This handbook describes the policies regarding the graduate students in the Department of Civil Engineering and Geological Sciences. Should a contradiction be found between this guide and the Graduate School’s Bulletin, the Bulletin takes precedence. The students are required to obtain a copy of the Bulletin and become familiar with its requirements and policies.

1.0 ADMISSION AND GRADUATE STANDING

1.1 Admission Requirements <back>
Candidates for advanced degrees in the Department of Civil Engineering and Geological Sciences must be admitted to the Graduate School of the University. Requirements for admission include an outstanding record in an appropriate undergraduate program and a bachelor's degree. Admission to study is not restricted to civil engineering or geology undergraduate majors. Applications are also encouraged from students with superior records in other fields of engineering and science who wish to participate in the programs of study offered by the Department of Civil Engineering and Geological Sciences.

An applicant for admission to a degree program is required to submit one completed Graduate School application form; official transcripts of all previous academic credits from the colleges and universities at which they were earned; scores in the General Test of the Graduate Record Examination; and three completed recommendation forms from teachers well suited to attest to the applicant's qualifications for graduate study. International students are also required to verify competency in English by submitting their TOEFL (Test of English as a Foreign Language) scores with their applications. A score of 600 or better is expected on the TOEFL from a successful applicant. International students are also strongly encouraged to submit scores in an appropriate Subject Test of the Graduate Record Examination. A personal interview or visit with the Department of Civil Engineering and Geological Sciences is often helpful to the admission process. Admission decisions are based on the overall quality of the credentials of the applicant as well as the applicant's potential to contribute to and benefit from the research programs within the Department.

The University of Notre Dame does not discriminate on the basis of religion, race, color, sex, national and ethnic origin, or physical handicap in its admission process and in administration of its educational policies and financial aid program. <top>

1.2 Graduate Standing <back>
Once admitted, all degree and non-degree graduate students must enroll before each semester at the times and locations announced by the University Registrar. Enrollment dates are published in the Graduate School Calendar (See also: Appendix E: ACADEMIC CALENDAR). Any admitted student who fails to enroll for one semester or more must apply for readmission upon return. (See Also: Continuous Enrollment.) A late charge of $25 will be assessed to any student enrolling after the date set forth on the Graduate School Calendar. All degree-seeking students are expected to maintain full-time status and to devote full time to graduate study. A non-degree student may hold a job, on or off campus, without the express permission of the Department and the Graduate School.

At registration, the graduate student enrolls in a program of studies developed in collaboration with his or her advisor and the Director of Graduate Studies. The student then reports to the Office of Student Accounts to set up his or her account. <top>

1.2.1 Continuous Enrollment <back>
All students must enroll each semester in the academic year to maintain student status. Continuous enrollment is met normally by enrollment in the University and registration in a graduate-level course relevant to the student's program. A student who is concurrently pursuing degrees in the Graduate School and in another school in the University meets the continuous enrollment requirement by registering for a course in either program. Any exception to this rule, including a leave of absence, must be approved by the Graduate School. (See Also: Leave of Absence.) Degree students who have completed the credit hour requirement for their degree must register for at least one credit hour per semester, including the final semester or Summer Session in which they receive their degree. These students may be considered full-time students whether or not they are in residence. Students not in residence and taking one credit hour pursuant to continuous enrollment requirements are charged a special registration fee. A student who fails to enroll for one semester or more must apply for readmission upon return. Continuing degree-seeking students (i.e., degree students who are eligible to continue their studies in the fall semester) may have access to University facilities and services from May through August without registering and enrolling for academic credit in the Summer Session. . <top>

1.2.2 Leave of Absence <back>
For exceptional reasons and on the recommendation of the Department, a student in good academic standing may request a leave of absence for a maximum of two consecutive semesters. A request for a leave of absence must be made before the semester in which the leave is taken and all leaves of absence must be approved by the Graduate School. If, for some urgent reason, a student is allowed to leave the University after the beginning of the semester, the withdrawal procedure detailed in the next section must be followed. If at the end of the leave of absence period the student does not return, the student is considered terminated. Application for readmission is required if the student wishes to return. In the case of a medical leave of absence, clearance from the University Health Center is required prior to readmission. <top>

