Students are responsible for removing any "holds" that the University has placed on the release of their records. Most commonly, holds are issued because of a lack of immunization and/or health insurance records, overdue library materials, or nonpayment of fees. A hold will prevent program staff from registering a student for courses in the SE program, and the student will have difficulty obtaining other University services. Students with holds on their records will not be allowed to attend classes and cannot graduate. All late fees accrued due to holds will be charged directly to the student.

Attendance Policy

Students are expected to attend classes regularly. No more than two absences are recommended per semester. Class participation is an important aspect of SE courses - poor attendance may be reflected in a poor course grade. It is suggested that students notify instructors and program support staff of planned and unplanned absences. Instructors announce their policies regarding class attendance and are responsible for determining whether and how a student may make up work that is missed because of an absence from class.

Academic Probation

It is important for students to progress successfully toward the completion of the Software Engineering program. Students will be placed on academic probation if any one of the following situations occurs:

  1. Receive a failing grade in a course.
  2. Accumulate three or more "incomplete" grades at any given time.
  3. Fall below the 2.8 grade point average (GPA) required to graduate.

A student placed on academic probation will receive a letter from the Director of Graduate Studies (DGS) asking the student to submit a plan outlining the steps needed to improve his/her academic standing. Once the plan is accepted, the student must satisfy the arrangements made with the DGS in order to be removed from academic probation. Failure to take these steps may result in dismissal from the program.

Registration and Grades

Registration

Registration for all classes is coordinated by the SE program staff. Students must clear all holds before the University will allow program staff to register them.

Grading

Core courses are graded on the A-F or S-N (Satisfactory / Not Satisfactory) scale and are based on a combination of exams, term papers, case analyses, class participation, team projects, and other assignments. Grading criteria are determined by the instructor and will be fully outlined in the individual course syllabi. Questions about grading policies should be directed to the instructor.

Any requests for grade changes must be brought to the attention of both the instructor and the program support staff. Any grade changes must be officially approved and resubmitted by the instructor. See "Incomplete" Grades for more information.

Grade Reporting

Grades should be available less than a week after the last class, or by the end of finals week, whichever is first. If you have a need for your final grade on a particular date, you must work out an arrangement with your individual instructors.

Final grades can be accessed by going to University of Minnesota Onestop. If requested, a final grade report will be mailed from UMSEC as soon as grades are available. If more immediate grade information is needed, please contact the SE program support staff for more information. See "Incomplete" Grades for more information.

In addition, grades are reported on University of Minnesota transcripts.

Students may request a mid-term grade report from the UMSEC program office prior to completion of the semester. The mid-term grade report is especially useful for those participants who have reimbursement agreements with an employer. Please be aware that for many classes, the mid-term grade is a very weak estimate of final course grade.

Degree Requirements

Students must complete all courses needed to satisfy the SE degree requirements with a minimum overall GPA of 2.8. The lowest acceptable grade in any required course is a "C." The Graduate School only accepts grades of A-C when processing degree clearance forms. Any student earning less than a "C" in a course may be required to re-take the course at an additional cost. Students who have not earned at least a minimum grade in a course should see the DGS and/or the program support staff immediately to discuss options. Failure to maintain a 2.8 GPA during any term will put a student in jeopardy of being placed on academic probation and possibly being dismissed according to the University of Minnesota Graduate School requirements.

Withdrawing From the Program

Students who are considering or who decide to withdraw from the SE program are expected to notify program support staff and the DGS regarding their intent. The DGS may request a meeting with the student prior to approving the withdrawal. The student should submit a formal letter (hard copy or email) to the DGS indicating his/her intent to withdraw and briefly outline the reasons why. A copy of this letter must also be sent to program support staff who will notify UMSEC administration.

Students who withdraw from the program after the 2nd day of class are still subject to UMSEC's tuition payment policies. See Refunds for more information.

Students who withdraw from the program and are later re-admitted to a different graduating class will be expected to pay the tuition rate in effect for that graduating class.

Transfer Credit Policy

Up to three graduate credits may be transferred into the MSSE program, on approval of the DGS. However, no reduction in the comprehensive fee will be granted for course work completed prior to enrollment in the program. Transfer credits will be entered into the student's Degree Program Form during the final semester, and will appear on the transcript as transfer credit. The student has the option of attending or not attending the course for which transfer credit has been granted.

The student may elect to audit the course that is to be replaced by transfer credit. - attending class sessions in order to review material, but receiving no new grade or credit for the course.

If the student chooses to be entirely excused from attending a course for which transfer credit has been granted, he/she may then, on a voluntary basis, choose to take a comparable graduate-level course from a department at the University for which UMSEC will pay the tuition, as long as it is taken during a semester for which the student is already paying the MSSE comprehensive fee. An elective course taken outside UMSEC under this arrangement must meet certain content requirements and must be approved by the Director of Graduate Studies (DGS) prior to registration. Students should contact the program support staff for information on such registration.

The student will be responsible for textbooks and any other fees or costs associated with any non-UMSEC course that is taken.

Incomplete Grades

Student-Requested Incomplete Grade

To request an "incomplete" a student must contact the course instructor before the last day of class. An instructor may, but is not required to, assign an "I" grade when he/she determines that the student has a reasonable chance of successfully completing the course. Most instructors will require a written agreement spelling out the steps that must be taken to clear the incomplete. An "incomplete" is indicated on the grade report and student transcript by the symbol "I." Instructors follow the grading provisions listed in their course syllabi, distributed to all students at the beginning of the course. If permission is not requested or granted, and the student has not completed the requirements of the course, instructors may assign a failing grade.

Non-Requested Incomplete Grades

Students may also receive an "I" grade from an instructor or the DGS without requesting it. If final tests or projects are not graded by the deadline date, the instructor may assign an "I" grade. This is an exceedingly rare occurrence.

Grading of Incompletes

For coursework registered under the A-F grade base, the final grade submitted must be A-F. If the original registration was under the S-N grade base, the final grade submitted must be S-N. "I" grades are not calculated into a student's GPA.

An "I" remains on the Graduate School transcript until the course instructor replaces it with a final grade. In the Graduate School, an "I" will not automatically change to a failing grade after a certain time period, as is the case with registrations in other colleges. Graduate School students are not permitted, under any circumstances, to retroactively withdraw from a course, including any course in which an "I" has been received.

If a student does not meet requirements for completing the course by the established time limit, the instructor can issue a grade based on what the student has completed, issue a failing grade, leave the "I", or renegotiate the timeline (and possibly the requirements) for course completion with the student.

If a timeline is renegotiated, the student must revise his/her written plan for removing the "I" to reflect the changed timelines. Signatures from the student and the instructor will be required on the revised plan. A copy of the revised plan must be given to the program associate to be placed in the student's official file. A copy will also be given to the student and the professor.

If a student meets the negotiated requirements to complete the course after the course instructor has left the University, the DGS may (but is not obligated to) evaluate the work and submit a grade.

Incomplete Grades and Payment Obligations

Students who ask an instructor to issue an "I" are still expected to meet all payment obligations. If a student's corporate tuition reimbursement policy requires the successful completion of an academic term and a transcript of grades from that term, an "I" on a transcript may prevent the student from receiving his or her corporate reimbursement. Nevertheless, students are expected to pay their fees according to the deadlines established by the University. Only under extraordinary circumstances (e.g., extended medical emergency) can exceptions be made.

Incomplete Grades and Degree Clearance

Students will not receive their Master of Science in Software Engineering degree and diploma until a final grade on all required courses is received. Consequently, the date on the student's diploma will reflect the date that course requirements are completed.

Removing Incomplete Grades After Leaving the Program

To remove an "I" after leaving the program, students must maintain active status in the Graduate School. This requires that students be registered in the Graduate School every fall and spring semester. For example, students expected to have graduated spring semester will have until the beginning of the following fall semester to finish "I" coursework (including Plan B projects). Students can maintain active status indefinitely by contacting program support staff prior to the beginning of each semester, although there is an overall 7-year limit for completion of graduate work from the date of first registration.

If students allow active status to lapse, they will be required to apply for re-admission to the Graduate School, paying the re-admission fee, prior to completing any "I" coursework.

Before reactivating their admission status, former students should contact the MSSE program associate at 612-625-1381. An admissions representative will be able to provide additional information on the re-admission process. In addition, former students will be asked to speak with program support staff and/or the DGS to discuss the student's plans and to determine how those plans may be facilitated.

Courses

Course Assignments

Students are responsible for all class-related requirements and assignments. Instructors may assign term papers, case analyses, team projects, or problem sets to be completed individually or in study groups. Unless other arrangements have been made with the instructor, it is the student's responsibility to observe all due dates and submit assignments to instructors on time. It is also the student's responsibility to inform the instructor if a due date will not be met or if special arrangements are needed to take an exam.

Course Concerns

If a concern arises about a particular course, students are to first discuss their concern with the instructor. If the concern is not resolved satisfactorily or more immediate attention is needed, the student may bring it to the attention of the DGS or program support staff.

Course, Schedule, and Faculty Changes

Course offerings, class schedules, and assigned faculty are subject to change without notice. Students should refer to the UMSEC web site for the latest schedules.

School Closings

As with all University of Minnesota weather-related closures, the Executive Vice President's office determines whether classes, even on Saturdays, will be canceled. For the most up-to-date coverage, students and faculty should listen to either WCCO radio or Minnesota Public Radio. Metro area TV stations will also cover closings. In addition, official school closings will be announced on the University of Minnesota general information line: 612-625-5000, and on the University website.

Student Conduct

Code of Conduct

All SE students are enrolled in the University of Minnesota and, therefore, are expected to abide by the University's code of student conduct.

Professional Decorum

All students are expected to behave as scholars at a leading institute of technology. On class days this includes arriving on time, limiting personal conversations during class, and not leaving the classroom before the end of the lecture. Disruptive students will be warned and may be dismissed from the classroom. Likewise, students are expected to follow the appropriate channels for problem resolution and interact with faculty and staff in a professional and respectful manner. Please refer to Course Concerns for more information.

Comprehensive Fee and Billing

Comprehensive Program Fee

A comprehensive fee is charged for participation in the SE program. This fee, guaranteed for the two years of program attendance, includes:

  • Tuition
  • Mandatory University fees
  • Textbooks and supplies
  • Class day refreshments
  • Class day parking
  • Graduation fee
  • Special events

The comprehensive fee will be charged regardless of whether the student brings any transfer credit into the program or whether the student is excused from taking one of the courses in the program.

The comprehensive program fee does not include the University's Student Services Fee, which among other things, provides access to the University's Recreation Center and to the Boynton Health Services Clinic. Students who wish to access these services may do so but will be charged an additional fee by the University.

In general, UMSEC students are not eligible to participate in the University's Student Health Benefit plan. the only exception to this is that some international students are required to register for the plan.

Payment Schedule

When students are admitted to the program, they will receive a schedule detailing the due dates for payments. A $500 non-refundable deposit is due within two weeks of receiving the initial billing packet. This deposit is applied to the comprehensive program fee. The remaining comprehensive fee for each academic year is payable in two installments. The Fall semester payment is due in September and the Spring semester payment is due in January. The University will provide invoices to students 4-6 weeks prior to the due dates.

Financial Aid

Many students in UMSEC's program apply for and receive financial aid from the University. Students interested in pursuing this option should contact Scholarships and Financial Aid (612-624-1111) for more information and to receive the necessary forms. When talking to the financial aid counselors, be sure to identify yourself as a graduate student and specify the specific graduate program you are enrolled in.

Please note: When applying for financial aid, students are required to disclose on the application form any outside assistance-including employer support-that they will receive while enrolled as a student. In order not to jeopardize their ability to receive financial aid, it is important that students accurately reflect this outside assistance on their application.

Financial aid that is awarded to a student by the University is NOT automatically transferred to UMSEC. Rather, the student will receive the award amount (less any origination fees) from the University in the form of a check mailed to the student's home address. The student is responsible for depositing that check and mailing a new payment within 1 week of receipt.

Refunds

Effective Spring semester 2003, students who notify UMSEC in writing of their intent to withdraw from the SE program prior to the second day of class for a given semester are eligible to receive a full refund of any tuition that has been paid in advance for that semester. The enrollment deposit paid at the time the student is admitted is not refundable for any reason.

Students who notify UMSEC of their intent to withdraw from the SE program on or after the second day of class are eligible for a refund according to the schedule below:

  • Notify before 2nd day of class: 100% refund
  • Notify before 3rd day of class: 75% refund
  • Notify before 4th day of class: 50% refund
  • Notify before 5th day of class: 25% refund
  • Notify after 5th day of class: 0% refund

Students who utilize the Delayed Payment Option should be aware that if they withdraw from the program at some point during the semester, they are still accountable for paying the percentage due according to the schedule above-even though they may no longer be receiving employer-based support.

Students who withdraw from the program and are later re-admitted to a new graduating class will be expected to pay the rate in effect for the new graduating class.

Past Due Accounts

Unless special arrangements have been made with UMSEC, students will not be registered for new courses unless their account is paid in full. Non-payment by the stated deadlines may warrant a student's dismissal from the program.

The University will make a reasonable attempt to collect payments from students. If this proves unsuccessful, student accounts may be turned over to the University's collections office, which is authorized to pursue collections on a legal basis.

The Comprehensive Fee and Issuance of Final Degree

No student will be awarded his/her final degree from the University until the comprehensive fee account has been paid in full. Please note that the degree-completion date on the student's diploma and transcript will reflect the month that final payment is received, not the month that the student completed his/her coursework.

