MSW Program Policies and Procedures

Academic Advising
Educational Plan of Study
Foundation Course Exemption Policy
Student Matriculation
Student Rights and Responsibilities
Academic Guidelines

In accordance with CSWE standards, the School has established a number of policies and procedures related directly to the MSW curriculum. Familiarity with this material will help students plan their course of study and navigate difficulties, should they occur. For more information about items in this section, contact the Associate Dean for Academic Affairs.

Academic Advising

Advising is provided to assist students in the development of meaningful educational plans that are compatible with their life goals. On admission, each student is assigned both an academic advisor and a faculty advisor. Depending on the student’s program the same advisors may serve for the entirity of the student’s enrollment.

The academic advising system at the School of Social Work is guided by the following principles:

The academic advising system is based on the the following roles and responsibilities:

Faculty Advisor Responsibilities

Academic Advisor Responsibilities

Student Responsibilities

Reassignment

Students wishing to change faculty advisors should obtain a change form from their academic advisor. Prior to reassignment, students must also obtain written agreement from another faculty member willing to serve as their faculty advisor. Students frequently develop relationships with faculty who serve as mentors and advisors for curricular, field, career, and personal needs and may wish to change faculty advisors to strengthen and maintain these relationships. The School expects faculty advisors and students to establish and maintain a relationship suitable to both. However, occasionally problems in the advisor/advisee relationship interfere with the student’s educational experience. Students should bring this concern to the attention of their faculty advisor and seek resolution.

Educational Plan of Study

The Educational Plan of Study helps students delineate personal learning goals and clarify career objectives. It also guides students in their choice of courses so they can meet the academic requirements for graduation within the established period. Students will design their Educational Plan of Study with help from their faculty advisor and academic advisor. After the Educational Plan of Study has been approved, students will meet with their academic advisor each semester to update it and gain clearance for registration.

Occasionally, students encounter personal or family situations which prohibit them from completing the course of study as originally planned. Students who cannot complete the program as it is designed should consult with their advisors and the Associate Dean for Academic Affairs. A revised Plan of Study indicating how the student proposes to complete the requirements for the degree should be submitted to the Academic Advisor for approval.

Foundation Course Exemption Policy

Some students enter the MSW program and have taken identical or similar courses to those offered in the foundation year of the MSW curriculum. To prevent students from repeating content mastered in other courses, the School of Social Work offers students an opportunity to exempt three foundation courses: Family and Individual Development (SoWo 103), Introduction to Social Work Research (SoWo 102), and Foundations of Social Welfare Policy (SoWo 101). Identical or similar courses must have been taken in the last five years. Students interested in seeking an exemption should request a Foundation Course Exemption Form from the Academic Advisor and attach the following supplemental documents:

• Course Syllabi

• Course objectives and description

• Reading list

• Course assignments

• At least one example of work done for the course such as a paper or exam

• Transcript with pertinent courses highlighted or circled

• Narrative relating proposed course to School of Social Work Foundation Curriculum Outcome Objectives

• Interview (if requested by Foundation course faculty or Associate Dean)

Once the Foundation Course Exemption Form is received, the Associate Dean and Foundation course faculty will review the material to determine whether the requested course exemption is comparable to the foundation course. If approved, the student will be exempt from the foundation course and must substitute a course from the advanced curriculum in social work. If the Associate Dean or the Lead Teacher considers the course to be substantially different from the foundation course objectives, the request for exemption will be denied and the student must enroll in the foundation course.

Registration

Students taking classes on the Chapel Hill campus receive the necessary information to register for courses from the Office of the University Registrar and the Registrar of the School of Social Work.

The Directory of Classes provides additional information on registration and is available online at studentcentral.unc.edu. Course schedules may also be obtained at http;//regweb.unc.edu. Students must meet with their academic advisor in order to receive clearance for registration.

Students may register using the world wide web or the School Registrar. To register using the world wide web, students should access Student Central using either their ONYEN, password, and PIN number, or their PIN number, PAC number, and PID number. To register, students should select “Register for Classes” from the “Student Central” menu. PIN numbers are available on Student Central in the “Registration Information” section. In addition, students may see the School Registrar to complete their registration.

The maximum course load for graduate students is 16 credit hours per semester; however, students may take 17 or more hours with the permission of the Associate Dean for Academic Affairs and approval of the Graduate School.

Students who do not register for a fall or spring semester will be considered as having withdrawn. Students should consult with their academic advisor and the School Registrar about policy and procedures on Official Withdrawal and Leave of Absence.

