Advising Right Now: The Advisor’s Role at the End of Term
This page provides details on end of term processes and your role as an advocate for your advisees.
By May 29, your advisees' grades will be posted on WebSIS. Remember that second-term freshmen receive a GPA based on actual grades of A, B,or C; D or F grades are still No Record and are not calculated into the GPA.
- Freshmen who do not pass 2 or more subjects are likely to be reviewed by the Committee on Academic Performance at the June 1 Grades Meeting,
- The most likely CAP action will be to place the student on academic Warning for the first semester of sophomore year.
- However, freshman currently on Warning from the fall semester who has again failed 2 or more subjects is very likely to be reviewed for possible Required Withdrawal.
- The Committee on Academic Performance will notify you by email of any action taken at the Grades Meeting.
- A Warning vote is also posted on the student's WebSIS record.
- If discussion of an advisee's performance is held over to the Deferred Action meetings: The CAP will invite your advisee to submit a written statement to make a case for being allowed another chance at MIT. You will be contacted by email to schedule an appointment for you to represent your student.
Please contact immediately any advisee who may be reviewed by the CAP for possible Required Withdrawal. Being proactive is critical.
Here are some suggestions for helping your advisee to write a concise (one page), sincere, clear statement. The student should briefly assess what the problems have been and then delineate specific action steps s/he will be taking to ensure success in subsequent terms. Some points that might be covered:
- Were there extenuating circumstances that may have had a negative impact on the advisee's performance this semester?
- Did the student seek help from anyone, e.g., instructor, TA, Student Support Services dean, MIT Medical, etc?
- Who will be his/her support network to ensure that such problems don't arise again next term (e.g., counseling or mental health services)?
- What concrete plans does the student have for addressing the issues that have led to poor performance?
- What subjects will the student be taking next Fall? It is important for the student to have a good "recovery" term and take a conservative subject load and not try to overload in order to "make up" for subjects failed this semester.
- See the CAP website End of Term Academic Review: Advice for Students pages for advice and guidance.
Whether there were extenuating circumstances or not, encourage your student to make an appointment immediately with S3, Student Support Services, x3-4861, room 5-104, or with Mental Health and Counseling at MIT Medical, x3-2916, E23-3rd floor.
Representatives from S3 and Mental Health and Counseling attend meetings of the Committee on Academic Performance as non-voting members. They often speak on a student's behalf, providing supplementary information without betraying confidentiality.
You will represent your advisee at one of the Deferred Action meetings, or, if you are not available on that date, the Office of Undergraduate Advising and Academic Programming will represent your student, based on information you provide. The CAP will schedule a 5-minute hearing on one of the above dates for you to discuss your advisee.
At this meeting, you will be asked to:
- State your recommendation (Warning or Required Withdrawal).
- Explain your recommendation in a brief presentation, giving your view of the student's situation as well as the student's perception of his/her performance. The Committee will be looking for what actions the student will be taking to improve his/her performance next semester.
- If the student has written a statement to you, you should refer to it in your presentation.
Of course, either Dean Elizabeth Young (firstname.lastname@example.org , x3-9762) or Dean Julie Norman (email@example.com) in the Office of Undergraduate Advising and Academic Programming (UAAP) is available to you and your student for more specific advice about preparing a statement for the Committee on Academic Performance, or for general advice and support about end of term decisions.
See also the CAP website End of Term Academic Review: Advice for Advisors page for additional advice.