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Advising Handbook

Probation and Separation

Academic action is administered by the Administrative Committee of the College, a committee comprising faculty and students. The advising records of eligible students are reviewed at the end of each semester in the College Center for Advising Services (CCAS). Students who are not making satisfactory progress toward completion of degree requirements are placed or stay on academic probation, or are separated from the College.

Departments submit requests for students to be considered for academic action. In cases where separation is being considered, the College welcomes input from the administration, faculty advisors, staff advisors, or the student. Students are informed of any action in their case by email as soon as possible after grades are received.

Separation and probation appeals are reviewed only when new evidence bearing on the case is presented to the dean of the College.

Note: The Academic action process was revised for the spring 2020 semester to take into account the COVID-19 global pandemic and the subsequent transition to online teaching and learning. New letters and procedures were implemented specifically for this review to recognize that many students were impacted by challenging circumstances outside of their control. As noted below, parents of all students except those who are over 21 years old, or who have declared independence from their parents, generally receive a letter about their student’s academic status following this review. As it was not possible to mail these letters following the spring 2020 academic review, parents who wish to receive an email copy of their student’s letter, may contact CCAS and make this request. A copy of that letter will then be emailed to the parent, and copied to the student, so long as the student meets the criteria stated above.

Students and advisors may also want to read withdrawal and readmission pages.

Actions Taken

Place on Probation

Unclassified students are placed on probation by the Administrative Committee and classified students are placed on probation by the Administrative Committee upon recommendation of the student’s department. All students are informed of the seriousness of probation and encouraged to seek appropriate help.

Students who are placed or continued on probation are expected to meet with their academic probation advisor prior to the start of classes or soon after the semester begins. At their first meeting, the probation advisor (a member of the CCAS advising staff) and the student will develop an academic success plan outlining an approved list of courses for the upcoming semester, the frequency of meetings, and recommended resources. A copy of the academic success plan is sent to the student’s undergraduate advisor or major advisor and students are encouraged to maintain contact with their advisor during the semester they are on probation. Additionally, students receiving financial aid are advised to consult with their financial aid counselor to determine whether financial aid will be impacted.

Students are normally placed on probation at the end of a semester if they have:

  • Less than a 2.0 cumulative or semester average
  • Less than a 2.0 average in the courses submitted for the major

Continue on Probation

Students on probation can be separated or stay on probation. Even those whose records improve may stay on probation with an acknowledgement of that improved academic performance. Students are continued on probation at the end of a semester in which they have:

  • Attained less than a 2.0 cumulative or semester average
  • Received “I” or “N” grades
  • Received any failing grades
  • Attained less than a 2.0 average in the courses submitted for the major
  • Been registered for fewer than 12 credit hours while carrying full-time status

Again, students are warned of the seriousness of continued probation and are offered academic and other support.


The records of all students who are considered for separation are thoroughly reviewed by the Administrative Committee before action is taken. Normally no student will be separated who has not been on probation for at least one term. Students may be separated with an option to return (see the readmission page). Separation is normally for one year. Students who are separated for a second time are not readmitted.

Removal from Probation

Unclassified students are removed from probation by the Administrative Committee. Students accepted into majors are removed from probation by the Administrative Committee upon recommendation of the student’s department. No action is taken to remove students from probation whose cumulative averages rise to 2.0 or better as a result of summer course grades.

Students are typically removed from probation once they have an average/major gpa above 2.0 with no failing, I or N grades, and are registered for 12 credits or more.

Academic Action Letters

A variety of letters are used to inform students of academic action. The letters are sent by email from CCAS to inform students that a decision has been made. The letters cover the four basic actions described above.

Copies of all academic action letters are sent to the parents of all students except those who are over 21 years old or who have declared independence from their parents. Copies of these letters are also sent to pre-major advisors, faculty advisors, NROTC, HEOP, the director of Minority Student Affairs, the McNair/Kearns programs, the International Services Office, and Athletics and Recreation, when appropriate.

Code for Academic Action Letters
WS 1Unclassified, separated for the second time
S 2Unclassified, separated, had previously received probation letter
S 3Classified, separated after having been dropped by department
PParents (to be sent with all "WS" letters)
1Placed or stay on probation, expected to submit worksheet and arrange interview with academic advisor
2Placed or stay on probation, must meet with class academic advisor or will be withdrawn, expected to submit worksheet
3Inactive status suggested, placed or stay on probation, if student wants to stay, must meet with academic advisor or be withdrawn
PIClassified or unclassified, further information required before academic action can be taken (stay on probation)
7Scheduled to graduate but placed or continued on probation until requirements for degree are complete
NS-PGoing inactive for subsequent semester, but placed or continued on probation
Classified or unclassified, less than full-time program, no academic action taken