Courses may be added only during the add period listed in the Directory of Classes. Students requesting exceptions to the above policies must obtain permission from the Associate Dean for Academic Affairs. This includes requests for retroactive course changes.

Students enrolled in the part-time program are automatically registered for classes by the School of Social Work Registrar. Information about registration for Chapel Hill classes during the final year of study is reviewed during Concentration Orientation.

A student’s registration will also be cancelled if 1) tuition and fees are not paid; 2) there is a “Registration Cancellation, University Hold;” or 3) no courses are recorded on a student’s schedule.

Payment of Tuition and Fees

Foundation students in the Asheville, Fayetteville, and Triangle Programs will be registered by the Registrar during Registration Period I and will receive their tuition statements by mail. Full-time students who register during Registration Period I will also receive their tuition statement by mail. Those registering during Registration Period II must estimate their own bill and pay it before registering for courses. Registration is cancelled if a student neither pays registration fees nor files a tax or financial aid Tuition and Fee Deferment Form with the University cashier by the deadline. The deferment form is located on the back of each student’s tuition bill.

The last day to drop a course and receive credit on a student’s financial account is approximately ten days after classes begin; the actual date is listed in the Directory of Classes. In cases of withdrawal from the University, tuition and fees are prorated over a period of nine weeks at a rate of one-tenth of the semester’s bill for each week, after deduction of an administrative charge. For more information, call the Cashier’s Office at 919/962-1368.

Graduation Information

Application for Candidacy

Formal application for admission to candidacy is required by the deadlines established by the Graduate School for each semester. Students should check the School calendar and the bulletin board to determine the date that applications are due for the semester they expect to graduate. Normally, the deadline for graduation in May is the second Friday in February; for graduation in August, the second Friday in June; and for graduation in December, the second Friday in October. Within the School of Social Work, forms for application for candidacy are usually completed during the time that students are registering for their final semester. This ensures that students who expect to graduate can meet all the requirements for the degree. Application for Candidacy Forms are obtained from the School Registrar, who can answer questions about candidacy. The candidate is responsible for removing, in advance, any conditions attached to the admission to candidacy, such as the transfer of course credits.

Commencement

Master’s and doctoral degrees are awarded at the end of the fall and spring semesters and at the end of the second summer session. Formal University commencement exercises are held in May and December. The School holds a formal hooding ceremony only once a year, on the Saturday before the University Commencement in May. Each graduate is individually recognized on stage and “hooded” with the master’s cape. Social Work graduates, their families, and their friends are invited to attend the brief ceremony and reception that follows. Tickets for guests are not necessary for either the University ceremony or the School ceremony.

For both ceremonies, students are required to wear caps, gowns, and hoods, which can be obtained at Student Stores. A few donated gowns are available from the School. To reserve donated academic garb, contact the administrative assistant in the Dean’s suite. The University commencement is held in Kenan Stadium (or at the Smith Center, in inclement weather). The service begins with a formal academic procession. MSW graduates are recognized as a group when presented by the Dean to the Chancellor for the official awarding of the degrees; PhD graduates are recognized individually.

Students who have not completed all requirements at the end of the spring semester, but who will have fulfilled all requirements by the end of the following summer session may participate in commencement activities and the School of Social Work graduation ceremony. Any students planning to participate in the commencement exercises in this manner must request approval from the Associate Dean.

Since the University officially grants the degree, diplomas are not available until the day after the School of Social Work ceremony. Please note that if students have any charge on a University account, no matter how small, they will not receive diplomas until the amount owed is paid and cleared by the University Cashier. Students still owing money may go through the graduation ceremonies but will receive a form from the Cashier instead of a diploma; the diploma will be held until the account is cleared.

Student Rights and Responsibilities

Committee on Students

Social Work professionals have the responsibility of serving oppressed and disadvantaged groups of people. In order to provide quality professional education and to ensure that our graduates are able to function in a broad variety of professional situations, the Committee on Students (COS) reviews and makes recommendations to students who are referred because of field or classroom concerns regarding professional skills, self-management, professional behavior, and scholastic performance. Meeting the criteria for scholastic achievement is necessary, but not sufficient to ensure continued enrollment in the MSW program and ultimately a career in social work practice.

Below are examples of behaviors that threaten a student’s ability to engage in productive social work practice. Exhibiting one or more of these behaviors may result in a review by the COS or possible dismissal from the School:

• Failure to meet or maintain academic requirements;

• Academic dishonesty, including cheating, lying, plagiarism, collusion, or falsifying academic records;

• Behavior in violation of the current NASW Code of Ethics or the Instrument of Student Judicial Governance;

• Any threat or attempt to harm oneself or someone else;

• Commission of a criminal act that is contrary to professional practice or ethics, occurring during the course of study or occurring prior to admission to the SSW and becoming known after admission;

• Consistent pattern of unprofessional behavior; and

• Failure to meet any of the Standards for Social Work Education as defined by the School of Social Work Criteria for Evaluation of Academic Performance.

