St. Cloud State University Policies & Procedures

Academic Warning, Suspension, Probation, Dismissal Link☍

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Current Status: Approved

Policy Type: Academic

Department/Division: Academic Affairs

Effective Date: 06/18/2019

Last Updated: 07/27/2020

Applies To: Students, Faculty, Staff

Responsible University Officer: Provost/Vice President for Academic Affairs

Policy Owner: Director of Graduate Student Services, Associate Vice President for Student Success and Dean of University College

Policy Contact: Director of Graduate Student Services, Academic Appeals Advisor

Rationale

The academic success of students is of paramount importance to St. Cloud State University. Standards have been established to serve as markers of progress towards this outcome.  St. Cloud State is committed to applying early alerts, strategic interventions, and accessible resources to assist students in reaching and maintaining academic success requirements and goals.

Policy

St. Cloud State University expects all students to maintain satisfactory academic progress as defined within this policy and procedure.

Students not meeting the requirements for satisfactory academic progress may be placed on academic warning, suspension, probation, or be dismissed. Suspensions are noted on a student’s official transcript until a degree is conferred.

University email is the official means of communication concerning academic standing. Students should check their University email account regularly to be aware of notices regarding academic standing or status. Standing is also posted in e-Services.  The student is responsible for checking these resources and taking appropriate steps.

Students receiving financial aid must also be familiar with Financial Aid Satisfactory Academic Progress policy and procedure, since issues associated with academic status can affect financial aid eligibility (see the Supporting URLs section). 

There are two criteria for determining satisfactory academic progress. Both criteria must be met to be in good academic standing.

Undergraduate Criteria

Criterion 1: Grade point averages (GPA) - An undergraduate student must have the following minimum cumulative GPA based on credits in courses attempted at SCSU, including developmental courses.

0-44 credits: 1.75 GPA

45 or more credits or post-baccalaureate undergraduate: 2.0 GPA

Criterion 2: Credit Completion Rate - Successful completion of 2/3 (66.67%) of all credits attempted at SCSU or accepted in transfer including developmental courses.

Successful completion of credits means earning a passing grade (A+ through D- or S) in a course. Grades of I (Incomplete), IP (In progress), Z (No grade reported), W (Withdrawal), F (Failure), FN (Failure for nonattendance), NA (Never Attended) or U (Unsatisfactory) in a course count as non-completed credits.

A student repeating courses will have the course credits count only once towards graduation and GPA, with the highest grade counting toward the GPA. However, each time a course is repeated, all attempts are included in the computation of the student’s completion percentage.

  1. The highest grade earned will be the student's official grade for the course.
  2. No courses or grades will be removed from the transcript.
  3. The university or program may limit the number of times a student may repeat a course.

Graduate Criteria

Criterion 1: Grade point average (GPA) - a graduate student, whether in a degree, certificate, or licensure program, must maintain a minimum cumulative GPA of 3.0.

If a course is repeated, both grades are used in determining the total grade point average. A student who does not achieve a satisfactory grade in the first course of a course sequence or a program sequence or a prerequisite course cannot take the subsequent courses in that sequence until the course has been completed with a passing grade of C or better.

Criterion 2: Credit Completion Rate - Successful completion of 2/3 (66.67%) of all graduate credits attempted at SCSU.

For candidates in all graduate programs, courses in which a letter grade of I (Incomplete), IP (In progress), Z (No grade reported), W (Withdrawal), F (Failure), FN (Failure for nonattendance), NA (Never Attended) or U (Unsatisfactory) is received will be treated as credits attempted but not successfully completed. Courses in which a grade of C-, D+, D, D-, is earned will count as credits completed but are not considered satisfactory grades and will not be accepted toward graduate program completion. A grade of R (Registered) or RC (Research Continued) is considered satisfactory and not used in computing GPA or completion rate.

Program Specific Criteria

Each program may establish specific terms by which a student’s progress is measured for continuation. These criteria may include higher GPA or other requirements outside of the minimums outlined in this policy and procedure. Students will be held to the requirements of their program and should refer to program policy, handbooks, guidelines, webpages or syllabi for detailed regulations, obligations, resources for assistance, and consequences. Students are also encouraged to see the chairperson/coordinator/graduate director in their program for complete information on degree progress standards, academic performance standards, and the procedures used to monitor these standards.

