Graduate Studies

Introduction

Graduate students at UTPB make up about 23% of the student body. Graduate students have a variety of objectives in their studies and are both full time students and students who hold jobs concurrently with part-time study. Graduate studies are often characterized by the faculty as more challenging and more enjoyable because students are studying in areas where they have particular interests. Both degree seeking and non-degree seeking students are goal directed.

The University’s graduate programs are administered by the Dean of Graduate Studies and Assistant Vice President of Research under the direction of the Provost and Vice President for Academic Affairs. The Graduate Council, comprised of elected graduate faculty from each college, is responsible for advising the Dean of Graduate Studies and Assistant Vice President of Research regarding policies and procedures for graduate education.

Programs In Graduate Studies

All Programs are administered through the Office of Graduate Studies and Research. For additional details regarding the specific degree of interest, students may also consult the following program heads:

Admissions

University of Texas of the Permian Basin (UTPB) graduate programs comply with Regents’ Rule 40303 and Texas Education Code 51.842 (TEC 51.842) by requiring a holistic graduate application review and admission process.

There are five basic requirements for acceptance to a graduate program: (1) a bachelor’s degree from an accredited institution in the United States or proof of equivalent training at a foreign institution; (2) a minimum GPA of 3.0 on a 4 point scale on the last 60 hours of coursework leading to the baccalaureate degree. To be considered for conditional admission, other evidence of ability to succeed in graduate study*; (3) a satisfactory score (if required) on the Graduate Record Examination (GRE) or the Graduate Management Admission Test (GMAT),** or other evidence of ability to succeed in graduate study; (4) adequate subject preparation for the proposed graduate program; and (5) a favorable recommendation from the Graduate Admission Committee of the college/school/department in which the student expects to pursue graduate study, with final approval by the Dean of Graduate Studies.

Note: Individual degree programs may have additional requirements for acceptance to graduate study and advancement to degree candidacy.

* The “other evidence” may include documentation of professional experience and educational achievement, professional letters of reference, professional awards or achievements, and appropriate scores on the GRE or GMAT. Applicants must clearly document this evidence in his or her Graduate Studies application. Applicants should review the specific program admission standards of their intended program of study for specific information concerning the “other evidence” considered for admission. By considering multiple factors, such as the combination of grade point average and “other evidence” in its graduate admissions decisions, the university is compliant with TEC 51. 842.

In those cases in which a graduate program wishes to consider and recommend for admission an applicant whose grade point average is below a 3.0, the program must provide a written memorandum specifying the compelling evidence that suggests that the student is qualified for graduate studies. These exceptional cases must be approved by the program coordinator, the dean of the respective college/school, and the Dean of Graduate Studies and Vice President of Research. This multi-level approval and admission process assures compliance with Regents’ Rule 40303, Section 4.

** An applicant’s performance on a standardized test may not be used as the sole criterion for admission to a graduate or professional program. In addition, no specific weight will be assigned to any one factor being considered in the admissions process for a graduate or professional program.

All students who wish to apply should:

1. Complete an online application at https://www.applytexas.org
2. Present an Official Transcript certifying completion of a bachelor’s degree.

Students who intend to apply for a degree program or educational certification should also:

1. Submit Official Transcript(s) that certifies bachelor’s degree awarded and, at minimum, contain the last 60 hours of undergraduate course work leading towards the bachelor’s degree.
2. Submit standardized test scores as follows:

• For certification – THEA (Texas Higher Education Assessment)
• For Business – GMAT (Graduate Management Admission Test)
• For other programs - GRE (Graduate Record Exam)
• International students – TOEFL

3. Supply other materials required by the program. (See program descriptions.)

The Graduate Record Examination (GRE) General (Aptitude) Test: The General (Aptitude) Test of the Graduate Record Examination is designed to test preparation and aptitude for graduate study. Students seeking acceptance in a graduate degree program except the MBA and MPA must achieve a satisfactory Entrance Score but performance on a standardized test may not be used as a sole criterion for consideration or to end consideration. The GRE is taken at the applicant’s expense at licensed sites.