Faculty and field instructors concerned about a student’s behavior have two options for addressing the concerns.

Level 1

A Level 1 review involves a faculty member or field instructor and a student. When a faculty member has concerns about a student enrolled in the social work program meeting any of the academic criteria, whether related to professional behavior or scholastic performance, that faculty member may:

• Discuss those concerns directly with the student and develop a plan or contract with the student to resolve the difficulties. Details of the plan should be documented and progress on goals should be monitored. In many instances, this level of intervention may be sufficient and the concern may be resolved. Should the problem continue, the faculty or field instructor could apprise the appropriate MSW, PhD, or Field program coordinator of the concerns in order to identify potential patterns and issues related to the student and/or refer the student to Level 2.

• Refer the student to Level 2 (see below) if the concern is serious

Level 2

A Level 2 review may involve the faculty member, student, faculty advisor, MSW or Ph.D Program Coordinator and members of the COS. Faculty intending to refer a student to Level 2 will meet with the student to explain concerns as well as make a referral in writing to the Associate Dean. The student will be notified in writing of the concerns and meeting date and will be asked to submit a written response prior to the meeting. Some students may choose to seek support from a COS Advocate. COS Advocates are members of SoWoSO who have been trained in their support role as well as on issues of privacy and confidentiality. Advocates consult with students prior to Level 2review meetings as well as attend review meetings with students.

After the review meeting has occurred, the COS will consult with the Dean or Associate Dean of the SSW to make recommendations regarding the student. Based on the review, the Dean or Associate Dean will inform the student of the decision, which can include one or more of the following actions:

• Continue the student in the program with no new conditions.

In these situations, the concern has been addressed and no further action by the student or program is required.

• Continue the student in the program without condition but with one or more of the following:

-oral or written disciplinary warning or reprimand;
-noting of misconduct in student’s record; and
-administration of any other sanctions tailored to prevent and/or avoid the recurrence of the prohibited conduct.

• Establish formal conditions for the student’s continuance in the program.

In these situations, specific conditions must be met in order for the student to remain in the program. Action may include establishing goals, a plan, a timeline, and appropriate monitoring; providing mentoring and support; placing the student on probation and monitoring the student during the probationary period; referring the student to counseling and/or advising services; allowing the student to follow a reduced course load or delay entry to the field practicum; requiring the student to withdraw from the program with the option of reapplying; or completion of one-year suspension from the program.

• Discontinue student from the program.

Students may appeal decisions of the COS. Appeals should be made in writing to the Dean of the School of Social Work.

Student Rights

MSW students have the right to organize, and they are strongly encouraged to exercise this right by joining established caucuses or creating new ones. Information about existing student groups can be found at ssw.unc.edu. Students also participate on all standing committees and Faculty Senate. Information about the structure of the school can be found at ssw.unc.edu.

The Commission of Accreditation of the Council on Social Work Education (CSWE) addresses student rights and articulates many of the elements required of MSW programs by CSWE. A complete statement of standards and interpretive guidelines can be found at www.cswe.org.Questions about Student Rights and Responsibilities should be addressed to the Associate Dean.

Student Concerns and Grievances

A number of avenues are available to facilitate resolution of student concerns, complaints, and grievances. Students who need assistance in formulating and dealing with concerns may initially consult with their faculty advisor, field advisor, or the Associate Dean. Once students are able to articulate their concerns, the first level of redress is a less formal process and involves addressing concerns directly with the person(s) involved, such as the classroom instructor, field instructor, academic advisor, faculty advisor, or field advisor. If concerns are not resolved at this level, most problems can be brought directly to the Associate Dean. Problems related to field education should be taken from the field instructor and field advisor to the Director of Field Education and then, if necessary, to the Associate Dean.

Students who wish to file formal grievances should notify the Associate Dean. The Associate Dean will then appoint a special grievance committee. Students who file formal grievances should submit their concerns in writing. The formal grievance should relate to issues not resolved in the less formal process and a summary of that process should be included. The petition should be given to the Associate Dean for Academic Affairs as well as to those other persons involved. The Grievance Committee shall meet as soon as possible to examine the petition. A meeting of all parties involved will be held so that the committee can examine the issues and attempt to facilitate resolution. This meeting will involve only the concerned parties and the committee members.

