Academic progress involves processes and actions taken by the College of Graduate Studies with regard to graduate student performance. It is expected that graduate students perform at a level substantially higher than expected of undergraduates. Therefore the academic performance of graduate students is closely monitored through the use of the Graduate Status GPA. The Graduate Status GPA is defined as all UCF graduate level coursework taken since admission into the graduate program. The Graduate Status GPA does not include transfer courses from another institution, from another UCF graduate program, or any undergraduate or non-degree coursework.
The College of Graduate Studies will review all Graduate Status GPA’s and take appropriate actions on student records including:
- Placing students on probation
- Continuing probation
- Removing probation
- Dismissing students
The Graduate College also provides a series of reports designed to help program directors advise and support their students to give them the best chance for success in their Plan of Study. For more about these reports, please refer to the section on Probation and Dismissal Reports (below).
The College of Graduate Studies will take action to place a student on probation or dismiss a student based on their Graduate Status GPA and the program may also make a recommendation to place a student on probation via the Graduate Probation Recommendation with Conditions Form or dismiss them based on other factors via the Dismissal Recommendation Form.
Any questions regarding academic progress or the submission of a Conditional Retention Plan or Recommendation for probation or dismissal for any graduate student may be directed to Graduate Student Services and Graduation at firstname.lastname@example.org or 407-823-2766.
The processes are completed and actions are taken immediately following the finalization of grades for the semester.
Students whose Graduate Status GPA drops below a 3.0 but above a 2.0 are placed on academic probation by the College of Graduate Studies. Students placed on academic probation have the next nine semester hours of letter-graded course work (Grades A-F) to attain a 3.0 Graduate Status GPA. Grades of “U” are also considered unsatisfactory performance and the program may elect to place the student on academic probation.
Students who have been in regular status and have fallen below the required 3.0 graduate GPA will be placed on probation. A report of students placed on probation is provided to the programs in the GradInfo downloads section for Student Services files and an email sent to the listservs when the report is available. Communication will be sent to graduate students and scanned into their permanent records in the following scenarios:
- All students placed on probation will receive an email informing them that they have been placed on academic probation and allowing them up to 9 semester hours to improve their graduate GPA to the required minimum of 3.0 or they will be dismissed from graduate status.
- Students admitted in the provisional status will receive a different email informing them that they have been placed on academic probation and that they must attain a 3.0 GPA as outlined in their provisional admissions letter or they will be dismissed from graduate status.
Students who were previously placed on probation and have raised their graduate GPA above the required 3.0 will be removed from probation. An email is sent to the student notifying them of this and a report of students placed on probation is provided to the programs in the GradInfo Downloads section for Student Services files.
Students who have been placed on probation but have not completed 9 semester hours will be continued on probation and a report of these students is provided to the programs in the GradInfo Downloads section for Student Services files and an email notification is sent to the listservs when the report is available. No communication is sent to these students. A report of students continued on probation is provided to the programs in the GradInfo Downloads section for Student Services files.
Being placed on probation by the College of Graduate Studies is not appealable.
Conditional Retention Plans
Graduate programs have the option of being proactive with regard to students who are on probation. If they believe that a student may not be able to fulfill their probationary period satisfactorily and also believe that the student has the ability to succeed in their program, although they have had difficulties that would place them on probation, they may file a Conditional Retention Plan that outlines requirements for them to finish their degree programs. The plan must outline feasible goals that facilitate the student’s successful completion of the program and should be reviewed each semester until the student meets the terms and/or graduates. This plan is an agreement between the student, the program and the College of Graduate Studies and failure to meet the terms will result in dismissal. Please refer to the academic progress section of the graduate catalog for post-dismissal options at www.graduatecatalog.ucf.edu, under Policies.
We recommend that a Conditional Retention Plan be designed during the probation period that would avoid the dismissal of the student from the program, for students that you think will ultimately succeed, Programs are not obligated to submit Conditional Retention Plans for any students if in their best judgment the students should not be retained or reinstated. Use the Conditional Retention Plan and include program requirements essential for the student to be successful in their program. These requirements should be ones that can easily be tracked so that the College of Graduate Studies can verify that the requirements have been met.
Students who have been on probation for 9 or more semester hours and have not achieved a 3.0 Graduate Status GPA and have not submitted a Conditional Retention Plan are reviewed and dismissed by the College of Graduate Studies. Also, those who have an approved Conditional Retention Plan but have not met the requirements of their plan, are reviewed and dismissed from their academic program by the College of Graduate Studies. The dismissal will be recorded on the transcript.
A student whose Graduate Status GPA drops below a 2.0 is immediately dismissed from a graduate program.