The Graduate Management Admission Test (GMAT): The GMAT is an aptitude test designed to measure certain mental capabilities important in the study of management at the graduate level. Students seeking acceptance into the MBA and MPA program must achieve a satisfactory Entrance Score but performance on a standardized test may not be used as a sole criterion for consideration or to end consideration. The GMAT is taken at the applicant’s expense at licensed sites.

Additional Admissions Information

Deadlines for Submission of Application: The application and all supporting documents should be received by the Graduate Studies Office at least 60 days prior to the registration date.

Criminal Background Checks: Certain programs require students to submit to and satisfactorily complete a criminal background check review as a condition of admission and/or participation in education experiences. Students who refuse to submit to a background check or who do not pass the background check may be dismissed from the program. The student is responsible for the costs of the criminal background check.

Military Service: A student who withdraws from the university to perform active military service (not including Texas National Guard training exercises) will not have to reapply for admission but will be readmitted upon a request made within one year of being released from active military services. A student may be eligible for the same financial assistance provided before the student’s withdrawal.
A student who withdraws from or defers admission to the institution to perform active military service in a combative operation will be readmitted to their program, that previously earned coursework will be applied toward the program, and that any Standardized test score previously submitted will be accepted.

Senior-Graduate Concurrent Study: UT Permian Basin seniors needing fewer than 10 semester credits for graduation and meeting other admission requirements may be admitted to graduate study. They must be registered concurrently for all remaining courses required for the bachelor’s degree and obtain written permission from the Dean of Graduate Studies and Assistant Vice President of Research to take graduate courses. (The MPA program has provisions for concurrent study. See MPA Dual Degree Program ).

Academic Fresh Start:

Postgraduate/Professional Programs
An applicant who has earned a baccalaureate degree under the “academic fresh start” statute, Texas Education Code, Section 51.931, and applies for admission to a postgraduate or professional program will be evaluated on only the grade point average of the course of work completed for that baccalaureate degree and the other criteria stated herein for admission to the postgraduate or professional program.

Grade Point Calculations: The Office of Graduate Studies at UTPB uses the Uniform Grade Point Calculations as prescribed by the Texas Higher Education Coordinating Board, Rules and Regulations, Chapter 5, subchapter A, Section 5.3. The description of this method is shown below. For consistency, this method is also used for subsequent calculations by the Office of Graduate Studies.

5.3. Uniform Grade-Point Calculation for Admission to Graduate and Professional Schools.

Procedures for calculating the grade-point average for students seeking admission to a graduate or post-baccalaureate professional school of an institution of higher education will be as follows:

1. Only official transcripts from accredited institutions of higher education shall be accepted by the graduate and professional schools of an institution of higher education for evaluation and grade-point calculation.
2. All academic work undertaken and grades or symbols assigned at each institution shall be reflected on the student’s official transcript(s). No student’s grade may be expunged from his or her record.
3. All grades assigned for academic course work will be used in calculating the grade-point average, except that an institution may base the calculation on the last 60 semester credit hours (or equivalent) of undergraduate work and any previous work in a graduate or professional school.
4. A four-point scale will be used in computing the grade point average (e.g.: A, 4 points per semester hour; B, 3.0; C, 2.0; D, 1.0; F, 0.0).
5. A grade or symbol indicating failure (i.e.: F, WF, NC, or in a pass/fail system, FL equals F) will count as hours undertaken, but no grade points will be earned.
6. Excluded from the grade-point average will be any credit by examination (CR), Quit (Q); Withdrew (W); Withdrew Passing (WP); Incomplete (I or X); and a pass grade within a pass/fail system.
7. The grade point average will be computed by multiplying each grade point (see paragraphs (4) and (5) of this section) by the semester or quarter credit hours earned per course and totaling the products. The semester or quarter hours of courses undertaken will then be totaled. The total of the products will be divided by the total semester or quarter hours. The result is to be calculated to the hundredth place, giving the official cumulative grade-point average.
8. Academic work at foreign colleges, universities, or preparatory schools shall be excluded from the calculation. In such cases, the grade-point average and credit shall be evaluated and computed as determined by the graduate or professional school to which the student is applying.