1.2.3 Withdrawal from the Program <back>
To withdraw from the University before the end of the semester, a student must inform the Department and the Graduate School, as well as complete the notice of withdrawal in the Office of Residence Life, 315 Main Building. For information on refunds, refer to "Tuition and Expenses" of the Graduate Student Bulletin. Upon approval of the withdrawal, the University enters a grade of "W" for each course in which the student was registered. If a student drops out of the University without following the procedure described above, a grade of "F" is recorded for each course. The credit for any course or examination will be forfeited if the student interrupts his or her program of study for five years or more. The University reserves the right to require the withdrawal of any student when academic performance, health status or general conduct may be judged clearly detrimental to the best interests of either the student or the University community. <top>

1.3 ACADEMIC REGULATIONS <back> <top>

1.3.1 Full-time and Part-time Students <back>
A full-time student is one who (1) registers for nine or more credit hours of required course work per semester in the academic year or six or more credit hours in the Summer Session or (2) has completed the credit hour requirements for a degree and is registered for a minimum of one credit hour. This second category includes both resident and nonresident students. (See Also: Continuous Enrollment.) A part-time student is any enrolled graduate student who does not fall within either of the preceding categories. For loan purposes, a half-time student is a part-time student who registers for at least six credit hours per semester in the academic year or three credit hours in the Summer Session. <top>

1.3.2 Maximal Registration <back>
During the academic year, a graduate student may not register for more than 12 credit hours of graduate courses, i.e., 500-, 600- and 700-level courses, each semester. An additional three credit hours of 400-level courses may be taken if authorized by the Department Chair and approved by the Graduate School. In the Summer Session, a graduate student may not register for more than 10 credit hours. <top>

1.3.3 Changes in Class Schedules <back>
A student may add courses only during the first seven class days of the semester. Students may add courses after this time only on recommendation of the Department and with approval of the Graduate School. A student may drop courses during the first seven class days of the semester. To drop a course after this period and up to the mid-semester point (see the Graduate School Calendar in See Also Appendix E: ACADEMIC CALENDAR, for the exact date), a student must have the approval of the chair of the department offering the course, the student's adviser and the Graduate School. A course may be dropped after the mid-semester point only in cases of serious physical or mental illness. Courses dropped after this date will be posted on the student's permanent record with the grade of "W." A course taken for credit can be changed to an audit course after the mid-semester point only in cases of serious physical or mental illness. <top>

1.3.4 Course Numbers <back>
No graduate credit is allowed for courses below the 400 level. The advanced undergraduate courses numbered 400 through 499 may, with the approval of the Department Chair and the Graduate School, be taken to satisfy up to 10 hours of graduate credit requirements. Departments may place additional constraints on the use of 400-level courses to meet their degree requirements. Courses numbered 500 through 599 are first-level graduate courses into which qualified advanced undergraduates may be admitted with the permission of the instructor and the approval of the chair. Courses numbered 600 and above are advanced graduate courses open only to those who have completed the undergraduate and graduate prerequisites. <top>

1.3.5 Graduate Grades <back>

Listed below are graduate grades and the corresponding number of quality points per credit hour.

Quality point values are used to compute the student's grade point average (G.P.A.). The G.P.A. is the ratio of accumulated earned quality points to the accumulated earned semester credit hours. G.P.A. computation takes into account only those grades earned in Notre Dame graduate courses by students with graduate status at Notre Dame. For courses taken in a department or college in the University but outside the Graduate School, or taken outside the University, the grade will not be included in the G.P.A. computation. If a grade of "C-" or "D" is given to a graduate student for a course taken in any department or college in the University, the grade will be considered equivalent to an "F." A student receives the temporary grade of "I" when, for acceptable reasons, he or she has not completed the requirements for a 500 or higher level graduate course within the semester or Summer Session. No grade of "I" can be given for courses below the 500 level or to graduating students in the final semester or final Summer Session. The student then must complete the course work for a grade prior to the beginning of the final examination period of the next semester in which the student is enrolled. If a student receives an "I" for a Summer Session course, he or she must complete the course work for a grade before the final examination period begins for the next semester or Summer Session(whichever comes first) in which the student is enrolled. The University temporarily computes this grade as the equivalent of an "F" in calculating the G.P.A. When the student fulfills the above requirements, the "I" is replaced by the new grade. Should the student not complete the course work as required, the "I" remains on the academic record and is computed in the G.P.A. as equivalent to an "F." The Department and the Graduate School will review a student who receives more than one "I" in a semester or an "I" in two or more consecutive semesters, to determine his or her eligibility for continued financial support and enrollment.