Comprehensive Fee and Incomplete/Insufficient Grades

Students who request that an instructor issue an "I" ("incomplete") grade for a course are still expected to pay their comprehensive fee according to the established deadlines. Students who receive tuition reimbursement from their employer should be aware that choosing to receive an "I" grade may cause a delay in receiving their reimbursement. Nevertheless, it is the student's responsibility to make payment to the University by the due dates given. The "I" grade and any resulting reimbursement delays will not be accepted as a reason for missing payment deadlines. Likewise, payment is due by the dates given if a student does not receive a grade sufficient to meet the requirements of their employer's reimbursement program.

Feedback and Program Concerns

Student - Director of Graduate Studies Meetings

Students will meet, as a group, with the DGS at least once per semester. Individual meetings may be arranged, as needed, by contacting the DGS or program support staff. More immediate concerns can also be addressed via phone or email with the DGS or program support staff.

Student Surveys

Feedback regarding students' experiences in the classroom is greatly appreciated and needed in order to maintain top-quality educational standards. Students will be asked to complete on-line course evaluations at the end of each term. It is important that each student completes the anonymous evaluations. The results of these evaluations are compiled and sent to the instructors. Copies of the evaluation results are also sent to the DGS and to UMSEC administrators for review.

Students will also periodically receive a survey regarding services provided by UMSEC staff.

As with on-the-job performance reviews, it is important that criticism be given in a respectful and constructive manner. Please provide suggestions for corrective action and course, program, or service improvements whenever possible.

Verbal feedback to the DGS and to program support staff is appreciated throughout the semester as well. For example, issues brought up at the end of a semester can sometimes be alleviated earlier if staff are alerted sooner.

Program Concerns

If a concern arises about the academic program, students should bring it to the attention of the DGS. Specific course concerns should be brought to the attention of the instructor. If, after a meeting with the DGS, the issue has not been dealt with satisfactorily, students should contact the UMSEC administration (director or associate director).

Student Grievance Procedures Academic Grievances - An All-University Student Academic Grievance Policy exists to resolve "complaints brought by students regarding the University's provision of education and academic services affecting their role as students." Copies of the policy and information about its implementation are available from the Grievance Office in 658 Heller Hall (612-624-1030).

Sexual Harassment - Policies pertaining to sexual harassment are contained in the Regent's policy adopted December 11, 1998. The policy defines sexual harassment in the following manner:

"Sexual harassment means unwelcomed sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic advancement in any University activity or program: (2) submission to or rejection of such conduct by an individual is used as the basis of employment or academic decisions affecting this individual in any University activity or program; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work or academic performance or creating an intimidating, hostile, or offensive working or academic environment in any University activity or program."

Individuals seeking information and guidance in matters involving sexual harassment should contact the Office of Equal Opportunity and Affirmative Action in 419 Morrill Hall (612-624-9547).

Crime Statistics can be found on the University of Minnesota Police Web site.

Graduation

Commencement Attendance Eligibility

Commencement attendance will be limited to those students who have completed all the required courses through fall semester of their second year, who are currently enrolled in spring semester classes, and who have no more than one "I" ("incomplete") grade on their academic record.

Commencement Ceremony and Graduation Celebrations

Eligible SE participants may join in the Graduate School commencement ceremony that recognizes all M.S. and Ph.D. graduates. The graduation ceremony is usually held in early May. Program staff will help students prepare for participation in this ceremony.

A graduation reception, sponsored by UMSEC, is held immediately after the commencement ceremony. The graduating class, their guests, and faculty are invited. The number of guests may be limited. Program staff will alert students if such limitations have been set.

Diploma

Program staff will assist second-year students in preparing their final degree clearance documents. These forms are necessary to ensure that students receive their diplomas. Students receive a diploma - Master of Science in Software Engineering from the University of Minnesota - three to four months after completing all program requirements.

Note: The University will put a "hold" on the final degree clearance of any student with an outstanding comprehensive fee balance. A diploma will not be issued until full payment is received. The student's official graduation date will reflect the date the University receives final payment.

Delayed-Graduation Registration Policy

If students do not graduate at the end of their fourth semester, they may wish to continue to register in the Graduate School every fall and spring semester to maintain an active student file. The Graduate School will deactivate the file of any student who fails to do so. Deactivated students may not file for graduation (or have an "I" grade changed to a final grade). In order to file for graduation, a deactivated student must request re-admission to the Graduate School and pay all pertinent fees.

Please note, UMSEC staff will not automatically register delayed-graduation students each fall and spring. Students who wish to maintain an active student file must contact the program associate prior to each fall and spring semester for assistance.