International Students

For purposes of admission, an international student is defined as “a student who is, or will be, in the United States on a nonimmigrant student visa.” This specifically refers to the Student (F) and Exchange Visitor (J) Visas. International student admission requirements apply but are not limited to international students on F or J visas. To comply with federal laws and immigration requirements international students must be degree-seeking students in order to enroll at U. T. Permian Basin.

Foreign-born students who are naturalized U.S. citizens or who have immigrant status (permanent resident status) in the United States should note the following:

1. Please allow ample time for receipt, verification and evaluation of any foreign credentials. Regulations for foreign credentials are the same as listed under international student requirements.
2. TOEFL scores or other evidence of communication skills sufficient for classroom work may be requested if the student’s first language is not English or if academic preparation was not in English.
3. Financial arrangements required of international students do not apply to resident or naturalized U.S. citizens.

In addition to the general admission requirements previously listed, the following regulations apply to all international students:

International Applicants should apply for admission using the ApplyTexas Application (electronic) at www.applytexas.org at least six months before the anticipated enrollment date and should arrange to have test scores and academic records in the Office of Admission no later than 60 days before the enrollment date. Verification of credentials may also be required. U. T. Permian Basin will issue the documents required (I-20 or DS2019) for student visas after all admission credentials have been received and approved. For more information contact the International Student Adviser at (432) 552-2605. There is no application fee (subject to change). All international students are considered nonresident students for tuition and other purposes.