The grade of "P" or pass is awarded only on foreign language reading examinations, comprehensive examinations, candidacy examinations and dissertation defense examinations. The grades of "S" and "U" are used in courses without semester credit hours, as well as in research courses, departmental seminars, colloquia, workshops, directed studies, field education and skill courses. These courses, if given the grade of "S," do figure in a student's earned semester credit-hour total but do not figure in the computation of the G.P.A. A grade of "U" will not count toward the student's earned semester credit-hour total, nor will it figure in the computation of the G.P.A. The grade of "V" has neither quality-point nor credit-hour values. It is the only grade available to the registered auditor who requests at the beginning of the semester that it be made part of his or her permanent record and who attends the course throughout the entire semester. The grade of "V" cannot be changed to a credit-earning grade. The grade of "W" is given for a course that a student is allowed to drop after the mid-semester point. <top>

1.3.6 Examinations <back>
Unexcused absence from a scheduled final examination results in an "F." An absence excused in advance results in an "I" (incomplete). <top>

1.3.7 Transfer Credits <back>
The Department can accept course work completed at another accredited university toward meeting its degree requirements. A student may transfer credits earned at another accredited university only if: 1) the student is in degree status at Notre Dame; 2) the courses taken are graduate courses appropriate to the Notre Dame graduate program and the student had graduate student status when he or she took these courses; 3) the courses were completed within a five-year period prior to admission to a graduate degree program at Notre Dame or while enrolled in a graduate degree program at Notre Dame; 4) grades of "B" (3.0 on 4.0 scale) or better were achieved; and 5) the transfer is recommended by the Department Chair and approved by the Graduate School. These five requirements also apply to the transfer of credits earned in another program at Notre Dame.

The University considers a request for credit transfer only after a student has completed at least one semester in a Notre Dame graduate degree program and before the semester in which the graduate degree is conferred. The university of origin must submit two transcripts directly to the Notre Dame Graduate School. Credits not earned on the semester system, such as trimester and quarter-hour credits, will be transferred on a pro-rata basis. A student transferring from an unfinished master's program may not transfer more than six semester credit hours into either a Notre Dame master's or Ph.D. program. If the student has completed a master's or Ph.D. program, he or she may transfer up to nine semester credit hours to a Notre Dame master's program and up to 24 semester credit hours to a Notre Dame Ph.D. program.

Occasionally, a student may need to do dissertation research at another institution. Normally, the student would register for the appropriate number of credit hours of research at Notre Dame. If the student does not enroll at Notre Dame and expects to count research hours earned elsewhere toward the Notre Dame degree, the student must have the approval of the Department and the Graduate School in advance. The University requires similar prior approval for formal courses taken elsewhere and applied to the degree program. Twenty-four credit hours, including research credit hours, is the maximum acceptable for transfer into a Notre Dame doctoral program. No grades of transferred courses are included in the student's G.P.A. <top>

1.3.8 Academic Good Standing <back>
Continuation in and graduation from a graduate degree program requires maintenance of at least a 3.0 (B) cumulative G.P.A. A student whose semester GPA drops below 3.0 for two consecutive semesters is subject to dismissal. A student with less than a 2.5 GPA in any one semester will not be permitted to continue in the graduate school in any status. A student who has completed 18 credit hours or more with less than a 3.0 cumulative average will not be eligible for initiation or continuation of financial support.

An adequate G.P.A. is only one factor taken into consideration in determining a student's qualifications for an advanced degree. Students are also expected to participate in Departmental seminars and other academic activities.

The Department and the Graduate School annually evaluate each graduate student's overall performance on the basis of these criteria. Each student is required to submit a Graduate Student Progress Report (see Appendix F) during the fall semester every year. A student must be in academic good standing to be eligible for new or continued financial support. Students have a maximum of 8 years of academic and financial eligibility. All funding is cut off after those eight years, <top>

1.3.9 Foreign Language Requirement <back>
A foreign language reading proficiency is not required to obtain a graduate degree in the Department. <top>

1.3.10 Residency <back>

MASTER'S DEGREE. The normal full-time residency requirement for the master's programs is two consecutive semesters of full-time work or four Summer Sessions. The normal full-time registration in the Summer Session is six credit hours. The maximum registration in the Summer Session is 10 credit hours. A part-time student may register for less than the normal number of credit hours per semester, but at least one semester or one Summer Session of formal course work must consist of a minimum of six credit hours to satisfy the residency requirement for the master's program.

