Scholastic Probation and Disqualification

Executive Memorandum 85-009

July 03, 1985

From: Robin S. Wilson, President

Subject: Scholastic Probation and Disqualification

SCHOLASTIC PROBATION AND DISQUALIFICATION

This policy, recommended by the Faculty Senate on May 16, 1985, implements Executive Order 393 - Scholastic Probation and Disqualification

ACADEMIC PROBATION

Definition

An undergraduate student will be placed on academic probation if at any time the cumulative grade point average in all college work attempted or cumulative grade point average at CSU, Chico falls below 2.0.

Notification

The student must be notified by the Office of Advising and Orientation of his/her probationary status prior to arena registration and fee payment for the following semester.

Conditions

Mandatory advising during the first two weeks of each semester will be required for each student on academic probation. Academic units (e.g. , programs, departments, etc. ) will actively support mandatory advising for each student on probation.

While on academic probation, the student will be advised to register for no more than 14 units.

Participation in extracurricular activities by the probationary student will be discouraged. The probationary student and his/her advisor shall agree on the specific limitations and levels of involvement in extracurricular activities during the probationary period.

Removal

The student shall be removed from academic probation when the cumulative grade point average in all college work attempted and the cumulative grade point average at CSU, Chico is 2.0 or higher. ACADEMIC DISQUALIFICATION Definition An undergraduate student on academic probation is academically disqualified when:

  • 2.0 average in all units attempted or in all units attempted at CSU, Chico.
    As a junior (60-89 units completed), the student falls 9 grade points or more below a 2.0 average in all units attempted or in all units attempted at CSU, Chico.
  • As a senior (90 units or more completed), the student falls 6 grade points or more below 2.0 average in all units attempted or in all units attempted at CSU, Chico.
Notification

The student who is disqualified at the end of an enrollment period under any of the above provisions shall be notified in writing by the Office of Advising and Orientation before the beginning of the next consecutive regular enrollment period. The student disqualified at the beginning of a summer enrollment break shall be notified at least one month before the start of the fall semester. This notification will also describe the following policies related to appeal and reinstatement.

Appeal

The student who wishes to appeal academic disqualification will write a letter of appeal to the Office of Advising and Orientation which will submit it to the School Academic Status Committee of the student's major. This letter should include explanation of any extenuating circumstances leading to disqualification, remedies of the factor(s) leading to disqualification, academic records at other institutions since disqualification, or any other evidence which indicates a strong possibility of future academic success. The student making an appeal should pay particular attention to the probable impact of any disability on previously unsatisfactory academic performance.

The School Academic Status Committee will review each appeal case and will notify the student of its decision in writing. A copy of this notification will also be sent to the Office of Advising and Orientation for the student's records.

Reinstatement

The student who receives clearance from academic disqualification will continue on probation and must achieve a GPA better than 2.0 each semester until he/she is in good standing; otherwise, he/she will be subject to re-disqualification. Higher semester GPA requirements may be set and administered by the various School Academic Status committees. The granting of academic reinstatement does not imply readmission to CSU, Chico for the non-continuing student. The student who is not continuing must apply for readmission through the Admissions Office.

ADMINISTRATIVE-ACADEMIC PROBATION

Definition

An undergraduate student may be placed on administrative-academic probation by action of an appropriate academic unit (e.g. , programs, departments, etc. ) for any of the following reasons:

  • Withdrawal from all or a substantial portion of a program of studies in two successive semesters or in any three semesters. (Note: A student whose withdrawal is directly associated with a chronic or recurring disability or its treatment is not to be subject to administrative-academic probation for such withdrawal. )
  • Repeated failure to progress toward the stated degree objective or other program objectives, when such failure appears to be due to circumstances within control of the student. 3. Failure to comply, after due notice, with an academic requirement or regulation which is routine for all students or a defined group of students (e.g. failure to complete EPT, failure to complete a specified number of units as a condition for receiving financial aid, etc. ) 
Notification
  • When such action is taken, the student shall be notified in writing by the appropriate academic unit and shall be provided with the conditions for removal from probation and the circumstances which would lead to disqualification, should probation not be removed. The student must be notified prior to arena registration and fee payment for the following semester.
  • Copies of all correspondence regarding administrative-academic probation will be sent by the appropriate academic unit to: 1) the student, 2) the student's School Academic Status Committee, 3) the Student Records Office, and 4) the Advising and Orientation Office.
  • The monitoring of the student's progress in meeting the conditions necessary for the removal of administrative-academic probation is the appropriate academic unit's responsibility.
  • Academic units may continue the student on administrative-academic probation more than one semester when the student fails to fully achieve the standards specified in the notification, providing the unit feels disqualification is not yet warranted. The unit must notify all relevant parties (#2 above) that they are continuing a student on administrative- academic probation for more than one semester.
Removal

The student shall be removed from administrative-academic probation by the academic unit when all conditions for removal have been met.