1. High School or Secondary School Transcripts - Submit an official record (transcript) of all secondary school work attempted, including subjects taken and grades earned. In addition, an official copy of final examinations taken at the end of the secondary school program, such as school leaving certificates and matriculation exam results should be submitted. If documents are written in a language other than English, complete and official English translations must be provided. Each transcript (mark sheet) should contain a complete record of studies at the institution from which it is issued (i.e. the subjects taken and grades (marks) earned in each subject.) Send these to UTPB Admissions, 4901 E. University, Odessa, TX 79762-0001.
2. College/University Transcripts - Official, certified transcripts of student’s academic record (mark sheets) from universities previously attended must be submitted. Both a copy of the official foreign academic record and an official English translation must be included. Moreover, where university level studies are to be considered for possible undergraduate transfer credit, a syllabus, catalog or similar bulletin must be submitted which describes the courses in sufficient detail for proper evaluation.
3. Certification of Financial Support – Student must submit a completed and signed Certification of Finances form that provides evidence guaranteeing the student’s ability to pay expenses while enrolled at U. T. Permian Basin. This form must be accompanied by documentation supporting the statement in the form of a current letter from a bank or other reliable institution or from the sponsor’s employer. (Photo static copies of support statements furnished to meet another university’s requirements are not acceptable.) The University has no financial aid available for international students. Additional support can be from family members, a sponsor or government with supporting documentation and signatures attached to the Certification of Finances Form (available online at www.utpb.edu.)
4. English Proficiency - All applicants whose native language is not English, must submit proof of English proficiency by one of the following:
   1. TOEFL scores or other evidence of communication skills sufficient for classroom work may be requested if the student’s first language is not English or if academic preparation was not in English. Test of English as a Foreign Language (TOEFL) scores must be submitted before admission will be granted. Minimum score for admission consideration is 550 (paper-based), 213 (computer-based), or 79(internet-based). Information concerning the TOEFL may be obtained by writing to: TOEFL, Box 899, Princeton, NJ 08540 (The University of Texas of the Permian Basin institution number: 6914) or
   2. The Academic Examination of International English Language Testing System (IELTS) with a minimum score of 6.5 or better. There is no institutional code for UTPB and so send your scores to UTPB Admission, 4901 E. University, Odessa, TX 79762-0001 or
   3. An official transcript from a regionally accredited US college or university showing degree earned.
5. Medical Insurance Requirement - It is required for international students on F-1 visas to have medical hospitalization and repatriation insurance for themselves. Insurance for dependents is optional. Students on J-1 visas are required to carry medical, hospitalization and repatriation insurance for themselves and their dependents.
6. Employment Restrictions - Students on F-1 visas do not normally have employment privileges. Government regulations require international students to certify that they have finances deemed sufficient by the University while pursuing their degree without employment. Thus, international students should not expect to support themselves through employment while attending the University. International students may request permission to seek employment while attending the University after they have completed one academic year of study. See the International Student Advisor.
7. Full course of study- Holders of F-1 student visas and J-1 sponsored Student Visas must enroll for a full load of study. Nine semester hours is the minimum load for graduate students.
8. Graduate Studies - Students requesting admission to graduate programs must comply with all of the above requirements in addition to the graduate studies requirements listed in the Graduate Catalog.
9. International Transfers from U.S. Institutions – Graduate students wishing to transfer to UTPB will be considered on a case by case basis. Only those students with a grade average of 3.0 or higher will be considered and no more than six semester hours of appropriate course work will be accepted in transfer. In some cases, after the appropriate appeal process is completed, an additional three semester hours may be accepted in transfer. If currently “in-status” under a F or J Visa, the United States Citizenship and Immigration Services (USCIS) must be notified when an international student transfers from one U. S. institution to another. Once a student is admitted, UTPB will provide a Transfer-In Form that will need to be completed by the previous U.S. institution and submitted to UTPB to release the active Visa information for update. However, if a student is “out of status” with USCIS, that student should reinstate him/herself with USCIS prior to enrolling at U. T. Permian Basin. Questions regarding a student’s immediate immigration status must be directed to the international student advisor. It is the student’s responsibility to obtain the correct visa and to maintain the appropriate immigration status while in the United States. International students should refer to, carefully read, and make sure the conditions of the visa, noted on the back of Form I-20 or DS2019, are understood before signing the form.

Acceptance Procedures

Process:
Each program has a Graduate Acceptance Committee/Program Coordinator to evaluate applicants for acceptance to graduate programs. Upon receipt of all required documents, i.e., application form, official transcripts of all higher education course work, TOEFL scores for foreign students, and GRE/GMAT scores (as applicable), the Dean of Graduate Studies and Assistant Vice President of Research will certify that an applicant has met the University requirements for acceptance. The office of Graduate Studies and Research will then transmit each advising file to the appropriate Graduate Acceptance Committee/Program Coordinator.

Notification:
Upon completion of its deliberations, the Graduate Acceptance Committee/Program Coordinator returns its recommendation and any conditions of acceptance to the Dean of Graduate Studies and Assistant Vice President of Research, who notifies the student in writing. Acceptance of a student to graduate study is contingent on approval from tthe Dean of Graduate Studies and Assistant Vice President of Research.

Acceptance of Degree Seeking Students

Students are accepted to a degree program with regular status or conditional status. Students accepted into programs with other than regular status will be assigned special conditions by which they may attain regular status. These conditions may include specific courses, the order in which they may be taken, the number of semester hours to be taken and the minimum grade requirements. If these conditions are not met in their entirety, the student will be denied permission to continue in the graduate program.

1. A student is eligible for regular admission if: a) he/she has earned a graduate degree from an accredited college or university and has adequate preparation in the discipline, or b) a bachelor’s degree from an accredited institution, adequate preparation in the discipline, and a satisfactory Entrance Score on the GRE or GMAT. Regular admission is offered to students who meet all university and program-specific criteria for admission.
   