Ph.D. DEGREE. Six consecutive semesters of full-time study or the credit-hour equivalent in consecutive full-time academic year semesters and Summer Sessions of six credit hours each, constitute the normal full-time residency requirement for the doctoral degree.

A student whose master's degree program completed at another institution has been accepted for 24 credit hours in transfer fulfills the residency requirement by completing four successive semesters of full-time study or the credit-hour equivalent in consecutive full-time academic year semesters and Summer Sessions of six credit hours each.

A part-time doctoral student fulfills the residency requirement by completing two successive semesters of full-time study. The remainder of the 72-credit hour requirement may be completed in part-time enrollment. <top>

1.4 Responsibilities, Appointments, and Support <back>
The educational mission of the University of Notre Dame calls for a growth in knowledge on the part of faculty, graduate students, and undergraduate students. It is the philosophy of the Department of Civil Engineering and Geological Sciences that this growth is best encouraged by interaction among these individuals. For the graduate student this means that contact with faculty is encouraged in the classroom setting, the more personal research setting, and through interchange of information through channels of varying degrees of formality. Graduate students are also expected to assist in the undergraduate education process as graders, by holding problem sessions, running laboratories, and assisting in courses. This responsibility is motivated by the fact that the best way to learn some body of knowledge is to teach it. Students should be aware that this responsibility exists regardless of the method of financing one's educational costs. The current model for assisting with the Department's teaching requirement is: (a) first year student - eight hours per week during both semesters; (b) second year students - four hours per week during both semesters; (c) third year students - four hours per week during one semester; (d) more advanced students - no further requirement. <top>

1.4.1 Financial Support <back>
During their first year, all incoming, full-time, degree-seeking graduate students receive full financial support from the Department, comprised of a combination of a tuition scholarship and a competitive stipend. Students will be informed of the financial support provided by the Department by a letter. This award is a Graduate Assistantship and requires the student to successfully perform in his/her coursework and to participate in teaching and research. Continuation of funding with a similar level of stipend and full tuition scholarship is contingent upon good academic standing and satisfactory progress towards the degree.

Students are also encouraged to seek support for their studies by applying to agencies and foundations that provide fellowship support. Application for such awards is favorably viewed by the Department whether or not the award is received. Receipt of an external award is a valuable addition to a student's resume as well as a vehicle of ensuring support.

A student may forfeit eligibility for aid if his/her GPA falls below 3.0.( (See Also: Academic Good Standing). A student should not necessarily expect that the level of support will remain constant or increase with inflation for the duration of enrollment. However, the Department tries to offer a competitive stipend to students receiving support and making satisfactory progress toward their degree. A timetable for progression towards the degree is presented subsequently. Adherence to this timetable is one measure of satisfactory progress.

Students are usually supported on money obtained from research grants as well as supplemental money from the Graduate School. Any student enrolled in the Department has a responsibility to contribute to the research program of his/her advisor and to the teaching activities of the Department as teaching assistants. This responsibility exists regardless of the source of a student's funding of his/her graduate studies. A student should view any support as an assistance in pursuing an advanced degree.

By necessity, any vacation plans must be flexible and depend on cooperation between student and advisor. Research is an important aspect of the degree-earning process. Pursuit of an advanced degree implies irregular hours, and thus scheduling of vacation times and duration must be flexible. Vacation periods do not necessarily coincide with the academic calendar. The only operative policy for vacations relies on understanding between advisor and student. A student should make no vacation plans without the approval of his/her advisor. Typically this is achieved with reasonable ease but on occasion may require the assistance of the Director of Graduate Studies.

Assistants and fellows who receive a full stipend should not be employed elsewhere on or off campus. A graduate student cannot receive more than eight years of financial support from the Graduate School or from funds allotted by the Graduate School to the Department. <top>

1.4.2 Compliance with Federal Aid Regulations <back>
Recipients of federal financial aid must comply with the standards of progress set by their respective departments for their particular programs of study. The director of financial aid will notify students in writing when failure to maintain progress will result in the loss of financial aid. Appeals indicating mitigating circumstances must be made in writing to the director of financial aid. <top>