Updated January 2025

Main Sections

• I. Code of Academic Integrity
• II. Grading Policies
• III. Leave of Absences and Withdrawals
• IV. Exceptions to Academic Policies

Click the above anchor links to navigate to each degree and its subsequent requirements. Below each degree section, more anchor links jump to sections specific to each degree.

I. Code of Academic Integrity

• a. Academic Dishonesty Definitions
• b. Procedures for Handling Academic Integrity Violations
• c. Faculty Member's Options
• d. Appeals in Matters Involving Academic Dishonesty
• e. Miscellaneous
• f. Policy on Ethical Behavior in the Electronic Environment

a. Academic Dishonesty Definitions

(From the Code of Academic Integrity of the University of Pennsylvania)

GSE prohibits conduct that is contrary to accepted principles of academic honesty. Membership in this community imposes both an obligation to comply with its rules and the responsibility to assist in their enforcement.

Activities that have the effect or intention of interfering with education, pursuit of knowledge, or fair evaluation of a student’s performance are prohibited. Examples of such activities include, but are not limited to, the following definitions: 

Cheating: using or attempting to use unauthorized assistance, material, or study aids in examinations or other academic work or preventing, or attempting to prevent, another from using authorized assistance, material, or study aids. Example: using a cheat sheet in a quiz or exam, altering a graded exam and resubmitting it for a better grade, etc.

Plagiarism: using the ideas, data, or language of another without specific or proper acknowledgment. Example: copying another person’s paper, article, or computer work and submitting it for an assignment, cloning someone else’s ideas without attribution, failing to use quotation marks where appropriate, etc.

Fabrication: submitting contrived or altered information in any academic exercise. Example: making up data for an experiment, fudging data, citing nonexistent articles, contriving sources, etc.

Multiple submission: submitting, without prior permission, any work submitted to fulfill another academic requirement.

Misrepresentation of academic records: misrepresenting or tampering with or attempting to tamper with any portion of a student’s transcripts or academic record, either before or after coming to the University of Pennsylvania. Example: forging a change of grade slip, tampering with computer records, falsifying academic information on one’s resume, etc.

Facilitating academic dishonesty: knowingly helping or attempting to help another violate any provision of the Code. Example: working together on a take-home exam, etc.

Unfair advantage: attempting to gain unauthorized advantage over fellow students in an academic exercise. Example: gaining or providing unauthorized access to examination materials, obstructing or interfering with another student’s efforts in an academic exercise, lying about a need for an extension for an exam or paper, continuing to write even when time is up during an exam, destroying or keeping library materials for one’s own use, etc.

If a student is unsure whether a specific action(s) constitute a violation of the Code of Academic Integrity, then it is that student’s responsibility to consult with the instructor to clarify any ambiguities.

Infractions can occur in any academic situation including, but not limited to, a course, research project, independent study, presentation, qualifying examination, preliminary examination, or dissertation.

b. Procedures for Handling Academic Integrity Violations

GSE embraces the principle that faculty members have wide authority to judge the academic work of their students. The University’s policy titled “Faculty Authority to Assign Grades and Academic Integrity” notes the distinction between academic evaluation and disciplinary action: 

Faculty members have the authority to make academic judgments in relation to their students and to make decisions in the interests of furthering their students’ education. Only the institution, acting through its formal processes, may discipline a student. Grades are not sanctions, even if they arise from a judgment that a student has violated a norm of academic integrity. In such cases, the grade may reflect the faculty member’s view that a piece of work was done inappropriately but it represents the quality of the work, not a record of discipline for the behavior. There are many ways to do work inappropriately or badly, resulting in low or failing grades. The policy of the charter is to preserve the faculty member’s right to grade work on the basis of all of its qualities and to make the decision to pursue disciplinary action a separate matter

c. Faculty Member's Options

A faculty member who concludes that a student has violated the Code of Academic Integrity has two options:

• The faculty member may assign a grade that reflects the faculty member’s view that the work was done inappropriately 

OR

• If the faculty member believes that the violation merits disciplinary sanctions or that further investigation is warranted, the faculty member may refer the matter to Penn’s Center for Community Standards and Accountability (CSA) through GSE’s Director of Academic Affairs.  If a case is referred to the CSA, they will follow the principles and process outlined in the Charter of the University of Pennsylvania Student Disciplinary System.