   An applicant’s performance on a standardized test may not be used in the admissions process for a graduate or professional program as the sole criterion for consideration of the applicant or as the primary criterion to end consideration of the applicant. No specific weight will be assigned to any one factor being considered in the admissions process for a graduate or professional program.
    
2. A student who does not meet these requirements above may be considered for conditional admission into a graduate or professional program. Conditional admission is offered to students who do not meet all of the specific criteria for regular admission but who show promise of success in graduate study. Among the factors that programs can take into account in recommending conditional admission to graduate studies are the applicant’s academic record, standardized test scores, relevant professional experience, community service and extracurricular activities, a satisfactory personal interview and/or written essay, the socio-economic background and the native language of the applicant, and other compelling evidence compliant with TEC 51.842.
   
   Conditional admission refers to a “condition of admission” that is set by the program/department for regular admission into the program. A condition of admission to a particular program may be the requirement to attain and maintain a certain overall GPA or to take and earn a certain GPA in specified courses. These conditions for admission, as recommended by the graduate program coordinator, must be approved by the Dean of Graduate Studies. Students admitted conditionally to a graduate program who do not maintain a 3.0 GPA or who do not fulfill the conditions of admission within the specified time will not be allowed to continue in the program.
   
   To be considered for conditional admission, the following documentary evidence must be submitted to the Office of Graduate Studies:
   1. A completed official application to UTPB Graduate Studies
   2. An official transcript showing evidence of a baccalaureate degree granted by a regionally accredited institution (for international students, evidence of a degree granted by a recognized institution)
   3. If required by the program, evidence of acceptable scores on the GRE or GMA
   4. Evidence for having met any additional program-specific admission requirements
3. Provisional admission is offered to students who may qualify for regular or conditional admission but whose application portfolios are incomplete not allowing for a full review and a final admission decision. Provisional admission is a temporary classification in which a student may remain for up to one semester until official confirmation of required application materials are received and evaluated. Final decisions on applicants admitted on a provisional basis shall be reserved until all missing documents are received and evaluated. Provisional status may not exceed one semester. If the conditions of the provisional admission are not met within one semester the student will not be allowed to continue in the program past the initial semester.
   
   To be considered for provisional admission, the following documentary evidence must be submitted to the Office of Graduate Studies:
   1. A completed official application to UTPB Graduate Studies
   2. An official transcript showing evidence of a baccalaureate degree granted by a regionally accredited institution (for international students, a degree granted by a recognized institution)
   3. All official transcript (s) that show a 3.0 grade point average or better in upper level (junior and senior level) work and in any graduate work already completed.

NOTE: Each program admission recommendation is made by the designated program Graduate Acceptance Committee/Program Coordinator and does not apply to any other program. A student changing degree programs must apply to and be admitted to the new program choice.

Acceptance of Non-degree Seeking Students

1. Certification Seeking Students:
   Students seeking teacher certification, an endorsement to their teaching certificate, or who wish to accrue credit toward career advancement.
   
   These students may enroll in graduate or undergraduate education or content-area courses with approval of the Certification Officer of the College of Education, the content-area faculty advisor and the Dean of Graduate Studies and Assistant Vice President of Research. No more than 6 credit hours may be taken before completion of admission to Certification.
2. Graduate Enrichment Students:
   Students who wish to take selected courses for their own intellectual or professional enhancement or to transfer those courses to another university.
   
   These students should have no intention to apply courses to a degree program at The University of Texas of the Permian Basin. Graduate Enrichment students may enroll for graduate hours beyond six graduate hours taken at UTPB only with permission of the Dean of Graduate Studies and Assistant Vice President of Research.

NOTE: Students who wish to transfer credit to other programs are admissible, but should verify acceptance of the course to their home program prior to enrollment.

Financial Assistance

Students accepted into a program of graduate study or into a post-baccalaureate certification program at UT Permian Basin are eligible to apply for financial assistance. For more detailed information, students should contact the Office of Student Financial Aid.

