•
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SiMON FRASER UNIVERSITY
MEMORANDUM
3'
?s -.79
To ........... ..SENATE
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...................................
PROPOSED REVISIONS TO POLICY ON
Sub ject....CQNTIN1JANCE, . WITUDRAWAL AND
READMISSION (SUAB 76)
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From..
SENATE UNDERGRADUATE. ADMISSIONS......
BOARD
Date ... MAY 16, 1978
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.........
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Action taken by the Senate Undergraduate Admissions
Board at its meeting of 78-03-22 gives rise to the
following motions:
MOTION I:
"That Senate approve, as set forth in S.78_7,
the following recommendations on admission,
continuance, withdrawal and readmission."
That students' academic performance be evaluated
in fifteen (15) semester-hour blocks of courses
for which SFU grades have been assigned. ("Grades
assigned" will include grades of A+ through to
D, F, and N, but will exclude P, CR, and Course
Challenge).
2.
That students (excluding students with transfer
credits) be evaluated and placed in a disciplinary
category only after they have been allowed to do a
reasonable amount of academic work for which SFU
grades are assigned. The following schedule would
apply:
ACADEMIC WARNING
?
- will be used
only
after
a
student has received SFU
grades
for at least
15 semester
hours.
ACADEMIC PROBATION -
will be used
only
after
a student
has received
SFIJ
grades
for at
least 30 semester
hours.
REQUIRED TO WITHDRAW
- will be used
only
after
a student
has received
SFU
grades
for at
least 45 semester
hours.
PERMANENT WITHDRAWAL
- will be used
only
after
a student
has received
SFU
grades
for at
least. 60 semester
hours.
3.
In the case of repeated (duplicate) courses, only the
highest grade will be used in calculating the cumula-
tive grade point average.
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4.
That students who are ON ACADEMIC WARNING or ON
ACADEMIC PROBATION be required to maintain a
grade point average of 2.00, or better, on courses
taken during the probation period in order to be
allowed to continue until the cumulative grade
point average reaches 2.00, at which time they
will be in good academic standing.
5.
Students who have only "N" or "F" grades in two
consecutive semesters be required to apply for re-
admission to the University and the application be
reviewed by the Senate Undergraduate Admissions
Board before readmission is considered.
6.
That students who withdraw from all courses in three
consecutive semesters be required to apply for re-
admission to the University and the applications be
reviewed by the Senate Undergraduate Admissions
Board.
7.
That students who are between reviews and whose grade
point average for the semester falls below 2.00 even
though the cumulative grade point average is 2.00, or
better, be advised to seek counselling at the Academic
Advice Centre.
8.
Eliminate the requirement that the student must carry
12 semester credit hours while on ACADEMIC WARNING, or
ACADEMIC PROBATION. Although a student in either of these
categories cannot register in more course hours than
the maximum allowed by the Faculty regulations, there
should be no minimum number of course hours required.
9.
That students placed on REQUIRED TO WITHDRAW status
may not register for a period of one full calendar year
and students placed on PERMANENT WITHDRAWAL may not
register for a period of three full calendar years,
except under exceptional circumstances.
10.
That the regulations covering continuance, withdrawal
and readmission apply to transfer students immediately
upon their admission to Simon Fraser University. Trans-
fer students admitted under the "special entry" category;
having attempted 29, or fewer, transfer hours will be
admitted on ACADEMIC WARNING and, those having attempted
30.or more, transfer hours will be admitted on ACADEMIC
PROBATION.
NOTE: ?
There is no. intent that these regulations be applied
retroactively, except for number 3, but that the changes
coincide with the implementation of the new grading proposals
(S. 78-52) and that the changes be reflected in the
Calendar for 1979-80. Accordingly the new policy would take
effect in the 1979-3 Fall Semester.
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If Motion I, 3 is approved.
MOTION II:
"That Senate approve, as set forth in S.78-
the-following recommendation I, 3 dealing with
duplicate courses be retroactive. This
retroactivity will:
1.
Apply only to students registered from 1979-3
and subsequently.
2.
Not apply to records where the degree has been
granted.
3.
Affect the cumulative grade point average from
1979-3 and subsequently, and not disturb the
nature of records prior to 1979-3."
NOTE: This policy will apply to repeated (duplicate)
courses completed prior to 1979-3, but will
not be reflected, in the cum CPA before completion of the
1979-3 Semester.
NOTE: If significant costs are involved in implementing
motions I and II, a report will be made to Senate
before proceeding.
S
SiMON FRASER UNIVERSITY
?
MEMORANDUM
To ?
SENATE
PROPOSED REVISIONS TO POLICY ON
Subject .... ...CON
TNUANCE,..WITHPRAWAL AND,....,
READMISSION (SUAB 76)
From.. .
SENATE UNDERGRADUATE ADMISSIONS
BOARD
Date. ?
16TH MAY, 1978
?
.................
Action taken by the Senate Undergraduate Admissions
Board at its meeting of 78-03-22 gives rise to the
following motions:--
MOTION I:
"That the accompanying list of recommen-
dations on admission, continuance, with-
drawal and readmission be approved."