Often majors or programs will have professional standards or disposition requirements. Generally, these standards are based on attributes valued by the field or profession, such as expecting that a nurse will be caring and have attention to detail, a teacher will have good communication skills and a great deal of patience, or a counselor will be able to establish trust with a client and maintain confidentiality.

Departments or programs that have professional standards or disposition expectations shall have established written procedures for addressing failure to meet those standards. Standards or expectations of this nature shall not deprive students of equal opportunity and students who have been determined not to meet professional standards or dispositions will be provided with counseling, coaching and support to meet the written improvement plan developed for such students.

Departments or programs may reserve the right to take actions to address the deficiencies. If an undergraduate student is still unable to achieve established professional standards or does not display the disposition needed to be successful in careers in their chosen field, the department may recommend dismissal to the Dean, who will make the final determination. If a graduate student is subject to a recommendation for dismissal for failure to meet professional standards or dispositions the dismissal process outlined in the Graduate Dismissal section of this procedure.

Procedure

Undergraduate Insufficient Academic Progress  

Undergraduate Warning: A student whose cumulative grade point average, credit completion average or both fall below the minimum at the completion of any semester or summer term will be placed on academic warning for the next semester or summer term of enrollment. A student placed on academic warning is required to make an appointment with Advising and Student Transitions or the Business Advising Center to discuss academic progress. A student who does not meet with an advisor may lose the right to appeal any subsequent suspension.

A student on academic warning may register for the next semester or summer term, but the enrollment will be administratively cancelled if the student is suspended.

Undergraduate Suspension: A student on academic warning who fails to raise both the cumulative grade point average and the cumulative credit completion rate to the minimum during the warning or probationary semester or summer term will be suspended from the university through the next semester. Summer session cannot count as a suspension term. This academic suspension will result in the cancellation of all course pre-registrations. A student who serves their suspension and returns to the university will be placed on academic probation.

Suspensions may be appealed.  In order to do so a student should follow the instructions and deadlines provided in the notification email. An appeal, including supporting documentation and a personal success plan, must be submitted to the Office of Academic Appeals and Probation by the date written in the notice. Students who receive an approved and/or administrative appeal will be required to meet with the Academic Appeals and Probation Advisor to create a customozed success plan for the upcoming semester. Students will be unable to add courses or adjust their schedules until this is completed. Students who fail to complete and/or follow the success plan may not be able to appeal subsequent suspensions. A student whose appeal is approved will be placed on academic probation. Students who are suspended after spring semester and receive an apporved appeal or administrative appeal will be eligible to enroll again in the upcomming fall semester. 

Undergraduate Probation: A student will remain on academic probation until they are in good academic standing. In many cases this takes more than one semester. In order to remain on probation until good standing is achieved, students must demonstrate continued academic improvement during their probation semesters, in accordance with guidelines stated in official communications. Students who do not demonstrate continued academic improvement and do not achieve good standing may be suspended again up to 2 additional times.

A second or third suspensions will be for one full academic year, which includes two semesters and summer. Students suspended for a full year may apply for early readmission after sitting out one full semester and are eligible to return the upcoming fall or spring semester (not summer).  Whether returning after one or two semesters, the student will need to complete a success plan with the academic appeals and probation advisor or an advisor in Advising and Student Transitions or the Business Advising Center.

Undergraduate Dismissal: There is a set number of suspensions a student can serve or successfully appeal before academic dismissal. A student who has completed or successfully appealed a third suspension will be reinstated into probation status. The student must maintain a minimum GPA of 2.3 and 100% credit completion in each semester upon reinstatement until the criteria for good academic standing have been met.

Failure to achieve a GPA of 2.3 and 100% credit completion per semester after their third suspension until good academic standing is met will result in academic dismissal. Generally, dismissal is permanent. Exceptions may be considered by the Academic Appeals and Probation Office if the student reapplies after three or more years and can establish good cause for reinstatement including evidence indicating changes made since the dismissal that would lead to academic success.

Graduate Insufficient Academic Progress

Graduate Warning: Warning notices will be sent to graduate students who have a cumulative GPA between 2.0 and 3.0. Students in warning status may petition for a maximum of 9 additional new or repeated graduate credits to bring their cumulative grade point average into compliance. Petitions must outline a clear plan for improvement as approved by the graduate program director. For full time students the plan for improvement must be completed during the next intended term of registration (summer, fall, spring). For part-time students the credits may be completed over a maximum of three terms of registration.

