The Graduate School Unsatisfactory Progress/Academic Dismissal Information Presented by: Julia Carlson, Graduate School Rebecca Aanerud, Graduate School Aileen Huang & Quentin Yerxa UW Attorney General’s Office The Graduate School What is Unsatisfactory Progress? • Define and Distribute • Evaluate and Communicate • Document The Graduate School Probation - The Process • • • • Grad School Memo 16 is your guide Current quarter action for past progress Probation actions are official Notated on unofficial transcripts The Graduate School The Letter • Clearly state reason(s) for probation • Create a plan to remove probation • Consequences must be cited The Graduate School Sample Drop Letter January 29, 2010 Julia Carlson, Director Graduate Enrollment Mgt. Services Re: Drop Recommendation for John Doe Dear Ms. Carlson, I am writing with regard to the unsatisfactory academic progress of AFS graduate student John Doe, student number 0000033. The student’s full Supervisory Committee and I agree that he should be dropped from the master’s program effective Winter quarter 2010 for failing to satisfy the terms of his Final Probation. Specifically, he did not defend and submit his master’s thesis by December 18, 2009. Please see the attached Final Probation letter (and prior communications) detailing these requirements and the consequences for failing to meet them. Please contact me if you need any additional information and/or documentation and please copy our GPA, Scott Jones ([email protected]). Sincerely, (Name and Signature of Dept. GPC) Cc: (All staff involved by name) Student file The Graduate School Sample Final Probation Letter January 5, 2011 John Doe 4522 Springer Way Seattle, WA 98109 Dear John: I am writing to inform you that you are being placed on final probation for Winter Quarter 2011 because of your unsatisfactory progress in the Department of Biology’s Zoology Ph.D. Program In an email dated March 31, 2010, you received a warning because you received a low grade of 2.2 in ZOOL 502 in Winter Quarter 2010. Students are required to receive a minimum grade of 3.0 in the ZOOL 501-503 sequence. You received another email on (insert date) regarding your low grade of 2.5 in ZOOL 503. In a letter dated October 1, 2010, you received a letter informing you that you were being placed on probation for Autumn Quarter 2010. I have attached a copy of our Graduate Study Policies and Procedures Manual which was provided to you upon matriculation and is posted on our departmental website. Students are required to receive a minimum grade of 3.0 in ZOOL 501-503. Your having received failing grades in our core sequence (ZOOL 01, 502, 503) and the fact that you have not yet passed your qualifying examination demonstrates your continued lack of satisfactory progress. To remove your final probation status, you must: -Register for ZOOL 502 this quarter and earn a minimum grade of 3.0 -Meet weekly this quarter with your faculty advisor, Harvey Jones to discuss progress on your topic for your qualifying examination. -Schedule your qualifying examination the week of April 4th-8th. We will evaluate your progress again at the end of the quarter, March 18th. If you fail to demonstrate progress, you will be dropped from the program. Please feel free to contact me, your faculty advisor, Harvey Jones, or Leslie Moon, Director of Student Services if you would like to discuss this or any other matter. Sincerely, (Name and Signature of Dept. GPC) Cc: (All staff involved) Julia Carlson, Graduate School Student File The Graduate School Timeline • Drop notification in first week of quarter • Probation/Final probation by 14th day • Exceptions granted within reason! The Graduate School Working with Students • Comments for your graduate program generally • Some comments more applicable to GPCs (and faculty advisors) The Graduate School Don’t delay • Intervene early; even first quarter • If more advanced student: intervene if one quarter doesn’t go well • Conduct annual reviews The Graduate School Provide students with timely feedback • Beyond end-of-the quarter grade • Papers should have comments and grades • Lack of academic feedback often leads to academic grievances The Graduate School Provide written responses on exams • Very important if student does not do well on exams • Have comments in writing (email OK) • Sit down with students and go over comments The Graduate School Students who reveal “at risk” status • Learning disabilities • Veteran issues • Emotional stress The Graduate School Resources • Disability Resources for Students – [email protected] • Counseling Center – 543-1240 (Michele Meola) • Veteran’s Center – [email protected] • Q Center – [email protected] • Your department/program website – Information up-to-date • Graduate School The Graduate School Final Words • Cannot put student on academic probation for student conduct code violation or professional standards violation – These have separate processes • Be proactive • Follow the steps • Provide student opportunity to improve The Graduate School Legal Issues • Slides from Attorney General's Office are not available