Graduate Academic Probation

Graduate academic probation and dismissal policy and procedure

Individual graduate programs may have alternate probation and dismissal criteria than outlined in this policy. Refer to individual graduate program’s handbook for their standards. Absent of program specific criteria, the university criteria applies. Although the probation and dismissal criteria may vary across programs, the procedure for being placed on or off probation or appealing a dismissal is the same for all graduate programs.

1. If a graduate student’s grade point average (GPA) falls below 2.67 and/or a graduate student receives a D or F in a course(s) (inclusive of Academic Integrity violations), the Program Director (or school specific committee or department chair if acting as program director) reviews the graduate student file after receiving Low-Grade Report generated by the Registrar’s office. The Program Director may decide to place the graduate student on academic probation or academically dismiss the graduate student from the graduate program (without probation).  Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

2. The Program Director generates a letter and sends the letter via certified mail and to the graduate student’s USJ email (with a request for a read receipt) notifying the graduate student that they are to be placed on academic probation. The Program Director must also notify the Registrar’s Office and the Office of Graduate Services about any action taken against the graduate student.

3. Probation cannot be appealed. A graduate student may only be placed on probation once. Should conditions be met for a second probation, academic dismissal proceedings will commence. Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

4. Once on probation, a graduate student has six credits to raise their GPA to or above 2.67. If the graduate student enrolls in more than six credits in one probationary semester, all credits will count toward the graduate student’s GPA calculation. If a graduate student must repeat a course due to a program specific policy, the most recently earned grade will apply toward the graduate student’s GPA calculation. See program specific criteria regarding policies related to repeating courses.

5. After completing the six credits, if the graduate student improves his/her GPA to the required standard, the graduate student’s academic probation status will be removed and he/she may continue on in his/her program of study. If the graduate student does not improve their GPA to the required standard, he/she will be academically dismissed from the graduate program. Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

6. A student who has been dismissed for the first time may appeal through the Graduate Academic Dismissal Appeal Procedure for reinstatement. The student must demonstrate that exceptional circumstances were involved and provide evidence indicating that they can raise the grade point average within one term.

7. Following completion of the Graduate Academic Dismissal Appeal Procedure, if the appeal is denied, the student is required to withdraw from classes for a minimum of three terms. Thereafter, the student may reapply for re-admission if so desired. Dismissed students are allowed to make only one petition for reinstatement to the program from which they have been dismissed. The program director, the department chairperson, the Dean of the school, and the Provost must approve the petition for reinstatement. If the student is dismissed a second time after reinstatement, no additional petition for reinstatement will be considered.

Graduate Academic Dismissal Appeal Procedure

Individual graduate programs may have alternate probation and dismissal criteria than outlined in this policy. Refer to individual graduate program’s handbook for their standards. Absent of program specific criteria, the university criteria applies. Although the probation and dismissal criteria may vary across programs, the procedure for being placed on or off probation or appealing a dismissal is the same for all graduate programs.

1. Graduate student receives a letter of dismissal via certified mail (and USJ email with read receipt) from the Program Director.
2. Graduate student has five business days from the date of the letter^1,2 to submit a formal appeal to the Department Chair.  The formal appeal must outline any extenuating circumstances as well as evidence supporting the graduate student’s claims.  Student Appeals must be formally submitted in writing via email with attachments, written letter with enclosures, or both.³ If the Department Chair is also the Program Director, the first level of appeal will be to the school Dean.  The Department Chair must notify the Registrar’s Office, the Office of Graduate Services, and the Program Director that there is an appeal in process.
3. The Department Chair must make a decision to uphold the dismissal or grant reinstatement within five business days.
4. If needed, the graduate student has five business days from receiving the letter detailing the Department Chair’s decision to submit a formal appeal to the school Dean.
5. The school Dean must make a decision to uphold the dismissal or grant reinstatement within five business days of receiving the appeal.
6. If needed, graduate student has five business days from receiving the letter detailing the Dean’s decision to submit a formal appeal to the Provost.
7. Provost must make a decision to uphold the dismissal or grant reinstatement within five business days.
   • The Provost may or may not convene the Graduate Student Appeals Board (GSAB)⁴ to assist in the decision.
     • If convened by the Provost, the GSAB will provide the final review of a graduate student’s appeal.The GSAB will make a recommendation to the Provost to uphold the appeal or reinstate the graduate student contingent on a corrective action plan. In the case of a tie among the members of GSAB, the Provost will vote.
8. At whatever level the appeal is resolved, that party must notify the student, Registrar’s Office, the Office of Graduate Services, the Director of Financial Aid, the Department Chair, and the Program Director.

Notes

1. A business day is Monday through Friday (excluding weekends and holidays).
2. The dismissal letter must specify the date in which an appeal must be submitted (i.e., five business days from the date of the letter).
3. Graduate students, who are in the process of an appeal, will still be allowed to take courses in the program until the appeals process has been exhausted. Graduate students, whose dismissal is upheld, will be required to immediately withdraw from their classes and will receive reimbursement.
4. Composition of GSAB
   • One Dean or Department Chair from the department or school from which the appeal stems, ex officio (non-voting)
   • Standing FCW committee of three faculty members (tenured faculty preferred) who teach graduate courses.
     • Members will have staggered lengths of appointments for experiential continuity.
     • All committee members will receive training in the appeal process and methods to review evidence provided in an appeal.
   • One ad-hoc graduate faculty member with expertise in the profession/field (or closely allied field) from which the appeal stems, who is not involved in the current appeal

Cc: the student

Registrar’s Office

Director of Financial Aid

Office of Graduate Services

Department Chair

Program Director