If the committee’s efforts do not result in resolution, the committee shall submit to the Associate Dean a report that summarizes the problems, the efforts at resolution, and the recommended action of the committee. Either or both parties may appeal to the Dean for further consideration. Throughout this procedure, it is the intention of the School to allow for expression of conflict in a manner that facilitates resolution and minimizes the negative consequences of such conflicts. No punitive action will be taken for initiating such a procedure.

University Policies and Procedures

University policies and procedures related to potential student concerns are included in The Graduate School Handbook (2005). All entering graduate students receive a copy of this manual and should review these policies and procedures. They address the following topics:

• Amorous relationships

• The Family Educational Rights and Privacy Act

• Illegal Drugs

• Non-Discrimination

• Racial Harassment

• Sexual Harassment

• Sexual Orientation

• Student Alcohol Policy

• Student Judicial Governance and the Honor Code

The Graduate School Handbook can be found online at http://handbook.unc.edu/.

The Honor Code of the University

Students enrolled in the Graduate School are members of the student body of UNC Chapel Hill and are subject to the regulations of the Instrument of Student Judicial Governance (Honor Code). The Code is printed below. It is also available from the Judicial Programs Office, 06 Steele Building and printed in the Record of the Graduate School, 2004-2006 (page 43).

The Honor Code states: It shall be the responsibility of every student at The University of North Carolina at Chapel Hill to obey and support the enforcement of the Honor Code, which prohibits lying, cheating, or stealing when these actions involve academic processes or University, student, or academic personnel acting in an official category.

Academic work and assuring its integrity is a joint enterprise involving faculty and students. Because many graduate students serve as teaching assistants, it is incumbent upon graduate students to familiarize themselves with both the specific student and faculty responsibilities listed below, which is extracted from The Instrument of Student Judicial Governance:

Student Responsibilities

• To conduct all academic work within the letter and spirit of the Honor Code, which prohibits the giving or receiving of unauthorized aid in all academic processes;

• To consult with faculty and other sources to clarify the meaning of plagiarism; to learn the recognized techniques of proper attribution of sources used in the preparation of written work; and to identify allowable resource materials or aid to be used during examination or in completion of any graded work;

• To sign a pledge on all graded academic work certifying that no unauthorized assistance has been received or given in the completion of the work;

• To comply with faculty regulations designed to reduce the possibility of cheating—such as removing unauthorized materials or aids from the room and protecting one’s own examination paper from view of others;

• To maintain the confidentiality of examinations by divulging no information concerning an examination, directly or indirectly, to another student yet to write that same examination;

• To report any instance in which reasonable grounds exist to believe that a student has given or received unauthorized aid in graded work. Such report should be made to the Office of the Student Attorney General or the Office of the Dean of Students; and

• To cooperate with the Office of the Student Attorney General and the defense counsel in the investigation and trial of any incident of alleged violation, including the giving of testimony when called upon. Nothing herein shall be construed to contravene a student’s rights enumerated in Section V.A.2.b. of The Instrument of Student Judicial Governance.

The Campus Code

It shall be the further responsibility of every student to abide by the Campus Code; namely, to conduct oneself so as not to impair significantly the welfare or educational opportunities of others in the University community.

Student Files

Composition of File

According to the 1974 Family Educational Rights and Privacy Act (FERPA), revised November 21, 1996, all materials accumulated in the School on each student must be filed in the student’s folder. This includes all admissions materials, student field evaluations, copies of all external correspondence, and pertinent intra-school correspondence. Field planning guides are filed in the field office.

Student Review

Students wishing to see their file should complete a request form obtained from the School’s Registrar. By law, the folder must be made available within 45 days following the request. Generally, the Registrar will secure the folder immediately. Any reference letters that have been waived for student review will be deleted from the file. The student should review the folder within the office area; if the student wishes to obtain copies of any parts of the folder (excluding any letters of recommendation), the Registrar can reproduce the documents at the student’s expense. Upon returning the file, the student should sign the review request stating that the file has been reviewed.

Permanent File

After a five-year period, the copy of the transcript and a student card (showing demographic data such as age, work experience, undergraduate education, and field placements) will be retained as the School’s permanent file. Graduates wishing to review their file should make a written request to the Associate Dean for Academic Affairs.

Academic Guidelines

The Grading System

The School of Social Work follows the grading system described in The Graduate School Handbook (2005, 2.21–2.24). This system applies to all academic courses offered by the School. Only three grades, Pass (P), Low Pass (L) or Fail (F), are given for field practica, SoWo 219, SoWo 220, SoWo 221, SoWo 222, and SoWo 223.