If the faculty member wishes to handle the matter with the grading option, it should be reported to GSE’s Director of Academic Affairs for recordkeeping. 

d. Appeals in Matters Involving Academic Dishonesty

For assistance and/or advocacy in navigating the entire process, please contact GSE’s Director of Academic Affairs.  In matters referred to The Center for Standards and Accountability, the appeal procedures described in the Charter of the University of Pennsylvania Student Disciplinary System will apply. 

e. Miscellaneous

A faculty member involved in an academic integrity matter will be informed of the outcome of the disciplinary proceeding by GSE’s Director of Academic Affairs. If the student has been found not to be responsible for an academic integrity violation, the instructor may reconsider or regrade the student based upon the outcome of the disciplinary proceedings. In the event that the student believes the final grade is unfair or fails to take account of the outcome of the disciplinary proceeding, the student may appeal the grade through the GSE Academic Grievance Policy, found within “Grading Policy” in this handbook.

In addition to the channels outlined above, a student may take problems to the Office of the Ombuds. The Ombuds does not have decision-making authority but serves as an impartial mediator in helping to resolve disputes. Further, students who feel they have been subject to discrimination may take their complaint to the Office of Equal Opportunity Programs. The role of this Office is to ensure that the University meets its obligations as an equal opportunity employer and educational institution.

f. Policy on Ethical Behavior in the Electronic Environment

Please refer to the university’s Policy on Acceptable Use of Electronic Resources.

II. Grading Policies

• a. Course Grades
• b. Satisfactory Performance
• c. Student Evaluation and Grade Inflation
• d. Incompletes
• e. Academic Grievance Policy

a. Course Grades

The following grades for Graduate School of Education courses will be entered on the student’s record at the close of the term.

All courses are graded according to the preceding chart, with the following exception:

Instructors of practicum and fieldwork courses in Education may submit a “Pass (P)/Fail (F)” report as the final evaluation of the course performance of students enrolled in the Graduate School of Education.

“Pass/Fail” courses do not factor into the GPA. Note: Ph.D. students may not count coursework with a “Pass/Fail” grade toward degree requirements.  Master’s and Ed.D. students may not count “Pass/Fail” grades toward degree requirements unless noted otherwise in the graduate catalog.

“Satisfactory/Unsatisfactory” categories may be used as temporary placeholders but are not considered final grades for any degree.  The only exception to this is for EDUC9900, EDUC9950, and EDUC9960, which are graded with “Satisfactory (S)/Unsatisfactory (U)” at the end of each term.  “Satisfactory/Unsatisfactory” grades do not factor into the GPA.

Multi-term courses are utilized by several GSE programs and are indicated by a letter following the course number (i.e. 6000A/6000B). These are courses that span academic terms and students receive the same grade for each upon completion of course. Students receive a PR, F or I grade in terms leading up to the final offering. The PR grade is an In-Progress grade that functions like a P or Passing grade, but a PR grade indicates that the student is still engaged and completing outcomes as part of the multi-term course. Once the multi-term course is completed a final grade is issued and all prior terms will reflect that final grade. Students who are not making satisfactory progress in a multi-term course or have an extenuating circumstance that has impacted their ability to maintain satisfactory progress can be awarded an F or an I.

Grade changes are not permitted for a student whose graduation audit has already been completed.

b. Satisfactory Performance

All GSE students are expected to maintain a cumulative grade point average (GPA) of 3.0 or above throughout the program. Students who fail to maintain this minimum standard of satisfactory performance will be placed on academic probation for the following semester. Students who fail to raise the cumulative GPA to a 3.0 at the end of the semester on probation will be withdrawn from the degree program.  In addition, it is a graduation requirement for all GSE students to graduate with a GPA cumulative grade point average of 3.0 or above.

In addition to the GPA requirement, students must maintain satisfactory performance through all phases of their program as judged by the student’s advisor, dissertation committee, and/or program to continue in their degree program.  A student who has been determined to not have satisfactory performance will be withdrawn from the program.  Such a determination can be reflected, but is not limited to, a grade of “Unsatisfactory” (U) for one term in EDUC9900, EDUC9950, or EDUC9960.  If a student wishes to appeal a decision of unsatisfactory performance, the student should follow the procedure outlined in the GSE Student Academic Grievance Policy.