After the completion of 9 additional graduate credits, students who are not in compliance but have achieved a GPA of 2.75 to 2.99 and have shown significant improvement may petition to enroll in up to 3 additional new or repeated graduate credits. Petitions must provide a rationale for the extension and outline a clear plan for improvement approved by the graduate program director. Students with a GPA of 2.75 or lower may petition to take or repeat one core course and must receive a letter grade of A.

Students with approved petitions will remain in academic warning status. Only one petition for extension will be considered. No petitions will be considered for students completing 18 or more credits with a GPA of 2.90 or below.

Graduate Dismissal: Students who have attempted at least 9 graduate credits and have a grade point average of 1.99 or lower will be dismissed. Students placed on warning status who failed to bring their cumulative grade point average to a 3.00 or higher in the time prescribed will also be dismissed.

Dismissal is also a possible outcome when a student is unable to demonstrate required dispositions or competencies as outlined:

  1. Graduate program faculty members (may be all graduate faculty associated with a program, a representative group familiar with the student, or a culminating project committee comprised of 3 or more graduate faculty members) meet to determine which professional dispositions/competencies (see Professional Standards or Dispositions section) and/or stated academic requirements have not been met by the student. These criteria will serve as the basis of the dismissal/termination of graduate student status.
  2. The student must be notified in writing that graduate faculty members associated with a graduate program have identified academic or professional deficiencies that could lead to dismissal from the program. The student must be provided an opportunity to respond in person or in writing to the specific concerns identified.
  3. The program will schedule a meeting for the student with the graduate program coordinator/director, graduate faculty committee, or other representative committee of the graduate program faculty. The student may bring an advocate to a meeting. Advocates must conform to the policy on Assisting Students with University Procedures (See the Related St. Cloud State University Policies section below). Alternatively a student may elect to respond to the concerns in writing and the program must consider the written response to the allegations in making a final recommendation.
  4. Following the meeting, the graduate program faculty or designated faculty committee will make a determination to retract the notification, provide a plan of remediation, or move forward with the recommendation of dismissal/termination of graduate student status.
  5. If decision is to allow student to remain in a program, the program will notify the student in writing of the steps to achieve good standing with regard to the dispositions/competencies/academic requirements.
  6. If decision is to recommend dismissal, the program coordinator/director will send a memo to School of Graduate Studies on behalf of the program graduate faculty. The recommendation to the Dean of Graduate Studies must be accompanied by the documentation from the program and the student considered in making the recommendation.
  7. The Dean of Graduate Studies will review all documentation submitted by the student and graduate program, make the final determination for dismissal, and notify the student of the dismissal.
  8. The student may appeal the dismissal to the Provost/Office of Academic Affairs within 60 days of notification in the following circumstances: procedural error on the part of the institution, failure of the faculty to hear an appeal and render a decision, or new or newly discovered information of a character that may have substantially affected the outcome.

Keywords

expel, expelled, termination, kicked out

Supporting Documents (Forms, Instructions)

Jul 17 2019 2:51PM

Related St. Cloud State University Policies

Definitions

Appeal

A request for reconsideration of a decision made at St. Cloud State University pursuant to university, or Minnesota State Colleges and Universities Board of Trustees policies and procedures.

Student

All Persons or group of persons who:

  1. Are enrolled in one or more courses, either credit or non-credit, through a college or university; or
  2. Withdraw, transfer, or graduate after an alleged violation of the code of student conduct; or
  3. Are not officially enrolled for a particular term but who have a continuing relationship with the college or university; or
  4. Have been notified of their acceptance for admission or have initiated the process of application for admission or financial aid; or
  5. Are not college or university employees and are not enrolled in the institution but live in a college or university owned or controlled residence hall.

Contacts

Responsible University Officer
   Gregory, Daniel D.
   Provost/Vice President for Academic Affairs
 
ddgregory@stcloudstate.edu
320-308-3143
Owner
   Guentzel, Melanie J.
   Director of Graduate Student Services
 
mjguentzel@stcloudstate.edu
320-308-2194
Owner
   Johnson, Feng-Ling M.
   Associate Vice President for Student Success and Dean of University College
 
feng-ling.johnson@stcloudstate.edu
320-308-5272
Contact
   Guentzel, Melanie J.
   Director of Graduate Student Services
 
mjguentzel@stcloudstate.edu
320-308-2194
Contact
   Kroll, Stephanie L.
   Academic Appeals Advisor
 
slkroll@stcloudstate.edu
320-308-4913

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