The criteria for grading vary according to each individual faculty member and should be clarified at the beginning of each course. Grades for each course must carry one of the following grades:

Within the School of Social Work, pluses and minuses are often used to provide students with more specific feedback. Only the letter grades appear on the official transcript.

An Incomplete (IN) grade results from the instructor’s determination that exceptional circumstances warrant extending the time for completion of course work by the student. The instructor may set the maximum allowable period for completion of the work, but in no case will this extension exceed one year. The student and instructor must complete a Contract for Completion of Grades of Incomplete form that specifies outstanding course work and dates for completion. This contract is dated, signed, and sent to the Associate Dean for approval. If a grade-change request has not been submitted by the instructor within twelve months, the IN grade automatically converts to an F.

Failure to remove the temporary grade of Incomplete before the end of the semester in which the student plans to graduate will prevent graduation except when a petition to waive this requirement is submitted in ample time, approved by the Associate Dean for Academic Affairs, and approved by the Dean of the Graduate School.

An instructor may not excuse an absence from the final examination. An AB grade must be excused by the UNC Chapel Hill Student Health Director or the Graduate School and presented to the office of the University Registrar within 30 days following the missed examination. If the absence is officially excused, the student must take the final examination at a reasonable time designated by the course instructor. If the AB is not removed within one year, it will revert to an F (The Graduate School Handbook, 2005, 2.22).

Residency Requirements

During the five-year period approved for completion of a master’s degree, MSW candidates are required to complete at least two semesters in which they are registered for at least nine semester hours of credit. This full-time status for two semesters meets the requirement of the Council on Social Work Education that at least one of the two years required shall be taken by the student in full-time residence. By completing the MSW program within five years, each student meets the University requirement for residency—to accrue a minimum residence credit of two semesters for a master’s degree (The Graduate School Handbook, 2005, 2.32, 2.33).

Advanced standing students are required to be enrolled for two consecutive semesters of field and class work (15 credits per semester) after their summer course work and orientation program. They are not given the choice of being part-time students or extending their study past one academic year of enrollment, except with special permission.

Part-time students, although enrolled on a work-study basis, meet residency requirements during part-time enrollment. By taking 10 credit hours in their second year, part-time students satisfy the residency requirements of CSWE and the University before entering the Advanced Curriculum.

Doctoral students must complete all work toward the degree in eight years. Residency requirements are outlined in the doctoral program Manual.

Academic Ineligibility

If a student fails to make satisfactory progress toward completion of the degree or to demonstrate sufficient promise in the discipline, regardless of grades, the student shall not be allowed to continue in the Graduate School (The Graduate School Handbook, 2005, 2.11).

Students are also ineligible to continue if they receive a grade of F for any course or if they receive an L on nine or more hours of course work. When students become academically ineligible, their registration is automatically cancelled.

Reinstatement

When special circumstances warrant, students designated as ineligible may be reinstated. To attain reinstatement, students should petition the Associate Dean using the form available from the Registrar. The Associate Dean will review the case and forward the request to the Committee on Students for review. Following Committee on Students review and recommendation, the Associate Dean will forward the petition to the Graduate School with a letter either endorsing or declining to endorse the student’s request. Reinstatement is provisional in that students who receive a subsequent grade below P are ineligible to continue.

Written Assignments

The ability to communicate effectively and accurately in writing is an essential skill for every social worker. The School requires all written assignments to conform to accepted rules and conventions established by the Publication Manual of the American Psychological Association (2001).

Attendance

Attendance policies are set at the discretion of the instructor. If students will be absent for religious holy days, they should inform their instructor. Requests will be flexibly accommodated whenever feasible. A student who misses an examination to observe a religious holy day must take the examination at a reasonable time designated by the course instructor. For information about absences from practica, consult the Field section in Chapter 1 of this Manual.

Transferring Courses to UNC Chapel Hill

Requests for transfer of course work are reviewed by the Graduate School after recommendation by the School of Social Work. Transferred courses must be relevant to the MSW degree, related to the student’s professional goals, and course content and level of instruction must be commensurate with that offered by the School. For more information, consult The Graduate School Handbook (2005, 2.15)

Full-time and part-time students may transfer a maximum of nine semester hours of credit into the MSW program from another accredited institution or from another graduate program at UNC Chapel Hill. Transfer credits will substitute for elective credits only. Students may not transfer credits for a required foundation or concentration course. Advanced standing students must complete the 40 hours required for the program in residence. They may not transfer courses to meet the requirements for the MSW degree. PhD students who are also completing requirements for the MSW degree may transfer up to 12 hours of credit from that program to meet MSW requirements.

