Maintaining academic standing on graduate student records

Overview

In this guidance “graduate students” refer to those enrolled in graduate certificates and Masters, PhD, MD, and JD programs.

Academic standing

Probation

Probation does not appear on the transcript and does not need to be reported to the Registrar’s Office. Departments should create and maintain their lists internally of students on probation and requirements for returning to good standing. Schools can also enter Probation in Banner.

Academic dismissal

The Registrar’s Office only indicates in Banner academic dismissal for honor code violations and quality of work. Academic dismissal is indicated on the transcript.

Academic dismissal is effective the end of the term. A student whose GPA drops below the minimum as a result of their fall grades should have an academic dismissal effective term of fall.

The number of terms of dismissal is set by the school, whether for a period of time or indefinitely. Reinstatement is at the discretion of the schools, which may require readmission.

Honor code violations

Students with honor code violations may not be dropped or withdrawn for any courses under honor code review.

Student conduct violations

Student conduct violations are given a period of time for appeal. No action will be taken on the student’s record until after the appeal period has ended. If the decision stands, we will process. If the appeal changes the decision, the school must notify the Registrar’s Office so that the record is not updated.

Reinstatement

Reinstatement occurs when a school dismisses a student for a determined period of time and allows the student to enroll without re-admission. Upon school approval, a student may be reinstated after one or two semesters of dismissal. For a period of time longer than 2 semesters, the student must re-apply for admission rather than be reinstated.

If reinstated, the school should notify the Registrar’s Office to remove the academic dismissal. The school will end the registration hold and activate the student.

Expulsion

Expulsion means that a student is not eligible to enroll in any program at the university.

Expulsion for non-academic reasons, for example student conduct judgment, is also entered by the Office of the Registrar, and it appears on the transcript. All expulsions must be approved by the Provost prior to entry.

Needed documents

Departments should provide the following to the Registrar’s Office when a student is dismissed:

• If the student is registered for courses in a term after the effective term of the dismissal:

  • Drop form with the indicated refund percentage indicated by the school for the courses in the term after the dismissal effective term. After classes start for the term, a resignation form is required.

  • Proof of notification to the student that clearly indicates they do not meet requirements for continuation or honor code violation and the terms in which they are dismissed. (process: continue to copy Nicole, Michelle, and Colette)

  • In cases of expulsion, provide proof of approval from the Provost.

• If the student is not registered for courses in a term after the effective term of dismissal:

  • Proof of notification to the student that clearly indicates they do not meet requirements for continuation or honor code violation and the terms in which they are dismissed.

  • In cases of expulsion, provide proof of approval from the Provost.

The Registrar’s Office will drop the student from courses as appropriate, update the student’s academic standing to the code corresponding to the time period of dismissal and enter a corresponding transcript comment.

Summary of roles and responsibilities

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