Academic Actions Policy | Asian University for Women (AUW): the first regional, liberal arts institution in South Asia
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Academic Actions Policy

ACADEMICS / Academic Policies / Academic Actions Policy
  • The Asian University for Women is committed to maintaining high academic standards while enabling student success by providing students academic support and counseling throughout their academic career. The academic actions policy is designed to:

     

    1. a. Inform students of the university’s academic standards and procedures;
    2. b. Identify students who may be in danger of failing one or more courses;
    3. c. Provide effective intervention and academic support.

     

    The Academic Actions Policy does not cover disciplinary actions related to non-academic matters. Refer to the section titled Disciplinary Procedures for Violating a University Policy.

     

    Academic Standards

    All students are expected to meet the following minimum standards in order to remain in good academic standing:

     

    1. a. A minimum 2.0 grade point average (GPA) each semester;
    2. b. A minimum 2.0 cumulative grade point average (CGPA);
    3. c. Maintaining adequate progress toward completing 40 credits (10 courses) per academic year. No student may enroll in fewer than 12 credits (3 courses) per semester, and fewer than 4 credits (1 course) in the summer semesters.

     

    Any student who does not meet the above standards will be subject to academic actions. Depending on the circumstances, one of six actions may be taken:

     

    1. a. Academic Alert,
    2. b. Academic Warning,
    3. c. Academic Probation,
    4. d. Final Academic Probation,
    5. e. Suspension, and
    6. f. Expulsion.

     

    Please refer to the chart below and read the explanation for each academic action. It is the student’s responsibility to read this section very carefully and to understand the full implications of each type of academic action. If a student does not understand any of the terminology or implications, the student may contact her Academic Advisor or the Academic Registry for further clarification. The student should be aware of her academic shortcomings and AUW’s expectations and must be pro-active in seeking help and using all resources available on campus. While some academic actions may not appear on the student’s transcript, all academic actions will be recorded in the Student Information System in the Academic Registrar’s Office. The Academic Actions Committee will be apprised of all past and current academic actions entered in the student’s academic record. While every effort is made to ensure accuracy of academic records, the student is advised to check her transcript regularly to make sure there are no discrepancies in her academic record in regard to grades, course names and credit earned etc.

     

     Academic Actions

    • ACADEMIC ALERT
      Duration: 1 Semester
      Inadequate Academic Performance in class during one semester
    • ACADEMIC WARNING
      Duration: 1 semester
      Two or more courses with a grade below C- in one semester, or
      Fewer than 40 credits per academic year, or
      More than 4 Academic Alerts
    • ACADEMIC PROBATION
      Duration:2 semesters
      Term GPA less than 2.0, or
      CGPA less than 2.0, or
      More than 2 Academic Warnings
    • SUSPENSION
      Duration: 2 semesters (Fall and Spring)
      Student does not make progress
      as per conditions laid out in the Final Academic Probation Contract
    • EXPULSION
      Duration: Permanent
      Student does not make adequate progress
      upon being re-admitted after a two-semester Suspension

     

    Please note that a student may be put on Academic Probation without being put on an Academic Alert or Academic Warning if the student’s term GPA or CGPA drops below 2.0 at the end of any semester.

     

    Academic Alert

    The purpose of an Academic Alert is to identify and warn students who may be in danger of failing one or more courses. Through this process, the University can intervene, inform the students that a change is necessary, and connect struggling students1 to existing services and resources so that they can maintain or improve their GPA.

     

    Near the 6th week of the Fall or Spring semester2, faculty members are asked to identify students in their classes who may be in danger of failing as well as the reason for their concern. Alerts may be issued for excessive absences, trouble with subject matter, not completing assignments, and/or writing deficiencies.3

     

    Academic Alerts will be recorded in the Student Information System in the Academic Registrar’s office. These will not appear on a student’s official or unofficial transcript. If a student receives 4 academic alerts, the student will be asked to meet with the Academic Actions Committee.

     

    The Academic Alert involves a comprehensive step by step process by identifying students with difficulties early in the semester and to provide academic support when it is most needed:

     

    1. A faculty member, Academic Advisor, or AUW staff will submit a referral to the Academic Registrar’s office by completing an Academic Alert Form4 anytime during the term, and especially at the 6th week deadline.
    1. Except in emergencies, the Academic Registrar will share the alert with the student’s Academic Advisor who will review the referral and meet with the student of concern. After the meeting, the Academic Advisor will email the student, the referring faculty member, and the Academic Registrar a summary of the meeting and agreed action steps.
    1. Once a student has been contacted and there is some resolution of the issue (e.g. setting new, measurable objectives and goals that the student can complete within a specified amount of time), the referring faculty member, or the Academic Advisor, will be contacted via e-mail by the Academic Registrar to follow-up on the progress made with the student.
    1. Information that is considered confidential will not be revealed. Please note that some confidential student information cannot be made available to faculty and staff, e.g., counseling referrals.
    1. The Academic Advisor will maintain contact with the student for the remainder of the semester to follow up and provide ongoing support.

     

    1 AUW defines “struggling students” as those students who: have poor attendance; are continually late for class or leave early; don’t take notes; are inattentive; don’t participate; or any student, who in the opinion of the faculty instructor, is unlikely to be successful in a given course.

    2 Alerting a student at the six-week mark gives them enough time to change their behavior and has a greater impact on their overall performance. Faculty members can, however, refer a student they are concerned about at any time during the term, either before or after the Academic Alert deadline.

    3 For a complete list of warning signs and behaviors a struggling student may exhibit, please see the section titled “Information for Faculty and Staff” at the end of this policy.

     

    Academic Warning

    A student will be issued an Academic Warning if:

    1. Credits in courses that count towards the GPA are fewer than 40 per academic year, or
    2. Grades in two or more courses fall below “C-” in any term, or
    3. If the student has 4 or more academic alerts

     

    The Academic Warning will not appear on a student’s permanent record but will be recorded in the Student Information System in the Academic Registrar’s office.

     

    When an Academic Warning is issued, the Undergraduate student must meet with her Academic Advisor to determine what steps she must take to get back on track in her academic career. During the course of the term, the Academic Advisor will maintain contact with the student to follow-up and help her get ongoing support.

     

    Academic Probation

    A student will be placed on Academic Probation if:

    1. Her semester GPA falls below 2.0; or
    2. Her cumulative GPA falls below 2.0

     

    Academic Probation will be recorded on the student’s unofficial transcript. An Undergraduate student placed on Academic Probation will have to meet with the Chair of the Academic Actions Committee to discuss and arrange a plan for success and sign an Academic Probation contract. The student’s progress will be monitored by her Academic Advisor after the student signs the contract. Both will provide ongoing support to the student for the subsequent semester(s).

     

    Probation status will be lifted and removed from the unofficial transcript if the student’s term GPA and cumulative GPA meet minimum standards within two semesters. The record will, however, remain in the Student Information System in the Academic Registrar’s Office.

     

    If a student fails to meet minimum term GPA/CGPA standards at the end of two semesters but is seen to have made some progress, she will be given one more semester to make up any deficits under Final Academic Probation.

     

    If a student at any time while on Academic Probation earns a GPA/CGPA of less than 1.00, the Academic Actions Committee may use their discretion to place the student on Suspension.

     

    The student’s guardians will be notified in writing when she is placed on Academic Probation.

     

    Suspension

    An undergraduate student who fails to meet minimum standards after Academic Probation will be placed on Suspension for a minimum of two semesters. When a student is placed on suspension:

     

    1. The action will be recorded on the student’s unofficial transcript while the student is on Suspension
    2. The student’s parents or guardians will be notified in writing of the Suspension
    1. The student must leave campus at the earliest possible time, at her own expense7, after being notified of the Suspension and may not return to campus without prior permission from the Academic Actions Committee
    1. The student cannot participate in any AUW academic or extracurricular activities during the Suspension, including registering for future courses.

     

    Any student placed on Suspension must reapply to return to AUW. If readmitted, students will return on a Final Academic Probation status for one semester and will sign a new Final Academic Probation Contract. Readmitted students who, by the end of the semester, do not meet the terms of this new contract will be expelled from the University.

     

    Appeal Process for Suspension

    A student may appeal the suspension if the procedures above have not been properly followed. The written appeal should be directed to the Vice Chancellor, who will constitute a Hearing Board to examine the details of the case. If the decision is that the procedure was properly followed, the Board will recommend to the Vice Chancellor the suspension will be upheld. If the decision is that the procedure was not properly followed, the Board will recommend to the Vice Chancellor the student be reinstated under the conditions of final probation. The final decision is that of the Vice Chancellor.

     

    Instructions on registering for classes will be provided if reinstated.

     

    A student can only appeal the Suspension within the time frame given in the suspension notice. No appeals of academic dismissal will be heard after the assigned deadline.

     

    Returning from Suspension

    Suspended students will be notified by the Academic Actions Committee with instructions on how to apply for readmission into AUW. In order to return, the student must submit:

     

    1. A Petition to Return From Suspension
    1. A letter describing in detail what she has been doing during her time away and her plan for succeeding when she returns
    2. Transcripts from other colleges if she has taken courses
    3. Evidence of satisfactory work experience if she engaged in work
    1. Names, addresses, and e-mail addresses of two individuals (not friends or relatives) with whom the student has worked or studied (these individuals will be contacted and asked to forward a letter of reference on the student’s behalf attesting to their readiness to resume their studies)

     

    The application packet will be reviewed by the Academic Actions Committee8 and the student will be notified once the committee makes its decision. If a student does not submit the necessary readmission material by the due date, the student’s petition to return will be denied and she will be expelled from the university.

     

    7 Generally, a suspended student will have to pay for her travel expenses; however, in cases of extreme financial need, AUW may provide financial assistance.

    8 In the case that an Academic Actions Committee is not formed, the Dean of Students, the Dean of Faculty, and a member of the UG faculty will review the application packet.

    Expulsion

    Any student who fails to meet minimum standards, the conditions set upon her by the Academic Actions Committee as part of her readmission, or the standards of her Final Probation after returning from Suspension, will be expelled from the University. When expelled, the student must leave campus at the earliest possible time after being notified of the expulsion, and she may not reapply for admission to AUW. Her parents or guardians will also be notified of the expulsion.

     

    A student may appeal the expulsion if the procedures above have not been properly followed. The written appeal should be directed to the Vice Chancellor, who will constitute a Hearing Board to examine the details of the case. If the decision is that the procedure was properly followed, the Board will recommend to the Vice Chancellor the expulsion will be upheld. If the decision is that the procedure was not properly followed, the Board will recommend to the Vice Chancellor the student be suspended. The final decision is that of the Vice Chancellor.

     

    Instructions on registering for classes will be provided if reinstated.

     

    A student can only appeal the expulsion within the time frame given in the suspension notice. No appeals of academic dismissal will be heard after the assigned deadline.

     

    Additional Information

    The following information is issued to faculty and staff with regard to student academic performance:

    If a student in your class demonstrates any of the following warning signs or other behaviors you feel may put the student’s success at risk, please issue an academic alert.

    • Missing two or more classes within the first two weeks of the semester
    • Missing two or more consecutive classes without notification
    • Consistently late to class
    • Low or no engagement in the classroom (sleeping in class, not taking notes, talking, texting, or lack of participation)
    • Not coming to office hours for support when being asked by an instructor or when not doing well in class
    • Low or no motivation
    • Poor academic performance or marked change in academic performance
    • Failure to acquire textbook or other course materials
    • Failure to complete reading assignments
    • Lack of preparation for assignments
    • Failure to demonstrate the skills needed for the course/assignments
    • Isolation – student does not seem to be making appropriate peer connections
    • Disruptive behavior
    • Exhibiting an attitude affecting the engagement of other students in the class Poor quality of work and/or late/missing assignments
    • Other: academic difficulty due to personal issues outside the classroom (financial, transportation, etc.) Other concerns that pose a threat to student success

     

    Resources

    Students who find that they are struggling to meet course requirements have a number of resources available to them. AUW encourages students to utilize these resources and speak to their Academic Advisors about other resources that may not be listed here.

     

    The best resource available to any student is her course instructor. The course instructor will be able to explain course expectations, content, and what the student can do to perform well in the course. Thus, AUW encourages students to visit their course instructors during office hours or schedule an appointment.

     

    Students can also use the AUW Writing Center, the Science and Math Center,or hire a peer tutor through their Peer Tutoring Service.

     

     


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