Three criteria must be met:

To have courses reviewed for possible transfer, a student must first consult with the faculty advisor to be certain that the course is relevant to the MSW degree, pertinent to the student’s learning and career goals, and commensurate with similar courses offered by UNC Chapel Hill. If these conditions are satisfied, the students may submit the following materials to the Associate Dean for Academic Affairs:

• A copy of the published course description;

• The course reading list;

• A list of course requirements, including assignments and grading criteria;

• Information about the types of tools and methods used to engage students in learning;

• A statement justifying the request;

• An official transcript; and

• A completed Transfer of Credit form.

The Associate Dean will review the request and supporting documentation and will make a recommendation to the Graduate School. To be approved by the Graduate School, the request must have the support of the Associate Dean.

Transfer of Credit forms are available from the Academic Advisor and the School Registrar, who can both answer questions about the process. Because the process requires several steps, students should initiate their requests as early as possible—well in advance of the anticipated graduation date.

The School does not award academic credit for life experience or previous employment experience. Similarly, the School does not accept life experience or previous employment as a replacement for academic courses or field practica.

Course Exceptions

Exceptions to Advanced Concentration courses are granted when students can demonstrate that courses taken elsewhere closely replicate required course content. Exceptions make it possible for students to customize their Plans of Study by substituting courses not listed as an option to meet Advanced Curriculum requirements. No exceptions are offered for foundation courses or field requirements in either the Foundation or Con- centration Curricula.

The student should first discuss the request for a course exception and the basis on which the exception might be granted with the faculty advisor. If the advisor concurs, the student may complete a Request for Course Exception form, available from the academic advisor. The student should state the specific request and the rationale for the request and obtain a statement from the faculty advisor. This information is recorded on the Request for Course Exception form. Requests for exceptions to Advanced Curriculum requirements are submitted to the chair of the student’s chosen concentration for review. If approved, the request is sent to the Associate Dean for consideration. A request for an exception cannot be granted until the responsible parties at each level of approval have formally concurred with the request.

Directed Independent Study

Students who want to pursue the study of a specialized topic may do so on an individual basis by contracting with a faculty member who agrees to direct and evaluate the student’s work. Individualized study is designed for the final year of study, and the credits earned are used to meet one of the elective requirements in the Advanced Curriculum.

To obtain permission to complete a Directed Independent Study (DIS), students should complete the following steps:

Although there is no firm deadline for requesting a DIS, students must submit the appropriate forms well in advance of semester registration to allow time for review and response. If the DIS is approved, the Associate Dean will assign the proper number of credits and a course number.

Dropping a Course

To drop a course after the close of the normal drop/add period and before the last two weeks of a semester, a student must complete a Registration Drop/Add Form and obtain required signatures. After mid-term examinations, a student must obtain permission to drop a class from the instructor and the Graduate School (The Graduate School Handbook, 2005, 2.28).

If the instructor judges the student’s performance to be failing at the time of the request to drop a course, a grade of F will be assigned to the student’s permanent record, and the student will be ineligible to continue in Graduate School.

No courses may be dropped during the last two weeks of classes during the fall and spring semesters or during the last week of a summer session. Official withdrawal is required if a student wishes to drop all courses.

Requesting a Leave of Absence

After consulting with their advisors and the Associate Dean, a graduate student in good standing who desires to interrupt a program of study may request a leave of absence from graduate study for a definite stated time (up to one year). In advance of the leave period, the student should present a written request to the Dean of the Graduate School prepared on the appropriate School of Social Work form. The request should include the rationale for the request and must be accompanied by written approval of the request from the Associate Dean at the School of Social Work. Forms for processing a request for a leave of absence are available from the Registrar of the School.

If the request is approved, the time of leave will not count against the total time allowable for the degree for which the student is studying. The Dean of the Graduate School or a duly appointed deputy may grant this first leave of absence upon receipt of both the request and the School endorsement or seek approval or disapproval by the Administrative Board of the Graduate School. No progress toward the completion of the degree may be made during the period of leave. Consequently, students may not transfer courses taken at other institutions during a leave period. Readmission to the Graduate School after an approved leave of absence is generally only a formality (The Graduate School Handbook, 2005, 2.36).

Ordinarily, a leave of absence may not be renewed. However, in the event that the student wishes to continue the leave of absence beyond the date stated in the original application, the student’s record shall be reviewed by the School. A recommendation as to whether an additional leave of absence shall be granted should be made by the School. If this recommendation is favorable, the Dean of the Graduate School or a deputy shall take the request for a second leave of absence to the Administrative Board for action. It is understood that if this second leave of absence is not granted, the elapsed time from the end of the approved leave until the student’s re-entry in Graduate School counts as though the student were regularly enrolled and working toward the degree.

Withdrawing from School

Official withdrawal from the University is required if a student wishes to drop all courses after a semester begins. Students will make either a medical or academic request to withdraw from the University. If a student decides to withdraw for reasons of illness, the student should contact the Student Health Service, whether the treatment was received there or elsewhere. If a medical withdrawal is authorized, the official withdrawal will be handled through the Office of the Director of Student Health Service. If a student decides to withdraw for reasons other than illness, or if a medical withdrawal cannot be authorized, the withdrawal process will be handled by the Associate Dean at the School and the Dean of the Graduate School. To initiate academic withdrawal, the student should meet with the faculty advisor and then contact the Associate Dean at the School.

To proceed with withdrawal, a student should obtain a withdrawal form from the Graduate School and complete the steps as indicated on the form (The Graduate School Handbook, 2005, 2.39, 2.40). Withdrawing students must obtain clearance signatures from course instructors and certain University offices as determined by the Associate Dean at the School and the Dean of the Graduate School. Students in field placement must consult with their field advisors and the Director of Field Education. Students must surrender their registration cards and student athletic passes when officially withdrawing in any semester or summer session. When the steps for requesting withdrawal are completed, the formal request is submitted to the Dean of the Graduate School with the recommendation of the Associate Dean at the School.

Failure to register for a semester (even if the student is involved in a field placement) constitutes a complete withdrawal from the University.

An official withdrawal must be properly executed for a registered student who has attended as much as one class meeting and for any student advised to leave the University by the Student Health Service. Academic withdrawals are handled through the Graduate School; medical withdrawals are handled through the Office of the Director of the Student Health Service.

Students who withdraw during the first semester of enrollment at the School must re-apply for admission if they wish to pursue a graduate social work degree at some future date. An official withdrawal constitutes an honorable dismissal from the University and may aid in readmission. Failure to withdraw officially results in the assignment of IN or AB course grades, which later compute as F grades in establishing grade point averages and academic eligibility.

Readmission

Students who withdraw during a semester, take a leave of absence, or fail to register for a semester must submit applications for readmission if they wish to continue work toward a graduate degree. Applications for readmission are available from the Registrar. Applications for readmission must be received by the Graduate School by July 1 for the fall semester, by December 1 for the spring semester, by April 1 for Summer Session I, and by June 1 for Summer Session II. To ensure adequate processing time, applications for readmission should be received at the School of Social Work at least two weeks before these Graduate School deadlines.

Termination from School

Students in the MSW program are expected to maintain the standards established by the School of Social Work and the Graduate School. Under ordinary circumstances, failure to meet these standards shall result in termination from the program. In considering whether to recommend termination, many aspects of performance are reviewed, including academic problems, professional conduct, and suitability for the profession.

Termination can occur at any time, including during the final semester. A decision for termination is made by the Committee on Students.

Criteria for Termination

• A grade of F (Failing) on any one course, including a field practicum.

• Grades of L (Low Pass) on nine or more credit hours of work.

• Failure to complete requirements for the MSW degree within the five-year time limit.

• Recommendation from Committee on Students for violation of field or classroom concerns regarding professional skills, self-management, professional behavior, and scholastic performance.

Other reasons for termination not related to grades and professional behavior may include, but are not limited to violations of the University Honor Code or NASW Code of Ethics, and failure to pay tuition or fees.

The document “Standards for Social Work Education: Policies and Procedures for Review of Educational Performance and Academic Grievances” prepared by the School describes non-grade-related performance criteria and the process for addressing performance concerns. The full document is available at ssw.unc.edu and from the Associate Dean’s office.

Readmission after Termination

Requests for readmission after termination should be addressed to the Associate Dean. Students should follow the steps outlined above in the section on Readmission.

The decision to support readmission will be based on the nature of the difficulties leading to termination, the steps taken to ameliorate these difficulties, and the likelihood of future academic success and professional competence. The Committee on Students will review and make recommendations on all requests for readmission after a student has withdrawan or been terminated.

Transfer Students

The School of Social Work does not accept transfer students.

