Graduate Probation and Disqualification Reinstatement | Policies | CSUSM
Graduate Probation and Disqualification Reinstatement
||It is the policy of California State University San Marcos to place graduate students
on academic or administrative probation when their overall work is less than satisfactory,
as reflected in a deficient cumulative grade point average, or other failure to make
adequate academic progress. Graduate students are dismissed from the university through
academic or administrative disqualification when the conditions needed to achieve
good standing are not met in a timely fashion. Consideration for reinstatement is
provided through a petition process.
||Executive Order 1038.
||Students admitted to Graduate Standing: Conditionally Classified; Post baccalaureate
Standing; Classified; and Graduate Standing: Classified. Students admitted to Post
baccalaureate Standing: Unclassified will be governed by the undergraduate Probation,
Disqualification and Reinstatement Policy.
||View Graduate Probation and Disqualification Reinstatement Policy
- A student will be placed on academic probation if, during any academic term, the student
fails to maintain a cumulative grade point average (GPA) of at least 3.0 in all units
attempted subsequent to admission to the program.
- A student may also be placed on administrative probation by the Dean of Graduate Studies
for any of the following reasons (see Section IV. for exclusions):
- Withdrawal from all or a substantial portion of a program of studies in two successive
terms or in any three terms. (Note: A student whose withdrawal is directly associated
with a chronic or recurring medical condition or its treatment is not to be subject
to administrative probation for such withdrawal).
- Repeated failure to progress toward the stated degree objective or other program objective,
including that resulting from assignment of 15 units of No Credit, when such failure
appears to be due to circumstances within the control of the student.
- Failure to comply, after due notice, with an academic requirement or regulation, as
defined by campus policy, which is routine for all students or a defined group of
students (examples: failure to complete a required examination, failure to complete
a required practicum, failure to comply with professional standards appropriate to
the field of study, failure to complete a specified number of units as a condition
for receiving student financial aid or making satisfactory progress in the academic
- The student shall be advised of probation status promptly, and shall be provided with
the conditions for removal from probation and the circumstances that would lead to
disqualification, should probation not be removed. Notification shall occur through
one of the following actions, as appropriate:
- Students whose GPA places them on academic probation shall be informed in writing
by the department/program’s graduate coordinator, or designee, prior to the beginning
of the next term (with a copy provided to the Dean of Graduate Studies).
- Students shall be placed on administrative probation by the Dean of Graduate Studies,
following consultation with the program/department. The probationary student shall
be informed in writing by the graduate dean (with a copy provided to the department/
The Dean of Graduate Studies shall inform Registration and Records when students have
been placed on or removed from administrative probationary status so that student
records can be updated.
- When a student is placed on academic or administrative-academic probation, they must
work with the program coordinator to develop a plan for remediation, including a timeline
for completion. In the case of administrative probation, the remediation plan must
be approved by the Dean of Graduate Studies, who will send a letter to the student
documenting the plan.
- Without the approval of the Dean of Graduate Studies, a student cannot be advanced
to candidacy if they are on either academic or administrative probation.
- A student who has been placed on administrative probation may be disqualified from
further attendance by the Dean of Graduate Studies (see Section IV. for exclusions)
- The conditions in the remediation plan (or removal of administrative probation) are
not met within the period specified; or
- The student becomes subject to academic probation while on administrative probation;
- The student becomes subject to administrative probation for the same or similar reason
for which they have been placed on administrative probation previously, although not
currently in such status.
When such action is taken the student shall receive written notification including
an explanation of the basis for the action.
- In addition, the Dean of Graduate Studies, in consultation with the graduate program
coordinator, may disqualify a student who at any time during enrollment has demonstrated
behavior so contrary to the standards of the profession for which the student is preparing
as to render them unfit for the profession. In such cases, disqualification will occur
immediately upon notice to the student, which shall include an explanation of the
basis for the action, and the campus may require the student to discontinue enrollment
as of the date of the notification.
- Disqualification may be either from further registration in a particular program or
from further enrollment at the campus, as determined by the Dean of Graduate Studies.
A student disqualified for academic deficiency may not enroll in any regular session
of the campus without permission from the appropriate campus authority, and may be
denied admission to other educational programs operated or sponsored by the campus.
- In the event that a student fails the thesis/project defense, the student may repeat
the thesis/project defense once. Failure at the second thesis/project defense will
result in disqualification from a program. The thesis/project committee will specify
the time period and/or conditions of the repeated defense.
- A student may repeat a comprehensive examination once. Failure of the second comprehensive
examination results in disqualification from a program. The comprehensive exam committee
will specify the time period and/or conditions of the repeated examination.
- Students who are disqualified at the end of an enrollment period should be notified
by the Dean of Graduate Studies before the beginning of the next consecutive regular
enrollment period. Students disqualified at the beginning of a summer enrollment break
should be notified at least one month before the start of the fall term. In cases
where a student ordinarily would be disqualified at the end of a term, save for the
fact that it is not possible to make timely notification, the student may be advised
that the disqualification is to be effective at the end of the next term. Such notification
should include any conditions that, if met, would result in permission to continue
in enrollment. Failure to notify students does not create the right of a student to
If the student is disqualified, either academically or administratively, they may
petition for reinstatement. Reinstatement must be based upon evidence that the causes
of previous low achievement have been removed. Reinstatement will be approved only
if the student is able to provide compelling evidence of their ability to complete
the degree. If the candidate is disqualified a second time, reinstatement will normally
not be considered.
Master’s students should submit a petition requesting reinstatement to the Dean of
Graduate Studies. The petition, along with a recommendation from the student’s graduate
coordinator, will be forwarded to the reinstatement subcommittee of the Graduate Studies
Committee. The subcommittee will make recommendations to the Dean of Graduate Studies,
who has final authority to approve reinstatement. The size of the reinstatement subcommittee
may vary, depending on the volume of applications, but shall have one member representing
each college at a minimum. The subcommittee must evaluate the probable impact of any
medical condition on previous unsatisfactory performance. If the student is approved
for reinstatement, the Dean of Graduate Studies will send a letter granting reinstatement
that specifies the conditions and time frame for achieving good standing. Students
must achieve good standing to advance to candidacy and to be eligible to graduate.
Administrative probation, disqualification and reinstatement for students in College
of Education, Health, and Human Services professionally-accredited graduate and teacher
credential programs are handled by a separate process inside the College and are not
governed by this document. Note that this exclusion pertains only to administrative
probation, disqualification and reinstatement arising under section I.B.3.