GCAC-803 - Procedures for Discontinuation or Termination of the Degree Program of a Graduate Student for Unsatisfactory Scholarship (REVISED - Effective Fall 2025)

Policy Statement

**POLICY REVISION - A revision to this policy has been approved by the Graduate Council. The below version will become Effective Fall 2025. View the current policy.**

1. When the basis for unsatisfactory scholarship is behavior that is believed to fall within the Code of Conduct, it should first be referred to the Office of Student Accountability and Conflict Resolution for adjudication. (See GCAC-801 Conduct).
   1. If the Office of Student Accountability and Conduct Resolution determines that the graduate student did not engage in a Code of Conduct behavior, and if the sole basis for unsatisfactory scholarship was if the behavior did fall within the Code of Conduct, no further action should be taken.
   2. If the Office of Student Accountability and Conduct Resolution determines the graduate student has engaged in a Code of Conduct behavior and issues a sanction(s), this does constitute unsatisfactory scholarship and further action may be taken by the program and/or the J. Jeffrey and Ann Marie Fox Graduate School.
2. When a graduate program head, program committee, or, in the case of a doctoral student, the doctoral committee determines that the program of a graduate student must be discontinued or terminated for unsatisfactory scholarship, the student must be given advance notice, in writing, which in general terms shall advise the student of the reasons for the discontinuation or termination.
   1. Parties such as a program committee, a student's committee, or a student's adviser may recommend discontinuation or termination for unsatisfactory scholarship, but the decision lies with the graduate program head (See Graduate Program Roles and Responsibilities).
   2. Examples of unsatisfactory scholarship may include, but are not limited to:
      1. failure to exhibit and promote the highest ethical, moral, and professional standards;
      2. inadequate grade-point average;
      3. failure to obtain satisfactory grades in required courses for the program;
      4. failure to make satisfactory progress in research or other activities related to the culminating experience; or
      5. failing the qualifying, comprehensive, or final oral examination for doctoral students.
   3. If the decision results in termination, the termination may be entered on the student's transcript at the discretion of the graduate program head.
3. Upon receipt of this notice, the student has the opportunity to seek a review of the decision. If the student desires such a review, the student must, within ten days of receipt of the notice, submit a written appeal to the program head.
4. If the student alleges that discrimination either was the reason for the discontinuation or termination or caused the unsatisfactory scholarship, and the discrimination or harassment was committed by an individual in a role of authority, such as an administrator, faculty member, instructor, teaching assistant, or research assistant, the matter shall be referred to the Affirmative Action Office of the University, established to review such claims.
   1. If the Affirmative Action Office determines that the student's allegation has merit, the Affirmative Action Office will manage the investigation and report back to the program head and any other University office as appropriate.
   2. If the Affirmative Action Office determines that the student's allegation is unfounded, the graduate program head then provides an opportunity for the student to meet with him/her and, if applicable, the program committee, doctoral committee, or other faculty involved in the decision to discontinue or terminate the student's program.
5. If there is no allegation of discrimination within the written appeal, then the graduate program head provides an opportunity for the student to meet with the faculty member(s) who made the decision to discontinue or terminate the student's program.
   1. This meeting must be held within 30 days of receipt of the student's written appeal.
      1. Under extraordinary circumstances, either party may request a stay to the 30-day time limit. A request for such a stay must include a justification and indicate the desired duration of the stay, and be directed to the Dean of the Fox Graduate School, whose decision on the stay will be final.
   2. Formal rules of evidence are not applicable to the meeting, and attorneys are not permitted to represent any person attending the meeting.
   3. If the student's faculty adviser would not otherwise be present (i.e., was not involved in the decision to discontinue or terminate), the adviser should be permitted to attend this meeting if requested by the student or graduate program head, or if the adviser wishes to do so.
   4. The graduate program head is responsible for ensuring that minutes of the meeting are taken and copies distributed to all those in attendance.
6. Following this meeting, the graduate program head must notify the student within five days, in writing, whether the discontinuation or termination decision has been sustained or reversed.
   1. If it is sustained, the graduate program head shall notify the Dean of the Fox Graduate School. If the discontinuation or termination is based upon failure to exhibit and promote the highest ethical, moral, and professional standards expected of graduate students, the Fox Graduate School may also make a determination to dismiss the student from continued or future enrollment in any graduate program at the University. If the Fox Graduate School dismisses the student from continued or future enrollment in any graduate program at the University, notification of that decision will be given to the student within this time frame as well.
7. Within five days of receiving this notice of discontinuation or termination for unsatisfactory scholarship, the student may make a written request to the Dean of the Fox Graduate School for a further review of the decision. The student is permitted to submit additional information or statements in writing.
   1. Although not required to do so, the Dean of the Fox Graduate School may meet with the student and/or graduate program head, or request additional information from the student and/or the graduate program head. If a meeting is held, the student may not be represented by an attorney, but may have present a faculty adviser of their choice.
   2. The standard of review by the Fox Graduate School is whether the decision to discontinue or terminate for unsatisfactory scholarship was arbitrary and capricious. The terms "arbitrary and capricious" mean that the decision to discontinue or terminate is not supportable on any rational basis, or that there is no evidence upon which the decision may be based. The Fox Graduate School does not review faculty judgments as to the quality of a student's academic performance (e.g., the quality of a thesis or dissertation, performance on a comprehensive examination, etc.), but only whether a program's decision was arbitrary and capricious, including in cases of failure to exhibit and promote the highest ethical, moral, and professional standards expected of graduate students.
8. After this review, the Dean of the Fox Graduate School either determines to sustain the discontinuation or termination or to reverse the decision with any corrective action, and permits the student to continue in the program.
   1. If a decision resulting in termination is sustained, the termination be entered on the student's transcript at the discretion of the graduate program head.
   2. The Dean of the Fox Graduate School gives written notice of the decision to the program head and to the student within three weeks of receipt of the student's written request to the Dean.
   3. In the event of a reversal, such written notice shall contain a statement of the basis upon which the decision was made.
9. The decision by the Dean of the Fox Graduate School is final.
10. A registration hold may be placed on the student's records while action is pending under these procedures.
11. Nothing in this policy is intended to constitute a contract or contractual terms. No provisions of this policy shall confer contractual rights upon any parties. To the extent that this policy may be applicable to faculty or staff, the terms outlined herein do not constitute terms, benefits, or conditions of employment. The terms set forth herein are subject to change unilaterally and without notice by University administration.

Revision History

Approved by Graduate Council, April 16, 2025. Effective date: Fall 2025 (8/18/2025).

• Added discontinuation as a route to dismissal from a graduate program in addition to termination.
• Added Policy Statement 2.a. to clarifying decision for termination or discontinuation lies with the graduate program head.

Editorial revisions to reflect the new name of the Fox Graduate School, July 19, 2024

Adapted from the Graduate Bulletin: June 2018.

Revisions proposed by the Graduate Council Committee on Academic Standards and approved by Graduate Council, February 2013.

Revisions by the Graduate Council Committee on Academic Standards, January 2008.

Revised by special Ad Hoc Committee on Student-Related Policies, April 2007.

Revised by special Ad Hoc Committee on Student-Related Policies, August 2005

Approved by the Graduate Council, May 8, 2002.

• New policy.