Procedure for Appeal of a Grade

Criteria and procedures for appealing a grade are recorded in The Graduate School Handbook (2005, 2.24). Before filing any appeal of a course grade, students should first address concerns with the instructor who assigned the grade. If the instructor detects an arithmetic or clerical error that influenced the grade assignment, the instructor should complete a Change of Grade form for the approval of the Associate Dean and the Graduate School. An instructor may not change a grade because of a reevaluation of the student’s performance nor because of additional work performed by the student.

For an appeal of a course grade to be considered, it must be based on one or more of the following grounds and upon the allegation that the ground or grounds cited influenced the grade assignment to the student’s detriment: (1) arithmetic or clerical error; (2) arbitrariness, possibly including discrimination based upon race, gender, religion, or national origin of the student; (3) personal malice; and/or (4) student conduct cognizable under the Instrument of Student Government.

An appeal of a course grade must be lodged by the student in writing with the Associate Dean for Academic Affairs at the School, or with the instructor’s Chair or Dean if the course is in another department. The student must provide the instructor with a copy of the appeal. The appeal should cite the evidence by which the student judges that an impermissible element existed in the instructor’s evaluation of the student’s course work and that it influenced the grade assignment to the detriment of the student. No appeal may be made after the last day of class of the next succeeding regular semester.

When an appeal of a course grade has been properly lodged, the Associate Dean for Academic Affairs of the School determines if the evidence cited warrants further investigation of the charges. Appeals with sufficient evidence will be referred to the Committee on Students, which will consider the evidence and seek a reply to the charges from the instructor. The Committee on Students will submit a written set of findings and recommendations to the Associate Dean. The Associate Dean transmits the recommendations to the student with a copy to the Dean of the Graduate School.

Should a change of a permanent course grade be recommended, the Dean of the Graduate School presents that recommendation for action by the Administrative Board of the Graduate School. Should no change of grade be recommended, the student retains the right to appeal in writing to the Administrative Board of the Graduate School. To effect a change of grade following these procedures for appeal of grade requires a vote of not less than two-thirds of those Administrative Board members who are present and voting.

Inter-Institutional Study

If particular courses are not offered at UNC Chapel Hill, a student registered for at least three hours on the UNC Chapel Hill campus may take a maximum of two additional graduate courses through the inter-institutional program. This program is offered in conjunction with North Carolina State University, the University of North Carolina at Greensboro, the University of North Carolina at Charlotte, North Carolina Central University, and Duke University. The student should follow the following steps:

Tuition for inter-institutional study is charged as if the registration were for a course offered by UNC Chapel Hill. Pass/Fail courses may not be taken by inter-institutional registration. Courses taken by inter-institutional registration earn residence credit as if they were taken on the UNC Chapel Hill campus.

International Studies

The School of Social Work is committed to international study. Faculty often organize Summer Study Abroad courses in collaboration with the Summer School. These courses are open to undergraduate, graduate, non-degree-seeking, and Continuing Education students. Previous courses have focused on health and social welfare issues in Honduras and Costa Rica in 1994 and 1998; Ireland, Scotland, and Wales in 1997; Germany, The Netherlands, and Belgium in 1998; Cuba in 1999; Mexico and Eastern Europe in 2000; and South Africa in 2002, 2003, and 2004. Announcements pertaining to upcoming international studies are generally made in the fall.

Substitute for the Master's Thesis

MSW students are not required to complete a master’s thesis. The advanced research course, SoWo 292, Evaluation of Social Interventions, has been approved by the Graduate School to serve in lieu of a thesis requirement. This course provides students with knowledge of the purposes, technology, and methodology to evaluate social interventions.

Human Subjects Review Committee and Research Review Process

The Human Subjects Review Committee, appointed by the Dean, reviews all methods and materials of any research project. Accepted proposals are forwarded to the University Academic Affairs Institutional Review Board (AA-IRB) for final approval. All social or behavioral research requiring the use of voluntary or paid human subjects must be approved by the AA-IRB.

After preparing all proposal materials and survey instruments, researchers should obtain copies of review forms from the business manager of the School. The completed forms, a copy of the proposal, and instructions are sent to the administrative assistant for the Jordan Institute for Families who forwards the packet to the School Review Committee for approval. Researchers should allow at least two weeks for the School Review Committee to complete their initial review. Following committee review and approval, the packet will be sent to AA-IRB within the Office of Research Services. Reviews by the AA-IRB usually take one or two weeks but may require more time if the research involves investigation of sensitive material.

Any questions about forms can be answered by the Academic Affairs Institutional Review Board Manual. A copy of the Manual can be reviewed at the Jordan Institute for Families. Specific questions about IRB requirements can be discussed with the chair of the Human Subjects Review Committee of the School.