End of Term Academic Review: Process
At the end of each regular term, the Registrar flags the records of students whose term GPA is 3.0 or lower, or whose end of term registration is 35 or fewer units. (Because of special freshman grading, the standard for first-year students is 39 or fewer units.) These records are reviewed first by the student's home department, then by the CAP in two sets of meetings, Grades and Deferred Action.
Students do not appear in person before the 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 considered at the Deferred Action Meeting are strongly encouraged to submit a written statement to the Committee well before the meeting.
Once most grades are recorded, each academic department reviews the records of its students (majors) whose term GPA is 3.0 or below, or whose end of term registration is 35 or fewer units. (Because of special freshman grading, the standard for first-year students is 39 or fewer units.
The department (UAAP in the case of first-year students) decides on a recommended action for each student—No Action (which often includes a departmental warning), Warning, or Required Withdrawal. The department's undergraduate officer and academic administrator present these recommendations to the CAP at the Grades Meetings. Departments may also ask the Committee to review records not flagged, if circumstances warrant.
At the Grades Meetings, held in the first weeks of January and June, the CAP reviews student records and considers department recommendations. See Procedures for details of how the Committee conducts this review.
The Committee may accept the department's recommendation, or may vote for a different action than the department recommends. Decisions at the Grades Meetings include:
Deferred Action triggers a second review, at the Deferred Action Meetings, held two weeks later.
At the Deferred Action Meetings, in the third weeks of January and June, the CAP reviews two sets of student records in more depth. These include:
- students for whom relevant information was not available at the Grades Meeting;
- students who may be required to withdraw.
In each case students are represented by their academic advisor or other departmental officer. Students are invited to submit a written statement for consideration at the meeting. See Procedures for details of how the Committee conducts this review.
Decisions at the Deferred Action Meetings include: