6.1 - Academic Plan Committee (APC)

New graduate students at ISU may be assigned a temporary academic adviser by the major program in the first semester of the student’s residence. This advisor guides the student in selection of a field of study and in development of a graduate Academic Plan (AP) until the major professor and Academic Plan Committee (APC) are selected. After the APC has been selected, it guides and evaluates the student during the remainder of graduate study. Among the committee’s duties are: 

  • reviewing periodically the progress of the student
  • advising a student during the development of the dissertation, the thesis, or the creative component 
  • considering and approving the student’s AP as well as changes in the AP
  • reading the dissertation, thesis, or creative component
  • conducting the preliminary oral examination (for doctoral candidates) and the final oral examination (for master’s and doctoral candidates). 

Individual graduate programs may add other responsibilities for the APC. 

Early selection of a major professor and appointment of an APC is very important and recommended be formed as early as the second semester. The student's initial APC appointment and AP should be submitted in Workday for approval at least three calendar months before the preliminary oral examination for doctoral candidates; the three calendar-month timeframe for scheduling a preliminary oral examination begins the day that the DOGE approves the AP. For master’s students, the APC and AP must be approved by the DOGE by the last day of the semester prior to the term of the final oral examination. For students in approved master’s programs with no final oral examination, the APC and AP must be approved by the DOGE no later than the last day of the semester prior to the graduation term. For the APC and AP to be approved in any given term, it must be received by the DOGE by the published deadline for that term. To select an APC, the student must: 

The Graduate College will review and approve the APC before it is sent to the major professor, committee members, and the program’s Director of Graduate Education (DOGE) to provide final approval. 

6.2 - Academic Plan Committee (APC) Makeup

6.2.1 The Major Professor

The major professor, who must be a member of the graduate faculty in the student’s declared major, serves as chair of the Academic Plan Committee (APC). (For information about graduate faculty, see Appendix G; for responsibilities of the major professor, see Chapter 6.4) 

6.2.2 Co-major Professors

A doctoral or master's degree student may have two or more major professors who serve as co-major professors of the APC. Co-major professors are required in the following instances: 

  • When a student has a co-major, each of the major fields must be represented by a different major professor, which will require the designation of co-major professors. However, the same person, if a faculty member in both majors, will be allowed to serve as major professor for both majors. 
  • When doctoral or master's work is administered through a program in which the largest share of course credits is taken, but the research is conducted or shared with another program or major and also supervised by a graduate faculty member in that program, both the doctoral or master's supervisor and a member of the graduate faculty from the program in which the degree will be granted can be designated as co-major professors. 
  • If an associate member of the graduate faculty is chosen as major professor for an APC, a co-major professor who is a full member of the graduate faculty must also be identified. 
  • If a major professor resigns or retires from the university, they may continue to serve, but a co-major professor who is a member of the graduate faculty must also be identified. 

In all cases where there are co-major professors, both must sign all Graduate College required processes. 

6.2.3 Members of the Committee

Members and Associate Graduate Faculty Members. Any graduate faculty member or associate graduate faculty member (see Appendix G) may serve as a member of a master’s or doctoral Academic Plan Committee (APC). 

Member(s) from Outside the Student’s Field of Emphasis. The outside graduate faculty member(s) of the APC provide relevant specialized knowledge or a different perspective helpful to the planning, execution, and reporting of research, or some aspect of intellectual diversity deemed important by the committee and/or major. 

Member(s) from a Minor. If a graduate minor has been declared, a graduate faculty member from the minor program or interdepartmental minor must serve on the APC. The major professor and the representative from the minor field cannot be the same person. 

Retired/Emeriti Faculty. Retired/Emeriti ISU graduate faculty members may serve as members only (not as major professors) on newly formed master’s or doctoral APCs as long as they are willing to participate actively. 

Resigned Faculty. Graduate faculty members who have resigned but are currently serving on an approved APC may continue to serve in that capacity. They may not be appointed to any new APC. 

Please note: If a major professor resigns OR retires from the university, they may continue to serve, but a co-major professor who is a member of the graduate faculty must also be identified. 

Non-ISU/Affiliate Associate Graduate Faculty Members: Professionals who are not employed by Iowa State University but have been officially appointed as associate graduate faculty members can serve as committee members, as a co-major professor, and fill other duties as explicated by their nomination. They cannot serve as a stand-alone major professor. Procedures for nomination to Associate Graduate Faculty status are described in Appendix G. Because such members are not employees of Iowa State University, should a non-ISU associate graduate faculty member's conduct be counterproductive to the student's academic progress, the Dean of the Graduate College has the authority to remove them from the APC. 

Additional Non-voting Members: When a non-member of the graduate faculty possesses expertise particularly relevant to the student’s field of study, they may serve informally on either the master’s or the doctoral APC as an additional non-voting member. The non-voting member does not sign the APC or AP. Non-voting members are invited but not required to attend all committee functions. 

6.2.4 Doctoral Academic Plan Committee (APC) Makeup

The APC for a doctoral program consists of at least five members of the graduate faculty. It must include at least three members, including the major professor, from within the student’s major or program. The committee must include member(s) from different fields of emphasis to ensure diversity of perspectives. An associate member of the graduate faculty may participate in the direction of a student’s dissertation research as a co-major professor if a full member of the graduate faculty serves as a co-major professor and jointly accepts responsibility for direction of the dissertation. Non-ISU Associate Graduate Faculty Members may comprise no more than 34% of the APC of a doctoral student, meaning that up to two committee members may be from outside ISU if a student includes five members. 

6.2.5 Master’s Academic Plan Committee (APC) Makeup

Master's with thesis: The master’s APC for a student completing a thesis consists of at least three members of the graduate faculty. It must include two members, including the major professor, from the major or program. The committee must include member(s) from different fields of emphasis to ensure diversity of perspectives. An associate member of the graduate faculty may participate in the direction of a student’s master’s research as a co-major professor if a full member of the graduate faculty serves as a co-major professor and jointly accepts responsibility for the direction of a program of study. Non-ISU Associate Graduate Faculty Members may comprise no more than 34% of the APC of a master's with thesis student, meaning that only one non-ISU member may serve on the committee of three. 

Master's with creative component: The master’s APC for a student completing a creative component consists of at least one member of the graduate faculty as the major professor. Individual programs should consider whether the minimum number of committee members should be increased for the benefit of the students. The number of committee members in addition to the major professor will be established and monitored by the program. 

Master's with coursework only: The master’s APC for a student completing a coursework-only program consists of at least one member of the graduate faculty in the designated major. This is often the Director of Graduate Education (DOGE) of the coursework-only program. The student must complete a committee in Workday, but only the single committee member (usually the DOGE) is required. 

6.2.6 Academic Plan Committee (APC) Changes

Recommendations for changes in the APC for a master’s or doctoral degree must have the approval of the student, the Graduate College, the major professor, the program’s DOGE, and all committee members involved in the change (committee members who are on Faculty Professional Development Assignments, retired, or resigned do not have to sign). Changes to the APC must be made in Workday. These changes must be approved by all parties before the preliminary or final oral examination is held. 

6.2.7 Academic Plan Committee (APC) Member Replacement in an Emergency

In the case of any emergency occasioned by sudden illness, accident, or other serious and unforeseen ability of a faculty member to attend a student's oral examination, the program must complete the Committee Substitution request as soon as possible either before or directly following the exam. In extreme circumstances, the Graduate College may approve via telephone an emergency replacement. This emergency procedure can be activated by calling the Graduate College directly at 515-294-4531.

6.3 - Developing the Academic Plan (AP)

The student and the major professor develop the Academic Plan (AP) with the consultation and approval of their Academic Plan Committee (APC). The AP should be submitted as early as possible for approval. The AP must be approved by the DOGE in Workday at least three calendar months before the preliminary oral examination for doctoral candidates; the three calendar-month timeframe for scheduling a preliminary oral examination begins the day that the DOGE approves the AP. For master's students, the AP must be approved by the DOGE in Workday by the last day of the semester prior to the term of the final oral examination. For students in approved master's programs with no final oral examination, the AP must be approved by the DOGE in Workday no later than the last day of the semester prior to the graduation term. For the AP to be approved in any given term, it must be approved by the DOGE in Workday by the published deadline for that term. Each student’s AP should be designed to correct deficiencies in academic preparation, allow study of subject matter that most interests the student, and avoid repetition in areas where the student is well prepared. The APC assures that program requirements are met before approving the AP.  

6.3.1 Changes on the Academic Plan (AP)

Recommendations for modifications to the Academic Plan (AP) for a master’s or doctoral degree must have the approval of the student, the Graduate College, the major professor, all committee members, and the program’s DOGE. Modifications to the AP must be made in Workday. A change of degree requires a new Academic Plan. 

6.3.2 Courses Taken as an ISU Undergraduate

Courses at the 4000 and 5000 levels listed in the ISU Catalog may be used in the Academic Plan (AP) even though they were taken by the student as an undergraduate at ISU. 

  • Up to 9 credits earned as an ISU undergraduate may be used to meet the requirements of the graduate degree. 
  • These credits must be approved by the student's APC and DOGE. Up to 6 of these credits may be at the 4000 level. 
  • Up to 6 of these credits could have been used to meet the undergraduate degree requirements. 
  • Grades of B or better are required in the courses that led to these credits. 
  • These credits must have been earned when the student was classified as an undergraduate, not as a nondegree undergraduate (special) student. 

Graduate programs may accept 3000-level courses taken by the student as an undergraduate at ISU to meet background deficiencies or to demonstrate proficiencies in subject matter necessary for the degree. These courses are not eligible for inclusion on the AP but may be articulated for transfer internally in the program. The student would be required to meet the minimum number of credits required for the degree without the inclusion of these undergraduate-level courses. 

6.3.3 Declared Minors

Requirements for declared minors are determined by the minor program and the faculty member representing the minor field on the student’s APC. The minor subject area must be tested at the preliminary oral and final oral examinations for doctoral candidates and at the final oral examination for all other advanced degrees. A minor cannot be added to a program of study after the preliminary or final oral examinations have been taken, nor can a minor be placed on the transcript after graduation. 

6.3.4 Expired Courses

The age of a course used on an Academic Plan (AP) is defined as the time between the year the credits were earned and the year that the student graduates.

A course is considered expired when its age is greater than the time limit for the master’s or doctoral program. The Graduate College Time-to-Degree Limit is seven years. Graduate programs may establish more restrictive policies for both time-to-degree limits and expired course limits. 

Typically, APs include only age-compliant course credits, no older than seven years. Occasionally, a student and their APC members may believe expired credits should be counted toward degree requirements. Recognizing the wide diversity of graduate programs at Iowa State University, and the fact that students embark on graduate study under many different circumstances and with varying degrees of prior experience and/or education, the Graduate College offers the following procedure for the review of expired courses for possible inclusion on an AP: 

  • Master's degree students may use any number of credits up to seven years old and up to six credits that were taken between eight and ten years prior to the graduating semester at the discretion of the APC and the DOGE. An Expired Course Petition must be completed as part of the AP submission process to justify the use of these credits beyond their expiration year. Master's students may not use more than six credits of courses on the AP that are eight to ten years old or any credits that are 11 or more years old without documented extenuating circumstances and petition to the Graduate College. 
  • MFA students may use any number of credits up to ten years old and up to 24 credits that 11 years old or more at the discretion of their APC and the DOGE, so long as no more than 10 of those credits are more than 16 years old. An Expired Course Petition must be completed to justify the use of these credits beyond their expiration year as part of the AP. Credits more than 16 years old must have been earned in the completion of a previous graduate degree. Coursework that does not meet these stipulations may not be used without documented extenuating circumstances and petition to the Graduate College. 
  • Doctoral students may use any number of credits up to ten years old and up to 36 credits that are 11 years old or more at the discretion of their APC and the DOGE, so long as no more than 12 of those credits are more than 16 years old. An Expired Course Petition must be completed as part of the AP submission process to justify the use of these credits beyond their expiration year. Credits more than 16 years old must have been earned in the completion of a previous graduate degree. Coursework that does not meet these stipulations may not be used without documented extenuating circumstances and petition to the Graduate College. 

Any expired coursework (coursework more than seven years old) to be used on an AP must be requested through an Expired Course Petition as part of the Academic Plan submission process. The petition will include: 

  • a justification for each course explaining why it is still relevant
  • an assurance that the student has kept current with the information covered in the expired course(s) 
  • an explanation of how the student will be evaluated on expired course material. Evaluation could include a written examination (a preliminary, qualifying, or comprehensive examination), evidence of satisfactory performance in course(s) for which the expired course(s) are prerequisites, or the completion of an audit in one or more current courses in the areas encompassed by the expired course(s). The object should be to determine whether the material learned in those courses is still timely and adequate. The evaluation method should be specified by the committee at the time the AP is submitted.

If the Graduate College approves the use of expired courses, it does so based in part on the student’s year of expected graduation (ECD). If a student does not graduate by the term indicated on the AP, the approved use of expired courses is void, and a new petition must be submitted for approval along with a modified AP. Students and faculty advisers should plan in advance for the possibility that additional courses will be required due to delays in graduation. 

The chart below outlines the how many expired credits in each scenario described above can be applied:

# of Credits 8 - 10 Years

# of Credits 11 - 16 Years

# of Credits 17+ Years

8 - 10 Years

11 - 16 Years

17+ Years

Master's - 6 credit max

Master's - 0 credits

Master's - 0 credits

Ph.D. - No limit, petition not required

Ph.D. - 36 credit max, so long as no courses are 17+ years old.

Ph.D. - 12 credit max with only 24 credits that are 11-16 years old

 

6.3.5 Pass/Not Pass (P/NP) Courses

Students may not list courses taken on a P/NP basis on their AP except for courses taken in the Spring 2020 semester. For more information, see Chapter 5. 

6.3.6 Repeated Courses

Repetition of a course is permitted with the approval of the APC or temporary academic advisor. For more information on repeating courses, see Chapter 5. 

6.3.7 Testing Out Credit

The APC determines if testing out credit may be included on the AP. See Chapter 5 for more information on testing out credits. 

6.3.8 Transfer Credits

At the discretion of the APC, and with the approval of the program and the Graduate College, graduate credits earned as a graduate student at another institution or through a distance education program offered by another institution may be transferred if the grade was B or better. 

Such courses must have been acceptable toward an advanced degree at that institution and must have been taught by individuals having graduate faculty status at that institution. If a student wishes to transfer credits from graduate courses taken at or through another university as an undergraduate student, it is that student’s responsibility to provide verification by letter from that institution that those graduate courses were not used to satisfy undergraduate requirements for a degree. (Grades from courses taken at another institution will not be included in ISU grade calculations, nor will the grades display on an ISU transcript.) 

A copy of an official transcript must accompany the AP to transfer credits. The transcript should show that the courses were taken as a graduate student. There should be a clear indication that the courses taken were graduate level courses. The APC may ask for other materials, such as a course outline or accreditation of the institution, to evaluate the course. Transfer courses not completed when the AP is submitted must be completed before the term in which the student graduates. A transcript must then be submitted through the AP approval process for review. 

Research credits earned at another institution are generally not transferred. In rare circumstances, the transfer of S or P marks may be accepted for research credits only. It is the responsibility of the APC to obtain a letter from the responsible faculty member at the other institution stating that research credits recommended for transfer with S or P marks are considered to be worthy of a B grade or better. 

6.3.9 Undergraduate Courses to Make Up Academic Deficiencies

Undergraduate-level courses are sometimes required of graduate students to make up deficiencies in undergraduate background. They do not appear on the AP. Such courses appear on transcripts and are included in the determination of the grade point average. These courses may not be taken on a P/NP basis. 

6.4 - Academic Plan Committee (APC) Responsibilities: A Summary

6.4.1 Major Professor Responsibilities

Procedural matters: 

  • Review and sign forms processes requiring the major professor’s approval.  
  • Preside at meetings of the Academic Plan Committee (APC). 
  • If the student is a nonnative English speaker, the graduate English requirement must also be met. 
  • Student be must be removed from probation or request to be allowed to register for future semester for satisfactory academic performance. 
  • Significant changes in the AP are necessary (must be approved by the student, the Graduate College, major professor(s), committee members, and the program’s DOGE). 
  • Waiver of six-month requirement between the preliminary oral and final oral examinations requested (must be approved by student, major professor, and program’s DOGE before submission to the Graduate College). 
  • All conditions placed on a preliminary oral or final oral examination must be removed. If the report of oral exam specified that all committee members must sign to remove a condition, then all approvals  will be required to remove the condition. 
  • Time extension to complete the degree requested be granted (must also be signed and approved by the program’s DOGE before submission to the Graduate College). 
  • Graduation with less than the 3.00 G.P.A. for extenuating circumstances (must also be approved by the program’s DOGE before submitting to the Graduate College). 
  • Changes in committee are made and approved by the Graduate College prior to a preliminary or final oral examination (also signed by all members involved in the change and the program’s DOGE). 
  • Present doctoral candidates at graduation ceremonies.
  • Write letters of recommendation for students as appropriate. 

Research and dissertation/thesis responsibilities:

  • Guide the graduate student doing research by conferring regularly to review and evaluate progress.
  • Guide the student in development of communication skills through assistance in preparing manuscripts for presentation or publication.
  • Criticize constructively the written draft(s) of a dissertation or thesis before it is circulated to other members of the POS committee.
  • Work with the student in editing the written draft(s) of the dissertation or thesis.

The major professor’s relationship with the student:

  • Provide needed guidance without hampering creativity.
  • Be accessible within a reasonable schedule for discussions with the student.
  • Accept a student only if they have sufficient time to direct the student’s program and can reasonably expect to have available facilities and sufficient funding to support the student to the completion of the degree.
  • Write letters of recommendation for the student and aid with job or position placement as appropriate.
  • Inform the student of any special leave that may cause inconvenience or delay in the student’s research progress or in the arrangement of the preliminary oral or final oral examinations.

Resolution of major professor-student relationship problems:

  • When irreconcilable problems occur between the major professor and student, it may be advisable to dissolve the relationship. The DOGE is responsible for recommending to the Graduate College that the original POS committee be dissolved and that a new POS committee be formed.

6.4.2 Academic Plan Committee (APC) Member Responsibilities

Procedural matters: 

  • Review periodically the progress of the student. 
  • Verify that the AP meets the major’s requirements (and minor’s requirements when applicable) 

Committee/Student Relationships: 

  • Inform the student of any circumstances that might cause inconvenience in arranging periodic meetings or the preliminary oral or final oral examinations. 
  • Write letters of recommendations for students. 

Research and dissertation/thesis responsibilities: 

  • Advise the student during development of the dissertation, thesis, or creative component, either individually or in conference with other committee members. 
  • Participate in the preliminary oral examination of a doctoral student and decide whether to recommend that the student be advanced to candidacy for the degree. 
  • Read the dissertation, thesis, or creative component critically and suggest corrections. Conduct a final oral examination for doctoral candidates and decide whether to recommend granting of the doctoral degree. 
  • Conduct a comprehensive oral examination of a master’s student and recommend whether the degree should be granted. 

6.4.3 Student Responsibilities

Procedural matters: 

  • Complete all processes requiring approval in advance of Graduate College deadlines.  
  • Recommend an APC by identifying appropriate members to serve on the committee. 
  • After obtaining agreement from the major professor and committee members, complete the Manage Committee Membership process in Workday. The Graduate College, major professor, committee members, and DOGE must approve. Remember, APCs and APs must be approved by the Graduate College the semester before the semester of graduation. 

Relationship with the major professor:

One of the most important relationships that a graduate student forms on campus is with their graduate advisor. Students are responsible for contributing to a productive and working relationship with their advisor. This includes responsibilities such as: 

  • Meeting consistently with the major professor to discuss coursework, degree progress, research progress, barriers/problems, and to review dissertation/thesis/creative component.  
  • See the Graduate Student Checklist for recommended conversational topics between a student and their advisor 
  • Submit requests and all required forms for signature to the major professor in a reasonable time frame.  
  • Plan ahead as soon as possible and inform the major professor of personal leave and sick leave. 
  • Personal leave should be planned so it does not interfere with the student’s duties. 
  • Be accessible to the major professor periodically and within a reasonable schedule for discussion of various matters and/or assistance in research-related or teaching- assistantship activities. 
  • Provide copies of the dissertation or thesis to the major professor in time for adequate review before submission deadlines to the Graduate College. 

Relationship with the APC:

  • Schedule all APC meetings for discussion of the research proposal, research progress, and preliminary oral and final oral examinations.
  • Be accessible periodically and within a reasonable schedule for discussion with members of the APC.
  • Submit the dissertation, thesis, or creative component to the committee members at least two weeks before the final oral examination.