MEMORANDUM

TO: Faculty Senate

FROM: Admissions and Academic Standards Council

Members: M.. Baumgarten, F. Cai, J. Hill (Chair), K. Martus, H. Meyers, D. Stone, R. Weidenaar.

Administrative Liaisons: S. Hahn, L. DeBartolo

DATE: February 10, 1999

RE: Amended Final report and resolution on Probation/Dismissal Policy for Undergraduates

EXECUTIVE SUMMARY:

The council recommends that a student who has earned 12 college level credits (not including basic skills) and whose cumulative GPA is below 2.0 be placed in the status of Academic Probation.

When in the status of Academic Probation, a student must adhere to the following:

• Register for no more than 12-14 credits in the following fall or spring semester, and no more than two courses in either the first or second summer session.
• Meet with his/her academic advisor within the first ten days of the semester following the notice of the status of probation and monthly throughout the semester or as indicated by the advisor.
• Enter into an Academic Agreement with the University which includes an academic plan designed to assist the student in acquiring appropriate academic counseling and tutoring, career information, and/or personal counseling.
• May not be an officer of a recognized student organization; serve on any University committee or advisory board; serve as a representative of the University. If a pledge to a fraternity or sorority, may not be initiated.

A student whose cumulative GPA is below 2.0 for two consecutive semesters will be dismissed from the University. A student who receives a notice of dismissal may file a written appeal of the dismissal decision. Criteria for reconsideration of the dismissal include:

- Evidence of adherence to terms of the Academic Agreement made with the University while in the status of probation.

- Evidence of progress toward attaining a GPA of 2.0

- Unusual personal circumstances.

A successful appeal results in reinstatement into the University. A student who is reinstated into the University will be in the status of probation and subject to the probation requirements.

For students in the status of Academic Probation, each college for declared students and the Advisement Center for undeclared students should develop a team to work with these students. The team should plan and present a group meeting where the following is discussed:

- the meaning of Academic Probation; what is results from; how to achieve success.

- emphasize the student is not alone, others are in the same situation.

- emphasize that all is not lost. Students on academic probation have been successful.

- the purpose of Academic Probation is not to penalize; it is a warning and there is time to change/correct/improve.

- the plan and the contract/conditions.

RESOLUTION ON PROBATION/DISMISSAL POLICY FOR UNDERGRADUATES

WHEREAS: The current Probation/Dismissal Policy was developed with an intended tracking and support process which was to be managed at the academic department level.

WHEREAS: The policy is currently not being carried out precisely as written. For example, there is no dismissal at the conclusion of the fall semester due to an inadequate time period to allow for the processing of dismissal appeals.

WHEREAS: Under the current policy, a student could have a substandard GPA for four semesters before being dismissed. For example, a student could have a GPA of 1.0 for both the freshman and sophomore years before being dismissed.

WHEREAS: The current policy is difficult for students to interpret.

WHEREAS: The current policy permits students to become deeply in debt academically and financially.

WHEREAS: There is insufficient time between semesters to process appeals.

RESOLVED: A student who has earned 12 college level credits (not including basic skills courses) and whose cumulative GPA is below 2.0 will be placed in the status of Academic Probation.

RESOLVED: A student who is in the status of Academic Probation must enter into an Academic Agreement with the University which includes an academic plan designed to assist the student in acquiring appropriate academic counseling and tutoring, career information, and/or personal counseling.

RESOLVED: A student whose cumulative GPA is below 2.0 for two consecutive semesters will be dismissed from the University.

RESOLVED: Dismissal will occur at the conclusion of the spring semester.

RESOLVED: A student who receives a notice of dismissal, may submit an appeal to the Assistant Dean or his/her designee of the College of his/her declared major or the Associate Dean for Enrollment Management or his/her designee for those with undeclared majors within two weeks of receipt of the notice. The appeal must be in writing and must provide information or documentation that might warrant reconsideration of the dismissal.

RESOLVED: A successful appeal results in reinstatement into the University. A student who is reinstated into the University will be in the status of Probation and subject to the Probation requirements.

AMENDED

REPORT TO THE SENATE ON THE PROBATION/DISMISSAL POLICY FOR UNDERGRADUATES

INTRODUCTION

In March of 1998, the Faculty Senate forwarded to the Admissions and Academic Standards Council the report of the Ad Hoc Admissions Planning Committee with the charge to implement the Committee's recommendations relating to policies on probation/dismissal and on re-admission.

This is a proposal for probation/dismissal. The Council will present a policy on re-admission in the near future.

The Council searched the higher education literature, looked at policies at other institutions including New Jersey state colleges and universities, and held numerous discussions regarding probation/dismissal.

Goals of the proposed policy :

To identify students who are at risk before they are deeply in academic and financial debt and intervene quickly and appropriately to help them improve their performance. According to Kelley, one purpose of academic probation is to "identify students experiencing academic difficulty and help them improve their performance and stay in school."(Kelley, 28)

To clearly inform a student of the seriousness of performing substandard academic work. A GPA of 2.0 is required for graduation. A student whose GPA is less than 2.0 is in danger of not meeting that requirement. Placing the student in the status of probation may clarify the student's position (Kelley, 28).

To establish a policy that is clear and easily interpreted by students.

To prescribe a detailed procedure for notifying, counseling, and monitoring students on probation. According to Cuvo, "The literature suggests that universities should be proactive in providing assistance to students at risk for failure, such as those on probation." (Cuvo, 59)

The Council considered a sliding scale where the GPA required to be in good standing was tied into the number of hours earned. Since a cumulative GPA of 2.0 is required for graduation, it is important that the University clearly define its expectation that students maintain a GPA of 2.0 "Only now, ... are we beginning to acknowledge that deepening student engagement rests squarely on the academy's ability to communicate clear and relevant learning expectations". (Hardge, 6) . Therefore, the Council rejected the sliding scale concept.

Under the proposed policy, the number of students dismissed will be approximately the same as those dismissed under the current policy. Under the current policy, students may have a sub-standard GPA for four semesters before dismissal. Under the proposed policy, students would be dismissed after two semesters. The numbers would be the same, just sooner.

The inability to dismiss students after the fall semester is of great concern to the council. It is our perception that there is insufficient time between the fall and spring semesters for students to be informed of dismissal and to complete the appeal process. This means that a student who is placed in the status of Academic Probation at the end of the spring semester could be in the status of Academic Probation for three semesters before dismissal rather than the two semesters recommended by the Council. We recommend that the Administration explore ways of informing students who would be dismissed after the fall semester earlier so that there is time to complete the appeal process.

Current Policy

Attachment #1

Concerns About Current Policy

The following are the concerns expressed by the Admissions Standards Planning Committee and concurred with by the Council:

The current policy is so generous that poorly-performing students may become so deep in academic "debt" that they can never recover.

If these students receive financial aid, the extended probation may result in increased loan indebtedness with little realistic chance of success (mean indebtedness for these students is $6,000). When students are ultimately dismissed, they have little chance of obtaining quality employment to pay off their loans. This in turn may lead to default which is not only problematic for the students but also jeopardizes WPUNJ's participation in institutional financial programs.

There is no minimum GPA before dismissal.

Although attempts have been made to institute support systems to aid these students, the necessary support seems to be lacking.

Proposed policy and procedures

ACADEMIC STANDING

All undergraduate students whose cumulative grade point average (GPA) is 2.0 or above are considered to be in good standing at the University. A student who has earned a minimum of 12 college level credits (not including basic skills courses) and whose cumulative GPA falls below 2.0 will be considered to be in poor academic standing at the University and placed in the status of Academic Probation. A student whose cumulative GPA is below 2.0 for two consecutive semesters will be dismissed from the University.

ACADEMIC PLAN FOR STUDENTS ON ACADEMIC PROBATION

NOTIFICATION:

The Assistant Dean of the College of the student's declared major or the Associate Dean for Enrollment Management for undeclared students will be advised of the status of Academic Probation by letter from the Registrar. The student will be advised of the status of Academic Probation by letter from the Dean of the College for declared students or the Associate Dean of Enrollment Management for undeclared students. The letter should contain a definition of Academic Probation and an invitation to a group meeting planned by the college.

PROCEDURES:

Each college for declared students and the Advisement Center for undeclared students should develop a team to work with the students in the status of Academic Probation. The team should include the Dean, the Assistant Dean, faculty and a representatives from the Advisement and Academic Support Centers. The team should plan and present a group meeting for students in the status of Academic Probation to include the following

A discussion of the meaning of Academic Probation; what it results from; how to achieve success.

Emphasize that the student is not alone, others are in the same situation.

Emphasize that all is not lost. Students in the status of Academic Probation have been successful.

The purpose of Academic Probation is not to penalize the student. It is a warning and there is time to change/correct/improve.

Discuss the plan and the contract/conditions (required tutoring, counseling, advising and monitoring of progress)

STUDENT RESPONSIBILITIES:

Register for no more than 12-14 credits in the following fall or spring semester, and no more than two courses in either the first or second summer session.

Meet with his/her academic advisor within the first ten days of the semester following the notice of the status of Academic Probation and monthly throughout the semester or as indicated by the advisor.

Enter into an Academic Agreement with the University which includes an academic plan designed to assist the student in acquiring appropriate academic counseling and tutoring, career information, and/or personal counseling.

May not be an officer of a recognized student organization; serve on any University committee or advisory board; serve as a representative of the University; if a pledge to a fraternity or sorority, may not be initiated.

DISMISSAL

A student whose cumulative GPA is below 2.0 for two consecutive semesters will be dismissed from the University. All dismissals will occur at the end of the spring semester. Dismissed students are no longer entitled to the rights and privileges of a student of William Paterson University.

STUDENT APPEAL OF NOTICE OF DISMISSAL

Appeals must be made in writing to the Assistant Dean or his/her designee of the College for their declared major or the Associate Dean for Enrollment Management for those with undeclared majors within two weeks of receipt of the notice of dismissal.

The written appeal must provide information or documentation that might warrant reconsideration of the dismissal.

Criteria for reconsideration of the dismissal include:

- Evidence of adherence to terms of the Academic Agreement made with the University while in the status of Probation.

- Evidence of progress toward attaining a cumulative GPA of 2.0.

- Unusual personal circumstances.

The appeal process will be completed and a decision will be rendered no later than August 7. Students will be notified of the decision by mail.

REINSTATEMENT

A successful appeal results in reinstatement into the University. A student who is reinstated into the University will be in the status of Academic Probation and subject to the probation requirements above.