Description
This section describes the circumstances under which students go on academic probation, procedures for reviewing probation status, meeting with a student on probation, and historical probation policy.

Policy Statement
Beginning fall 1999, students are expected to maintain a cumulative GPA of at least a 2.0 and to earn a term GPA of at least 2.0 each semester. Students’ records are reviewed each fall and spring semester. Students who fail to maintain either a cumulative GPA or a term GPA of at least 2.0 are placed on academic probation to alert them and their advisers to the need for advice and assistance. A probation hold (PB) is placed on the student’s record. Students placed on probation remain on probation until they can attain both a cumulative and a term GPA of at least 2.0.

Procedures
Once the semester grades are posted, the CLA Student Information Office (SIO) generates academic reports for students who, because of GPA or previous academic status, warrant probation review, contract review, suspension or second suspension/dismissal review.

All communities review the academic reports to determine students’ status. Students’ files are marked on the inside flap with the appropriate code:

• off probation (OP)
• placed on probation (POP)
• continued on probation (COP)
• continued on contract (COP-II)
• suspended (SSP)
• second suspension (2nd SSP) (Formerly Dismissal—DMSL)

After marking the file with the appropriate action code from above, the adviser places a PB hold on the student’s record in PeopleSoft. The final action list is compiled and sent to the Student Information Office (49 Johnston). Probation students receive a letter (link to letter) from Student Information Office (49 Johnston informing them that they have been placed on probation. Students must meet with a CLA adviser before registering for the next term.

Additional Probation Guidelines

1. Students who register for five (5) or fewer credits in a semester and whose term GPA is below a 2.0 will not be automatically placed on probation but will be subject to individual review. Students who are on probation and who register for five (5) or fewer credits in a semester will also be subject to individual review.

2. If the student’s term and cumulative GPA are both 2.0, but the student has outstanding incompletes (I’s) from the previous term, the student will remain on probation.

3. Courses taken during May session or summer session will not count in either term review but will count in the cumulative GPA.

PROBATION REVIEW ACTIONS
This chart is for review of students’ records with more than five (5) credits taken during the current term (excluding W’s).

In all cases, “Current Term” refers to the term being reviewed, not the term in progress at the time of the review.

Holds (Negative Service Indicators):

PB = Academic Probation (formerly P1, Probation Level-One)

PC = Academic Contract (formerly P2, Probation Level-Two)

P3 = Academic Suspension (no change)

Appointment for a student on Probation Preparation:

• Have Academic Appraisal Form [Found, print copy only: Academic Appraisal Questions] ready so the student may complete it before the appointment
• Check file flap and PeopleSoft for Probation (PB) indicator
• Review transcript in file—look for term GPA, cum. GPA, and note grades in past semester
• Print degree audit
• Review previous folder notes

Overview of appt.: Review student’s completion of Academic Appraisal Form. Review terms of probation, discuss past semester, current semester, and plan for next semester.

Review terms of probation (PB) in every appt. Grades are reviewed after every semester. To be in good academic standing, students need a term and cumulative GPA of 2.0 or higher. If students fall below 2.0 for term or cum. they are placed on probation. Students whose term and cumulative GPAs fall below 2.0 will be suspended.

Discuss Academic Appraisal Form (link to form again) as well as courses and grades from past semester. Ask students open-ended questions regarding their feelings about their grades, being on probation, and the issues that may have contributed to their academic problems. Example: “How do you feel about your grades last semester?” (Some students will be happy to have a D instead of an expected F, while other students may be very disappointed in a B if they expected an A. Many students will be shocked that they are on probation.) and, “What do you think caused difficulty for you in Math 1031?” Discuss the factors that led to unsuccessful grades last semester and help them to identify what they can do to address those issues, i.e., “The college admitted you with the expectation that you can do successful work and we have no reason to believe differently now, we just need to figure out what went wrong last semester and what you can do differently in the future.

Also ask for details regarding time spent on studying (many freshmen underestimate the time needed to study outside of class), study habits, work hours, class attendance, and transition issues (new demands; balancing school, friends, work, etc.) Congratulate students on successful coursework. What did they like about these courses? You could briefly discuss differences in learning styles here. This can lead in to discussion about current semester.

Discuss current semester courses: How are classes going? Any grade feedback yet? What are you doing differently this semester? Stress meeting with instructor or TA if students have questions about their progress or concerns in a course. Discuss cancel deadlines. Make appropriate referrals (e.g., math tutors, writing lab, LASk workshops)

Discuss majors: If major is undecided or no longer accurate, ask for current thinking on major. Advisers will not have time to pursue this in detail but can use Undergraduate Catalog for good overview of major requirements.

If major is decided and student has 30 credits or more, encourage student to declare. If student has 60+ credits, they will be required to declare a major in order to register for next semester.

Planning for next semester: Ask for thinking about courses for next semester and note any definite plans. If no specific ideas yet, suggest balance of general ed. and major exploration/requirement courses depending on student need. Pay particular attention to issues like EngC 1011, second language and high school preparation requirements. Go over degree audit.

Wrap up:

1. Change effective term on PB Service Indicator to next term.
2. Write file notes:
1. Briefly summarize discussion
2. Note explanation of terms of PB and any discussion of impact of any unsuccessful grades.
3. Note any specific information given about recommended courses or types of registrations.

Directions to clear a PB student to register for the next term:

1. Go to Service Indicator panel in PeopleSoft.
2. Scroll down Service Indicators until you find PB Service Indicator.
3. Change Active Term to the next semester. You may do this manually or by using the pull-down menu. For example, if a student is currently on probation for Spring 2002, move the service indicator to fall 2002.
4. Click the green “Save” button (upper left box under “File.”) The button will then turn grey.

Effective Date: Fall 1999

History (amendments):

Policy before Fall 1999
The college used a coefficient of completion to determine scholastic standing. The college evaluated satisfactory progress toward the degree, rather than by the GPA. Students were expected to complete 75 percent of the credits they attempted each academic year (first summer session through spring quarter) with grades of A, B, C, or S. The formula for determining this was:
Credits grades A, B, C, S
Credits graded A, B, C, S, D, F, N, I
= Percentage of successful completion (min 75%)

If a student’s percentage of successful completion was less than 75 percent but at least 50 percent, the student would have been put on scholastic probation (P1 hold) and required to see an adviser in the college office each quarter before registration.

Handling Special Cases (Probation Review)
Students put on probation under “old” (coefficient) system
POP = Put on Probation
COP = Continue on Probation

1. COP: Students put on probation (P1 hold) prior to the July 1999 review and not taken off probation during the July 1999 review will be held to the new (GPA) requirement, starting fall 1999. After the first return semester of enrollment, a student whose cumulative GPA and fall term GPA are 2.0 or above will be taken Off Probation (OP); a student whose cum or term GPA is below 2.0 will be continued on probation; a student whose cum and term GPA are both below 2.0 will be suspended.
2. POP: Students put on probation (P1/PB hold) as a result of the July 1999 review will be held to the new (GPA) requirement, starting fall 1999. (This includes new probationary status and students continuing after a successful spring quarter contract.) After the first return semester of enrollment, a student whose cumulative GPA and fall term GPA are 2.0 or above will be taken Off Probation (OP); a student whose cum or term GPA is below 2.0 will be continued on probation; a student whose cum and term GPA are both below 2.0 will be suspended.