Satisfactory Annual Progress 

Students who take out federal loans need to make “Satisfactory Annual Progress” (SAP) as per federal requirements.  If a student does NOT make adequate SAP, it may affect a student’s ability to qualify for future loans.  It is incumbent on the student to know these guidelines.  For a definition of our minimum considerations for SAP, click here.

c. Student Evaluation and Grade Inflation

Student evaluation is the prerogative and responsibility of the faculty and an important educative act. Each student is entitled to the careful and timely review of his or her academic work. Grades are the means by which such evaluations are efficiently communicated to external groups (e.g. doctoral admissions committees, fellowship committees, employers) and, most importantly, to the student. The compression of grades in the upper range (grade inflation) has occurred at many colleges and universities and the phenomenon is particularly prevalent at highly selective institutions. There are, of course, circumstances in which grades may be somewhat skewed toward the upward range such as independent studies or small advanced doctoral seminars. Further, some faculty members use the “mastery” approach to teaching, providing students with feedback and the opportunity to rework certain assignments for a higher grade. Nevertheless, without variation in grades, it is impossible to differentiate between “distinguished” work (the criterion for an A in graduate grading system at Penn) and “good” work (the criterion for a B). Grade inflation is problematic because it unfairly penalizes students whose exemplary work deserves to stand apart through the recognition of an A. Inflated grades also can mislead students and give them an unreasonably optimistic assessment of their performance. At Penn, the expectation is that grade distributions in courses fall predominantly in the A to B range and that the typical mean of most courses (excluding small seminars and so forth and subject to the professional judgment of individual faculty members) is a B+.

d. Incompletes

Students are expected to complete all coursework during the semester in which a course is taken. However, faculty members may give a grade of Incomplete to a student who is unable to finish course assignments by the end of the term. It is up to each faculty member to decide if and when Incompletes will be given; no GSE instructor is required to give grades of Incomplete. When an Incomplete is assigned, both the faculty member and the student must comply with school regulations governing the timely completion of coursework. These regulations are listed directly below this section.

All incomplete coursework must be turned in by the deadline for registration to take either the master’s comprehensive or doctoral preliminary examination. Any grade of Incomplete appearing on the transcript at the time either the master’s comprehensive or preliminary examination is taken will become a Permanent Incomplete.  For more details about this, please refer to the degree requirements. 

1. One-Year Time Limit

Students have one year from the end of the term in which a grade of Incomplete is assigned to finish all coursework unless:

• the faculty member has informed the student in writing of a shorter time frame within which the outstanding work must be submitted 

OR

• the student has been granted an extension of the one-year time limit by approval of the faculty member and approval of the Director of Academic Affairs 

2. Procedures for Completing Coursework during the One-Year Extension Period

Students must give the faculty member at least three weeks to read late assignments and submit a grade. More time may be required by individual faculty members, particularly at the end of the semester. It is the student's responsibility to find out how much time the faculty member requires to review coursework and submit a grade. 

The student may not expect a faculty member to review academic work during the summer unless a prior agreement has been reached between the student and the faculty member. Once the student submits all outstanding coursework to the faculty member for review, the faculty member evaluates the student's academic performance and submits an updated grade.

If the student follows the timeline for submitting work, but the faculty member is unable to meet the Registrar’s deadline for having a grade recorded, the student will not be penalized with a Permanent Incomplete, and an extension will be granted.

If a student fails to follow the timeline for having coursework reviewed by the deadlines, the faculty member and the School have no obligation to submit a grade by the Registrar’s deadline, or to grant a further extension. Refer to the policy on Incompletes listed above.

3. Permanent Incompletes

Any Incompletes (I) that are on a student’s transcript for one year or more become frozen by the Registrar’s Office as Permanent Incompletes (I*). The Registrar automatically changes I to I* after the end of the semester that is one year from the term in which the course is taken. For example, a grade of I given in fall semester becomes I* after the end of next fall term. There will be no refund of tuition for courses that are recorded as I*. Any required course that shows grade of I* must be retaken at the regular tuition rate.  

