Graduate Academic Standing, Performance, and Probation Guidelines

These guidelines, which exclusively address graduate student academic standing, academic performance, and academic probation, identify criteria for satisfactory academic standing, inclusive of any program-specific criteria that may exist; and a baseline protocol to address unsatisfactory academic performance and academic probation, respectively.

1. Satisfactory Academic Standing and Performance
   1. The Graduate School requires that graduate students maintain a minimum cumulative 3.0 GPA in coursework counted toward the graduate degree to be considered in satisfactory academic standing. Individual departments or programs may have more stringent grade requirements and/or other academic performance requirements that must be met or maintained, as detailed in the department or program’s graduate handbook. 
   2. Satisfactory academic standing also requires that students make consistent and steady progress toward degree program completion, as established by (1) the department or program’s degree program curriculum timeline and associated designated milestones, as described and published in the graduate handbook; and/or (2) any time limits for completion of graduate degrees as established by the university or department/program.
   3. Departments and programs are strongly encouraged to formally review and record each graduate student’s academic progress and performance at least annually and furnish that review to the student. Graduate student review processes are determined by departments and programs.
2. Unsatisfactory Academic Standing and Performance 
   
   1. If a student’s GPA falls below the 3.0 GPA cumulative minimum, the Graduate School will notify the Director of Graduate Studies or Program Director accordingly. The department or program may or may not elect to initiate formal academic probation (Section III) following receipt of this notification for the subsequent semester. If the GPA is not restored to 3.0 within one (1) calendar year of the initial notice, however, the student must be placed on academic probation. Restoring the cumulative GPA to 3.0 will restore satisfactory academic standing.
   2. Department and programs may have more stringent and/or additional requirements for satisfactory academic standing, which must be clearly described in the graduate handbook. Unsatisfactory performance or progress relative to any of these requirements may be independent of or concurrent with a cumulative GPA below 3.0.
   3. Departments and programs shall explicitly communicate deficient academic performance or progress in the degree program to a student in writing at the earliest indication, identifying specific deficiencies and offering concrete steps, guidance, and relevant resources to aid the student in correcting them. 
   4. If deficiencies pertain to both Graduate School criteria and department/program criteria, they may be addressed in the same written notice. 
   5. The notice must inform students of the consequences that will result from failure to rectify the deficiencies (e.g., academic probation and, potentially, dismissal)
   6. Ordinarily, this first communication of deficiencies must precede placement of the student on academic probation.
3. Academic Probation
   1. If deficiencies in academic performance or progress are significant and/or sustained, the department or program may place the student on formal academic probation for the duration of the subsequent semester, in consultation with the Graduate School. Per Section II.A, if the cumulative GPA minimum has not been restored to a 3.0 with one (1) calendar year of initial notice to the department or program by the Graduate School, the student must be placed on academic probation. Probationary status will be communicated in a letter to the student, with a copy furnished to the Graduate School, as early as possible in advance of the probationary semester. The letter must describe:
      1. The reason(s) for the probation, referencing the specific standards that the student is failing to meet as described in the department or program’s handbook and/or in Graduate School policy;
      2. The steps the student must take in the probationary semester to restore satisfactory academic standing, one of which must include meeting with the Director of Graduate Studies, Program Director, or other appropriate administrator; 
      3. The consequences the student will face if the student does not satisfactorily meet the conditions of removing probationary status.
      4. The department/program is encouraged to include in the letter any university resources that may be relevant or appropriate to the circumstances of probation. 
   2. Following posting of grades for the probationary semester, the department or program must furnish a letter to the student, with a copy to the Graduate School, that describes the student’s progress in meeting conditions required to redress probationary status and updating the student’s academic standing accordingly.
   3. In the absence of improvement in the probationary semester, the department or program may extend a student’s academic probation for no more than one additional semester; or may dismiss the student from the degree program. The department or program must consult with the Graduate School prior to dismissing the student. 
   4. Except in cases wherein failure to satisfy a university or degree program requirement is clearly and explicitly tied to dismissal in policy or in the department or program’s graduate handbook (e.g., Graduate School Policy 6-203.III.E, regarding qualifying exams for Doctor of Philosophy degrees), a student shall not be dismissed from a program on grounds of deficient academic performance in the absence of a probationary semester. 
   5. In cases wherein retaking a required course or exam following unsatisfactory initial performance is permitted by the department or program, the student need not be placed on academic probation in the interim. 
4. Academic Probation and Graduate Student Funding     
   
   1. A graduate student placed on academic probation who is funded as a research assistant, teaching assistant, trainee, or fellow may continue in that role during the probationary semester unless prohibited by funding terms and conditions. However, a letter of probation issued to a funded student should note that if satisfactory academic standing is not restored at the end of the probationary semester, even if the probationary period is extended for one additional semester, renewal of funding and benefits is not guaranteed.  
   2. If performance in the funded role is unsatisfactory, please refer to “Addendum” below for the appropriate, separate protocol to follow.
5. Academic Probation and International Students              
   1. Academic probation generally does not result in immediate termination of an international student’s F-1 status. However, in order to maintain and extend F-1 status, federal law requires that international students make normal progress toward completion of their educational objective. Failure to do so may affect F-1 status or limit eligibility for future F-1 or immigration benefits. In addition to content described above, letters of probation issued to international students must direct them to notify and work with International Student Scholar Services (ISSS) to verify and assess implications of academic probation relevant to F-1 status.
   2. Dismissal from an academic degree program in the event that deficiencies in academic performance are not rectified at the conclusion of the probationary semester may result in the loss of F-1 status. Departments or programs must direct dismissed students or students facing dismissal to consult with International Student and Scholar Services (ISSS) as soon as possible to identify next steps. 
6. Appealing Probationary Status or Dismissal
   Placement of a student on academic probation and dismissal of a student on grounds of academic performance are academic actions, as defined in Policy 6-100. Accordingly, a student wishing to appeal either action is referred to Policy 6-100, in which the appeals process is described.
7. Exceptions
   Exceptions to any of the requirements described in these guidelines must be petitioned by the Department Chair, Graduate Program Director, or Director of Graduate Studies of the academic unit; and approved by the Dean of the Graduate School.

Addendum: 

These guidelines are exclusively relevant to graduate academic standing, academic performance, and academic probation. Graduate students and departments/programs have roles, rights, responsibilities, expectations, and obligations in addition to academic performance and progress, however, that are established and governed by policies relevant to the role or context at hand, as follows: 

• Graduate students, like all University of Utah students, are expected to comport themselves in accordance with Policy 6-400, which describes student rights and responsibilities relevant to conduct and behavior.
• Graduate students—again, like all University of Utah students—are beholden to standards of academic integrity and professional and ethical conduct. Policy 6-410 addresses standards and protocols pertaining to these matters.
• Graduate students with a funded appointment (e.g., as Research Assistants or Teaching Assistants) are considered “educational trainees,” and as such, Policy 6-309 establishes terms of selection, appointment, written agreement, and orderly dismissal. Note: Terms and procedures attendant to a funded appointment are distinct from a graduate student’s academic status and enrollment; conclusion of or dismissal from a funding appointment does not entail dismissal from a degree program.
• Policy 7-001 addresses the particular standards and obligations related to responsible conduct of research by University of Utah employees. All matters of research misconduct are governed by this policy.