Academic Probation Process
Following each quarter, Graduate Studies Senior Academic Advisors (SAA's) send a list of students on academic probation to Graduate Chairs and Graduate Coordinators, and may ask about individual student support. The SAA's notify each of the students on academic probation about their status and if they have been assigned a registration hold. Students are encouraged to meet with program Graduate Advisors to develop a plan to reach good standing. Students may also schedule an appointment with one of the SAA’s to discuss their status and any concerns they may have.
Students with a cumulative GPA below 3.0 or a term GPA below 2.0 will be assigned an academic hold preventing registration for the following quarter. In order to clear the hold, students must meet with a program Graduate Advisor, and document an action plan using the Recommendation for Release of Academic Hold.
Graduate Chairs may also request students be assigned a registration hold for cause (e.g. a significant number of incomplete grades), to ensure an advising appointment is held.
Process for releasing an academic probation hold:
Students who have a cumulative GPA below 3.0 or a term GPA below 2.0 will be assigned an academic hold preventing registration for the following quarter. In order to clear the hold, students must meet with a program Graduate Advisor.
Graduate Chairs may also request a student on academic probation be assigned a registration hold to ensure an advising appointment.
To release the academic hold:
- The student must meet with a program Graduate Advisor to develop and document a plan to return to good standing using the Recommendation for Release of Academic Hold. Graduate Advisor contact information is available on each Program page.
- The student's Graduate Coordinator will submit the completed Release of Hold form to the Graduate Studies SAA's.
- SAA's will review the plan, release or move the hold as directed by the Graduate Advisor, and let the student know they can begin registration.
Returning to Good Standing
Students can return to good standing when both their term and cumulative GPA are 3.0 or higher, and once the student no longer has 8 or more units of U, I, or F grades. Academic probation for term or cumulative GPA will remain if a student takes all courses S/U or P/NP the next quarter.
Courses in which the student earned a grade of C (including C+), D, F, or U may be repeated unless the course is variable subject or variable unit (e.g. 299, 298, 396, etc.).
Continuous AP for U Grades
Students who accrue 9+ units of U grade in variable subject/unit course(s) (e.g. 12 units of U in 299), may have academic probation on their record continuously, because those grades cannot be changed unless the course is retroactively dropped or the instructor submits a grade change request.
- Active probation - Students on continuous AP for U grades are considered to be on 'active' probation the first quarter after they receive the 9th unit of U, and in subsequent quarters in which they receive additional U, F, or I grades.
- Inactive probation - Students who do not receive additional U grades after the first quarter will continue to have AP status on their record until they complete the degree, but will not receive academic probation notices or require exceptions to policy for graduate student employment or fellowships.
Employment & Fellowships while on AP
Students on academic probation, are not eligible for employment or fellowships without an exception to policy.
- Employment as a TA/GSR - A Petition for Exception to Policy (PEP) must be submitted to Graduate Studies by either the student's Graduate Coordinator or the hiring department. In addition to the PEP, the student's program must submit a statement outlining the student's plan to return to good standing, and how the program will assist with the student's management of academics and employment for the quarter.
- Students who are on AP due to 9+ units of U grade need a PEP to be employed for the quarter after they are initially notified of their AP status. As long as the student doesn't accumulate additional U grades in the following quarter, they do not need a new PEP.
- Fellowships - The graduate program must submit a statement of support for the students to the Graduate Studies Financial Unit (email@example.com). The statement should outline the reason for the AP status, and the student's plan for returning to good standing.
If a student is on academic probation or subject to disqualification status, the official transcript will state that the student is not in good academic standing. Once a student has returned to good standing, or has satisfied all requirements for graduation, the notation will be removed from the transcript.
Planned Educational Leave Program (PELP)
Students on AP may consider going on the Planned Educational Leave Program (PELP) to regroup and reexamine their academic goals. Prior to initiating PELP, students should meet with a program Graduate Advisor to make a plan for return and steps to reach good standing.
A student on academic probation may withdraw from their program and apply for readmission at a later date. However, the minimum conditions to reach good standing still apply after readmission, and program approval of readmission is not guaranteed. Students considering withdrawal should meet with a Graduate Advisor to discuss potentially returning in the future. More information is available on the Withdrawal & Readmission webpage.
Graduate students on academic probation or subject to disqualification status are not disqualified automatically. In all cases, disqualification must first be recommended to Graduate Studies, in writing, by the program Graduate Chair or Graduate Advisors. Programs may recommend disqualification of students who have consecutive quarters of academic probation status after providing at least one quarter for advising and remediation. Specific requirements for returning to good standing and a timeline should be documented in an interim or the annual Student Progress Assessment (SPA). More information is available on the Disqualification webpage