Satisfactory Academic Progress: Students enrolled in graduate degree programs or post-baccalaureate programs are expected to meet qualitative and quantitative standards similar to the undergraduate programs in order to be eligible to receive financial aid benefits.

In addition, graduate students must maintain a minimum cumulative grade point average (CGPA) of 3.00 or higher. Post-baccalaureate students must maintain at least a CGPA equivalent to that which is required for successful completion of the student’s certification or licensing program. Additionally, graduate and post-baccalaureate students must have successfully completed at least 75% of attempted graduate enrollments that appear on their transcript, in order to be considered to be making academic progress. Students who fail to maintain the minimum CGPA requirements will be placed on financial aid warning for one semester. During that warning period the student can receive full financial aid. At the end of the warning period, if the student is still not making academic progress they will be put on financial aid suspension. Financial Aid suspension means students are not eligible for any financial aid until minimum requirements are reestablished. Loans are considered financial aid and are included in the suspension. Students can appeal their suspension and if the appeal is granted, students may be given one more semester to make academic progress, or may be placed on an academic plan. The conditions of the appeal will be made at the discretion of the Financial Aid Committee. Graduate and post-baccalaureate students are subject to the same regulations governing maximum time frames for completing a program of study one and one-half times the stated length of a program. For example, a graduate degree program which requires 36 semester credit hours of graduate study must be completed within 54 attempted hours (36 hrs x 1.50). Other program lengths would be similarly calculated. Leveling work required for admission into a program of study will be added to the program’s stated length to determine maximum time allowed for completion.

Funding for Student Teaching: Students enrolled in student teaching are considered to be registered as full-time students. Financial Aid will be based on fifth year senior status.

Outside Funded Fellowships: Private foundations and research grant programs sometimes offer fellowship grants and stipends to graduate assistants within the various disciplines. Information on available fellowships may be obtained by contacting department chairs and program coordinators.

Funding for Practicums, Internships and Theses/Projects: Students enrolled in practicums, internships and theses/projects are considered less than half-time students for purposes of receiving financial aid. Less than half-time students are not eligible for Financial Aid.

Graduate Assistantships:
A limited number of Graduate Assistantships are available. Students employed as graduate assistants in either teaching or research must be accepted into a program in a regular or conditional status at the time the appointment is made and enroll in 9 hours of coursework applicable to the degree plan during the fall and spring semester. Students who accept Assistantships are University employees and thus are obligated in the same way as other employees. An explanation of duties and responsibilities will be provided to each assistant. As a University employee, any Graduate Assistant wishing to accept employment in an off-campus job is required to file a written Request for Prior Approval of Outside Employment. The form is available in the office of the Provost and Vice President for Academic Affairs and online located on the UTPB Home Page, Administration, Academic Affairs, and University Forms. Students may not be employed in another University appointment at the same time they hold an appointment as a Graduate Assistant. Additional information and applications can be found on the Graduate Studies and Research website as well as the Handbook of Operating Procedures.

Services For Graduate Students

The following services are provided to meet the needs of graduate students at UT Permian Basin.

Library Research Training - Training sessions designed to address the needs of graduate students in research for class papers, projects, and theses are prepared by the reference staff of the Library.  Particular attention is given to procedures for searching and accessing materials which are not actually located on this campus.  The resources of other libraries with whom the University maintains cooperative arrangements are important to our graduate students.  Contact the library for additional information.

Graduate Student Advisory Board - The Graduate Student Advisory Board includes students from each graduate program.  Meetings are held throughout the year to keep the Dean of Graduate Studies and Assistant Vice President of Research informed of student concerns.

Office of Graduate Studies and Research – In addition to records and policy administration, the Office of Graduate Studies is available to provide information on a wide variety of topics, advise students on the preparation of projects and theses for binding, and facilitate the process for students wherever possible.  Requests should be made directly to the office staff.

Graduation – Graduate degree recipients are individually hooded at fall, spring and summer graduation ceremonies.