Academic probation is a formal process used by graduate programs to monitor and support students who are not meeting academic expectations, including 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).
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 (3.0).
- Not completing required coursework.
- Insufficient academic progress, including research and professional requirements.
- For PhD students - Failure to formally secure a thesis advisor within the program's designated timeframe for securing a lab placement (see PhD Student Advisor Policy for more details). Students attempting to switch labs must secure a new thesis advisor within one academic quarter and complete the same confirmation process outlined in the BSD PhD Student Advisor and Lab Matching Policy.
Students returning from a formal leave of absence are not automatically placed on probation. Instead, their program or thesis committee will develop a plan to facilitate their return to regular status.
Probationary Terms and Process
- Duration: The probationary period typically lasts a minimum of three months or one quarter. For Master’s students or pre-candidacy PhD students with coursework, probation often extends through the next quarter.
- 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 official transcript.
- Expectations:
- Master’s students must meet program requirements, including maintaining the minimum GPA, demonstrating academic progress, and completing their capstone project.
- PhD students must maintain the required GPA, show adequate academic progress, including research, and a formally secured thesis advisor.
For Master’s and pre-candidacy PhD students, expectations for returning to good standing are determined by the advisory/curriculum committee in consultation with the student’s advisor (if applicable) and the program chair. For post-candidacy PhD students, the thesis committee, thesis advisor, and program chair establish expectations for returning to good standing.
Probation Letter
Academic probation requires a written document to the student prepared by the graduate program that must clearly state:
- The specific academic deficiencies leading to probation.
- The expectations for returning to good standing (approved by the program chair, Dean of Students, and BSD Associate Dean for Education, Graduate Education or Associate Dean for Master’s Education).
- The timeline for meeting these expectations.
- The consequences of failing to meet requirements, which may include dismissal.
Resolution of Probation
Students on academic probation may not:
- Transfer to a different thesis advisor.
- Switch to another degree program within the BSD.
At the end of the probation period, the program chair—in consultation with relevant faculty or committees—will assess whether the student has met the requirements. If expectations are not satisfied, the student may be dismissed from the program.