4. Exceptions to One-Year Time Limit 

Exceptions to the School’s time limit on Incompletes are granted to students only with approval by the faculty member and the Director of Graduate Academic Affairs. Extensions are normally approved only when the student is experiencing a personal or family medical emergency or an ongoing debilitating condition, when the student is called for military duty, or when the faculty member does not submit the change of grade in a timely manner. While other circumstances will be considered on a case-by-case basis, students should be aware that exceptions are not normally granted when the student reports that family or job responsibilities prevent them from meeting academic obligations. When extensions are granted, a new time limit is established by the faculty member in consultation with the Director of Academic Affairs.

e. GSE Student Academic Grievance Policy

A GSE student who wishes to register a grievance on the evaluation of the student’s academic work (for example, the appealing of a grade) or an academic matter related to the program or a course should discuss the situation with the faculty member first. If not satisfied, then the student should follow the order below in elevating the issue:

• Program or Division Chair (of the course or the academic issue being addressed, which may not necessarily be the program of the student with the grievance)

• Director of Academic Affairs

• Vice Dean of Admissions and Academic Affairs

If the grievance is still unresolved after addressing it with these personnel, the student may appeal and petition the Committee on Degrees to receive a final determination.

III. Leave of Absences and Withdrawals

• a. Leave of Absence Policy
• b. Returning from a Leave of Absence
• c. Family Leave of Absence Policy for Doctoral Students
• d. Withdrawal

a. Leave of Absence Policy 

The University requires degree students to be continuously registered every semester until all degree requirements have been met unless a leave of absence has been approved. Degree students who intend to become inactive must submit a request for a Leave of Absence online.  Leaves of absence (LOA) can be requested and approved for up to one year. If an extension is desired, another LOA request needs to be submitted.  

Eligible degree students who wish to request a LOA must submit the online form prior to the term when the leave is desired, or at minimum, before the drop deadline of the semester in which the leave is desired. Failure to register for coursework, master’s/doctoral degree completion, or dissertation status without permission from the University does not constitute a leave of absence. Students who are not continuously registered or on an approved LOA will be withdrawn from their program.  A student’s LOA will end in the term indicated on their LOA application form.  If a student does not subsequently confirm their intent to return in the semester indicated on their leave form or does not extend their leave with a new LOA application form, they will be withdrawn.  A master’s student will not be permitted to be on a LOA for more than two consecutive years at a time; the maximum time limit for Ed.D. and Ph.D. students will be three consecutive years at a time. After this time, students will be withdrawn from their program if they do not officially return from the leave.  

If students request a leave after the beginning of the semester, course dropping and withdrawal deadlines apply. Leaves of absence will not be granted retroactively for terms when students fail to register or request a leave.  

The granting of a leave of absence does not change the time limit for completing degree requirements.  Any exceptions to the time limit for completing degree requirements will be noted in the leave of absence letter and are determined on a case-by-case basis when students require the following: leave for military service, maternity/paternity leave, and/or medical leave.

Students may not register for courses, submit assignments to faculty, request a change of grade, hold dissertation hearings, sit for exams, or graduate during a leave of absence. Additionally, students on a leave of absence do not have access to Penn or Penn GSE resources. Students on an approved leave of absence who wish to retain access to Penn’s facilities (in particular, the library) may be required to pay a fee per term of absence. This fee, if required, is added to the Student Financial Services bill by the Penn GSE Registrar. 

Students can request a leave of absence only after they have matriculated to Penn GSE and enrolled in at least one course past the drop deadline. New students who need to leave before the end of the drop period can explore the possibility of deferring their admission but will likely need to reapply for a future term since they are not permitted to take a leave of absence. 

For Doctoral Students Only: In addition to adhering to the policies noted above, Ph.D. students must have divisional approval, in addition to program approval, for a leave of absence.  All doctoral students (Ph.D. and Ed.D.) may request a leave of absence up until the term they hold a successful oral proposal hearing. Students who have defended their oral proposal are not eligible for leave of absence except for an approved family leave, military leave, or medical leave.  Even if a leave of absence is approved in these circumstances post an oral proposal hearing, this does not necessarily stop the clock with regard to the time limit on finishing the degree.  As previously noted, stopping the clock for a degree time limit is decided on a case-by-case basis.  