ADMINISTRATIVE-ACADEMIC DISQUALIFICATION

Definition

A student who has been placed on administrative-academic probation may be disqualified from further attendance if:

  • The conditions for removal of administrative-academic probation are not met within the period specified.
  • The student becomes subject to academic probation while on administrative-academic probation.
  • The student becomes subject to administrative-academic probation for the same or similar reason for which he/she, although not currently in such status, had been previously placed on administrative-academic probation.
ACADEMIC STATUS COMMITTEES (replaces 'Academic Standing Committees')

The School Academic Status Committee

Structure

The dean of each school shall establish an Academic Status Committee consisting of at least one faculty representative from each department or program. Decisions concerning method of selection, term of service, and additional representation shall be determined by the school's faculty. One designee from the Office of Advising and Orientation will serve on the committee as an ex-officio, non-voting member.

Committee procedures (other than specified within this document) will be determined by committee consensus.

Functions

The committee will receive and act upon appeals on disqualification for majors within that school.

The committee will place students on and remove students from administrative- academic disqualification.

The committee will receive recommendations from appropriate academic units regarding administrative-academic disqualification and will determine appropriate action.

The committee will receive and act upon appeals from students on administrative-academic disqualification who are declared majors in that school. The Office of Advising and Orientation will notify the dean of the school when a meeting of the committee is required.

The University Academic Status Committee

Structure

The Executive Committee of the Faculty Senate shall appoint one faculty member from each school. Appointments will be staggered three-year terms. Designees from the offices of Advising and Orientation and the Vice Present for Student Affairs will serve as ex-officio, non-voting members.

Committee procedures (other than specified within this document) will be determined by committee consensus.

Functions

The committee will receive and act upon appeals from students with undeclared majors on academic disqualification.

The committee will receive and act upon appeals from students with undeclared majors on administrative-academic disqualification.

The committee will also review appeals of decisions made by the School Academic Status Committee.

The Office of Advising and Orientation will notify the committee when cases of disqualification are to be considered. The appropriate dean will notify the committee of appeals from the school level.

Notification

The appropriate academic unit will recommend to the School Academic Status Committee the student to be disqualified. The student will be notified in writing by the School Academic Status Committee before the beginning of the next consecutive regular enrollment period. The Student Records Office and the Office of Advising and Orientation will also be notified.

This disqualification notification will describe the reasons for the action, as well as the policies on appeal and reinstatement.

If a student recommended for administrative-academic disqualification is subject in the same semester to academic disqualification, the latter action shall supersede the administrative action.

Appeal & Reinstatement

A student who wishes to appeal administrative-academic disqualification will write a letter of appeal to the Office of Advising and Orientation which will submit it to the appropriate School Academic Status Committee. This letter should include explanation of any extenuating circumstances leading to disqualification and/or remedies of the factor(s) leading to disqualification.

The School Academic Status Committee will review each case and notify the student of its decision in writing. A copy of this notification will also be sent to the student, the academic unit, the Student Records Office, and the Advising and Orientation Office.

A student who changes a major and is not subject to academic disqualification in the new major will be reinstated if his/her GPA in the new major is 2.0 or better. If the student's GPA in the new major is less than 2.0, or if he/she failed one or more required courses in the new major or obtained a grad of less than C, the School Academic Status Committee may deny the appeal for reinstatement.

A reinstated student who changes his/her major may be denied enrollment in course work in his/her previous major or must first receive written permission from the unit chair/director of the former academic unit before enrolling.

ACADEMIC STATUS COMMITTEES (replaces 'Academic Standing Committees')

The School Academic Status Committee

Structure

The dean of each school shall establish an Academic Status Committee consisting of at least one faculty representative from each department or program. Decisions concerning method of selection, term of service, and additional representation shall be determined by the school's faculty. One designee from the Office of Advising and Orientation will serve on the committee as an ex-officio, non-voting member.

Committee procedures (other than specified within this document) will be determined by committee consensus.

Functions

The committee will receive and act upon appeals on disqualification for majors within that school.

The committee will place students on and remove students from administrative- academic disqualification.

The committee will receive recommendations from appropriate academic units regarding administrative-academic disqualification and will determine appropriate action.

The committee will receive and act upon appeals from students on administrative-academic disqualification who are declared majors in that school. The Office of Advising and Orientation will notify the dean of the school when a meeting of the committee is required.

The University Academic Status Committee

Structure

The Executive Committee of the Faculty Senate shall appoint one faculty member from each school. Appointments will be staggered three-year terms. Designees from the offices of Advising and Orientation and the Vice Present for Student Affairs will serve as ex-officio, non-voting members.

Committee procedures (other than specified within this document) will be determined by committee consensus.

Functions

The committee will receive and act upon appeals from students with undeclared majors on academic disqualification.

The committee will receive and act upon appeals from students with undeclared majors on administrative-academic disqualification.

The committee will also review appeals of decisions made by the School Academic Status Committee.

The Office of Advising and Orientation will notify the committee when cases of disqualification are to be considered. The appropriate dean will notify the committee of appeals from the school level.

Other

Each committee shall meet early each semester to review the list of students whose academic records may be subject to disqualification by the end of that semester (i.e. , probationary students of either category. ) This list will be provided by the Office of Advising and Orientation as early as possible. The appropriate committee will notify students of their deficiencies and policies related to disqualification.

Both committees will review and act upon other matters of academic status referred by the Vice President for Academic Affairs, the Faculty Senate Chair, or the appropriate dean.