It is possible for the program to submit a Conditional Retention Plan after a dismissal has occurred. If the program wishes to do this, the program director should submit a Conditional Retention Plan by the first day of classes should a student want to enroll that semester. If the Conditional Retention Plan is approved, the student will be placed on "restricted" status, the dismissal will still show on the transcript, but the student will be allowed to continue with classes in the restricted status. Failure in any semester to meet the conditions of the Conditional Retention Plan will result in dismissal from the program, with no appeal. Some of the requirements of the Graduate College for students in a Conditional Retention Plan that must be met include:
- no withdrawals
- no “U” grades
- no incompletes of courses required in the plan
- no grades below “B” in any of the courses required in the plan
Please refer to the section on Probation and Dismissal Reports (below) for a listing and location of the dismissal report. An email notification is sent to the listserves when the report is available. The College of Graduate Studies then communicates this action to the students via email and a copy of this communication is scanned into the student’s permanent file.
If a student wishes to file a Conditional Retention Plan after dismissal and after a break in enrollment for more than three semesters, the student will have to reapply to the degree program and have an approved Conditional Retention Plan submitted by the graduate program.
Probation and Dismissal Reports
All reports are provided in GradInfo in the Other menu > Downloads > Student Services Files.
Admission Revoke - Lists all students who are removed from active status for not enrolling in their first semester of admission – also referred to as “no show.”
Continued on Probation Report – Lists all students previously placed on probation who still have less than a 3.0 Graduate Status GPA and have not yet completed 9 credit hours since probation placement.
Discontinued for Non-Enrollment – Lists all students who are discontinued for no enrollment for 3 consecutive terms.
Dismissal Report – Lists all students dismissed for the semester based on low Graduate Status GPA. The program may choose to retain a dismissed student by submitting a Conditional Retention Plan.
Enrolled in Dissertation and Not Passed Candidacy – Lists all students enrolled in dissertation hours but not coded as having passed candidacy.
Low Grade Report – Lists all courses in which students have earned a grade of C+ or lower, “I” incomplete, “U” unsatisfactory, “W” withdrawal and “WF” withdrawal failing.
Probation Report – Lists students whose graduate status GPA has fallen below the required 3.0 and have been placed on probation.
Provisional and Restricted Status – Lists all students admitted in either provisional or restricted status. This report is designed to help the program review the students’ academic progress against the terms of their provisional or restricted admission agreement.
Removed from Probation Report – Lists all students previously on probation who have raised their graduate status GPA above the 3.0 minimum.
Forms Associated with Probation and Dismissal
All forms are located on the Faculty and Staff website in the Forms and References.
Student Communications about Probation and Dismissal
The College of Graduate Studies sends communications to the Knights email accounts for all graduate students who are placed on probation or dismissed. The following list indicates when students will receive these communications.
- Placed on probation
- Placed on probation – provisional admit
- Removed from probation
- Dismissed by College of Graduate Studies
- Dismissed by College of Graduate Studies – nondegree-seeking student
Petitions for Exception to University Academic Policy
Exceptions may be considered to university requirements, when compelling reasons are provided and approval does not compromise the quality of the student’s graduate education. When an exception is needed, the program or student should request this exception immediately via submission of the Graduate Petition Form.
Proactive student advising is integral in identifying needed exceptions early in the student’s graduate career. This will afford the student ample time to submit a request and receive a response, well in advance of the finalization of the Plan of Study. When advising students, it is important to consider that the Graduate Appeals Committee generally convenes twice per month during fall and spring terms, and less often during the summer term. Please refer to the Graduate Council website for the meeting schedule. The Graduate Petition form should be submitted by the appropriate deadline along with any relevant supporting documentation.
Exceptions to program requirements, including course substitutions, are facilitated by the graduate program. Approved course substitutions should be clearly indicated on the student's Plan of Study and GPS audit form, as this is particularly important for graduation certification. Course substitutions for graduate certificate programs must go through the petitions process. Exceptions to college requirements, such as the internship requirements in Education, are facilitated by the college. If an exception is granted for a college requirement, documentation should be provided to the College of Graduate Studies for inclusion in the student's permanent record. Having this information in the student’s file facilitates the graduation certification process.
If an exception to university policies or procedures is desired, then the request for exception must come to the College of Graduate Studies for a decision, with recommendation from both the program and the college. A Graduate Petition Form is completed by the student, clearly explaining the nature of the petition and the specific request that is being made. Students are notified of the final decision after the Graduate Council has reviewed the case and a decision has been made by the College of Graduate Studies.
If the petition requires an exception to a program policy or rule, the student may request in writing that an exception be made at the program level. Should the student wish to appeal the program decision, the student or program may request in writing that the university reconsider the decision.