Doctoral candidates must be continuously enrolled from the term of oral proposal completion until graduation.

b. Returning from a Leave of Absence

Students returning from a leave of absence must fill out a Return from Leave of Absence Form at least six weeks prior to the beginning of the term in which they plan to return. Once written permission has been granted by the Office of Student Success for the term requested, the student will be officially notified in writing and allowed to register.  It is the student’s responsibility to submit a return from leave request in a timely manner or to request an approval for extension of the leave.  If the student does not return from leave in the expected timeframe, they will be withdrawn from their program.

c. Family Leave of Absence Policy for Doctoral Students 

A student in the Ph.D. program at Penn may take an unpaid Family Leave of Absence for the birth or adoption of a child, child care, or care of an immediate family member (spouse, domestic partner, child, or parent) with a serious health condition.  This policy is outlined in the University’s Pennbook.  To take advantage of this option, Ph.D. students must fill out BOTH the University’s PhD Family Leave Request Form and 2) the GSE Leave of Absence Form.  Approved leaves of absence under this policy “stop the clock” towards the time limit on the degree as long as an application for a leave of absence has been completed with proper documentation.  Leaves of absence with “clock stoppage” will be notified in writing upon approval of the leave.

Students may take a Family Leave of Absence for one or two semesters. Students are expected to notify the Graduate Group Chair and adviser in writing of his/her plans to take a Family Leave at an early date, so that appropriate arrangements can be made to cover any teaching/research responsibilities.

An Ed.D. student also has the option to take a Family Leave of Absence that stops the clock.  The student is responsible for arranging leave from an employment standpoint.  Ed.D. students only need to fill out the Leave of Absence Request Form and should note if they would like to consider “stopping the clock” on their degree time limit.  If this request is approved, students will be notified in writing by the Office of Student Success.  

Eligible degree students who wish to take a Family Leave of Absence must submit the request prior to the term when the leave is desired.  These leaves of absence will not be granted retroactively for terms when students fail to register or request a leave medical leave.

During the period of Family Leave, students may arrange to continue Student Health Insurance but are responsible for the payment of their own premiums. Upon paying a fee and making the appropriate indication on the Leave of Absence form, students on approved Family Leave can retain their PennCard, e-mail accounts, library privileges, and building access.

Funding commitments from the institution are deferred until the student returns from Family Leave.  Students receiving funding from external sources, such as government grants, are subject to the conditions established by the funding source.

Service requirements (e.g., teaching, research) will be met by the student following return from Family Leave.

Requests for extension of Family Leave beyond one year, or for repeated Family Leaves, may be made. Approval of an extension, deferral of funding, and continued academic accommodation is at the discretion of the program faculty, the Office of Student Success, and the Graduate Group Chair. 

*IMPORTANT: If you anticipate adding a dependent (e.g., newborn) to your Penn Student Insurance Policy while on Family Leave, you must remain in ACTIVE student status at the start of the fall semester. Students should arrange with their school/division to maintain full-time student status for at least 31 days from the start of fall classes, after which time the Family Leave status can be recorded in the Student Records System. After the birth/adoption, contact the Penn Student Insurance Plan (PSIP) to enroll the dependent. The premium for dependent coverage is payable directly to Aetna Student Health.

d. Withdrawal 

A student who intends to terminate candidacy for a degree at the Graduate School of Education should formally withdraw from the School by filling out the Withdrawal Request Form. The effective date of separation from the University is the date on which the student files a request for withdrawal unless a future date is specified on the form. Students are responsible for tuition charges and other financial obligations to the University incurred before the effective date of withdrawal. 

IV. Exceptions to Academic Policies 

GSE’s Committee on Degrees considers petitions from students seeking exceptions to the School’s academic policies or procedures. The Committee is comprised of GSE faculty, administrators, and students who review individual requests during the fall and spring semesters. The Committee on Degrees meets once in the fall and once in the spring.  Students who are seeking an exception to a policy should fill out the Committee on Degrees form. For assistance and/or advocacy in navigating the entire process, please contact the Director of Academic Affairs, Chris Kubik Cedeño, at cdkubik@upenn.edu.