End of Term Academic Review: Procedures
The Committee on Academic Performance conducts its End of Term Review meetings according to the following procedures and principles:
The CAP invites additional individuals to participate in the End of Term meetings, beyond its voting and ex officio members. Among these additional participants are representatives of Admissions, MIT Medical, and Student Support Services, who answer questions and provide advice to the Committee.
Students do not appear in person before CAP. They are represented by the home department undergraduate officer and administrator at the Grades Meeting and the advisor at a Deferred Action Meeting. Students whose cases are deferred are encouraged to submit a written statement to CAP for the Deferred Action Meeting.
If a student gives permission, S3 deans can provide relevant personal information to the Committee.
If a student signs a written release form, Medical staff will share information that is directly relevant to academic performance and possible CAP action.
Other members of the MIT community who have additional relevant information (instructor, housemaster, coach, graduate resident tutor, administrator) should relay it to either the academic advisor or the S3 dean, depending on the nature of the information to be given.
The Committee on Academic Performance reviews records individually and in context. It considers not only grades but progress toward the degree—the total number of General Institute Requirements (GIRs) and units beyond GIRs completed, the nature of subjects taken—and those personal factors that may have affected performance in a given term.
In all cases CAP takes care to ensure that its decisions are consistent across undergraduate departments, while still taking into account students' individual circumstances.
Votes at End of Term Meetings include:
See the Decisions page for explanations of each vote.
All Committee proceedings are confidential. Committee decisions are reported only to the student, advisor, and home department academic administrator. Summaries of CAP actions are sent to offices with the "need to know".
Students, advisors, and departments are notified of decisions by email soon after the Committee meets; printed letters confirming the decision go out within two days.
In January the Committee mails letters only to the term address; in June letters go to the permanent address. Letters for students whose review is deferred are sent to both addresses in each term. Students can update these addresses in the Biographic Record on WebSIS. Students may also ask that one or both printed letters not be sent: email firstname.lastname@example.org.
Warning status appears on the internal record with the code "W" next to the word "Academic", following the term's grades on the WebSIS Grade Report.
Required Withdrawal appears on the internal record with the code "RW" next to the word "Academic", following the term's grades on the WebSIS Grade Report.
CAP actions, including Warning and Required Withdrawal, never appear on external records.
A few medical and other graduate schools ask in their application forms for information on "institutional actions". MIT does not consider CAP votes as institutional actions:
- Warning is a temporary internal status used for advising purposes; it should not be reported to another institution.
- Required Withdrawal for academic reasons is not the same as disciplinary expulsion. There is no obligation to report a Required Withdrawal to a graduate school. However, the gap in registration shown on the external transcript may need explanation.