Academic probation is a formal process used by the Division to monitor and support students who are not meeting academic expectations, including not making sufficient progress on their thesis research. This policy outlines clear steps for returning to good standing and continuing progress toward degree completion and applies to all students pursuing a graduate degree (Master’s or PhD) in the Biological Sciences Division (BSD).
1. Grounds for Academic Probation
A student may be placed on probation for reasons including, but not limited to:
- Failing to maintain the divisional minimum GPA of 3.0.
- Not completing and passing required coursework.
- Insufficient academic progress, including research and professional requirements.
- For PhD students: failure to formally secure a faculty advisor within the program's designated timeframe for lab placement, as described in the PhD Student Advisor and Lab Matching Policy.
- For PhD students: leaving or being dismissed from a research laboratory. The terms of this probation, including the transitional quarter and the distinction between a departure and a direct transfer, are governed by the PhD Changing Lab or Faculty Advisor Policy.
2. Probationary Terms and Process
- Duration: The probationary period typically lasts a minimum of three months or one academic quarter, with the final date to meet expectations being at least two weeks before the end of the quarter if probation begins at the start of the quarter.
- For PhD students who have left or been dismissed from a research laboratory, the transitional quarter (the quarter during which the student does one or two rotations seeking a new faculty advisor and lab placement) always begins at the start of the following quarter.
- For Master’s students or pre-candidacy PhD students with coursework, probation often extends through multiple quarters.
- Documentation: The student must sign a probation letter confirming they understand the terms. This letter is filed with the Dean of Students Office but does not appear on the student’s transcript.
3. Expectations While on Academic Probation
- Master’s students must meet program requirements, including maintaining the minimum GPA, demonstrating academic progress, and completing their capstone or independent project. Expectations for returning to good standing are established by the advisory/curriculum committee in consultation with the student’s faculty advisor (if applicable) and the graduate program chair.
- PhD students must maintain the required GPA, formally secure a faculty advisor, and show sufficient academic progress and meet all program and division requirements. For pre-candidacy PhD students, expectations for returning to good standing are established by the advisory/curriculum committee in consultation with the student’s faculty advisor (if applicable) and the graduate program chair. For post-candidacy PhD students, the thesis committee, faculty advisor, and graduate program chair establish expectations for returning to good standing.
4. Probation Letter
All academic probation letters are prepared in consultation with the faculty advisor and thesis committee (when appropriate), the graduate program chair and administrator, and the Dean of Students. Academic probation requires a written document signed by the Associate Dean of Graduate Education (or Associate Dean of Master’s Education) to the student that clearly states:
- The specific academic deficiencies leading to probation.
- The expectations for returning to good standing, approved by the graduate program chair, Dean of Students, and BSD Associate Dean of Graduate Education or Associate Dean of Master’s Education.
- The timeline for meeting these expectations.
- The consequences of not meeting requirements may include, but are not limited to, administrative withdrawal under the Administrative Withdrawal for Academic Reasons Policy.
5. Amendments
The terms of an issued probation letter, including the expectations and the timeline for meeting them, may be amended after issuance. The graduate program chair, in consultation with their Associate Dean of Graduate Education (for Master’s students, Associate Dean of Master’s Education), may recommend an amendment; the determination is made by the Dean of Students and the Associate Dean of Graduate Education (or, for Master’s students, the Associate Dean of Master’s Education). The Dean of Students issues and signs the amendment letter to the student, copying the graduate program chair, the Associate Dean(s), the program administrator, and the faculty advisor (if applicable). The amendment identifies the original letter by date, sets out the language being amended and the revised language. An amendment may extend the probationary period but does not restart it, and any revised final date to meet expectations remains subject to the timing requirements above. All other terms of the original letter not amended remain in effect. The student must acknowledge receipt of the amendment.
6. Resolution of Probation
Students on academic probation may not:
- Transfer directly from one laboratory to another, except as described in the Changing Lab or Faculty Advisor Policy.
- Switch to another degree program within the BSD.
- Take a personal leave of absence.
Other leaves of absence (such as parental, medical, or military) are permitted, but the student will remain on probation upon returning from leave until the conditions of the probation letter are met. In this case, the probationary timeline, including the final date to meet expectations, will be adjusted to account for the time the student was on leave.
At the end of the probation period, the graduate program chair, in consultation with the Associate Dean of Graduate Education, the Dean of Students, and relevant faculty or committees, will assess whether the student has met the requirements. If all expectations are met, the student returns to good academic standing; if expectations are not met, the student is subject to the consequences outlined in their probation letter.