NOTE: ?
In making these recommendations, there is
no intent that they be applied retroactive-
ly except for Recommendation III (see
Motion II).
.
?
If Motion I is approved, it is recommended that the
changes coincide with the implementation of the new
grading proposal (S.78-52) and that the changes be
reflected in the Calendar for 1979-80. Accordingly,
the new policy would take effect in the 1979 Fall
Semester.
MOTION II:
"That Recommendation III dealing with repeated
(duplicate) courses be retroactive. This
retroactivity will :--
1)
Apply only to students registered from
1979-3 and subsequently.
2)
Not apply to records where the degree
has been granted. .
3)
Affect the cumulative grade point
average from 1979-3 and subsequently
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and not disturb the natureof records
prior to 1979-3."
NOTE: ?
This policy will apply to repeated (duplicate)
courses completed prior to 1979-3, but will
not be reflected in the cum GPA before comple-
tion of the 1979-3 semester.
If significant costs are involved in implementing these
Motions, a report will be made to Senate before pro-
ceeding.
End.
ACM:bc
Ll
U
S
SiMON FRASER UNIVERSITY
MEMORANDUM
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A.
MCMILLAN, SECRETARY
SENATE UNDERGRADUATE
.....
.
ADM
.
.
SSIONS BOARD.
Subject..
CONTINUANCE, WITHDRAWAL AND
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READMISSION - SUAB 76
From. .
H • M.
EVANS, SECRETARY
SENATE COMMITTEE ON
UNDERGRADUATE STUDIES
Date.
APRIL 20, 1978
At its meeting of April 1978 the Senate Committee on
Undergraduate Studies gave consideration to the paper
SUAB 76 - Continuance, Withdrawal and .Readmission.
The Committee endorsed all of the recommendations
I through
K
inclusive and encouraged submission to Senate
for approval. It was noted that some minor editorial
changes would be appropriate and others would be required
if some of the recommendations of the SCUS Report on Grading
receives approval by Senate.
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(
///)
HME :pr
• S1MON FRASER UNIVERSITY
?
MEMORANDUM
To ?
SENATE COMMITTEE, ON
-
UNDERGRADUATE . ..... .. ....
?
From..
SENATE UNDERGRADUATE ..ADM.ISS.IONS..........
.... .... .................
.........STUDIES ....... .......... .......
................................................BOARD .......................................................
Subject ....
CONTINUANcE....WITHDRAWAL AND. R.EADMIS.-.......
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.. .. .
.ate.l.6.T...MAY.,... .978......
... ............................................ .........
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SION -- SUAB 76
The proposed policy changes are designed to remove many
of the inconsistencies which at present affect both
full-time and part-time students. In the case of the
latter, the University, from its beginning has encouraged
part-time studies; there is no minimum number of courses
which a student must take in a semester, nor a limit on
the time
which
a student may take to graduate.
There is also the inconsistency of requiring students
who are on probation to have a semester
GPA of at least
2.50, although the University requirement for graduation
is a cumulative GPA of 2.00. Even the
CGPA
of 2.00 may
be lowered by the current practice of calculating a
graduation
GPA.
Some of the changes recommended will provide the Univer-
sity with the necessary authority to deal with those
students who continue to register with clearly unsatis-
factor
y
records, but who cannot be prevented from
continuing to register under present regulations.
RECOMMENDATION I
That students' academic performance be evaluated in
fifteen (15) semester-hour blocks of courses for which
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SFU grades have been assigned. ("Grades assigned" will
include grades of A+ through to D, F and N, but will
exclude P, CR, and Course Challenge).
RATIONALE
Under current policy, students are evaluated
at the end of each semester. In the case of the
part-time student, this may result in the student
being placed in one of the academic disciplinary
categories - WARNING, PROBATION, REQUIRED TO
WITHDRAW, or PERMANENT WITHDRAWAL - on as few as
3, 6, or 9 semester hours of work. The full-time
student may be allowed 15, 30, or 45 hours of work
before being placed in the same-category.
RECOMMENDATION II
That students (excluding students with transfer credits)
be evaluated and placed in a disciplinary category only
after they have been allowed to do a reasonable amount
of academic work for which SFU grades are assigned. The
following schedule would apply:--
ACADEMIC WARNING
?
- will be used only after a
student has received SFU grades
for at least 15 semester hours.
ACADEMIC PROBATION
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- will be used only after a
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S
student has received SFU grades
for at least 30 semester hours.
REQUIRED TO WITHDRAW - will be used only after a
student has received SFU grades
for at least 45 semester hours.
PERMANENT WITHDRAWAL - will be used only after a
student has received SFU grades
for at least 60 semester hours.
RATIONALE
As stated previously, students have been placed in
these categories on as few as 3, 6, 9, or 12
semester hours; the most glaring instance being
that Of a student who took only one course in each
of two semesters, was assigned an N (or an F or .D)
grade for those courses, and was autUmati:cally
placed in the PERMANENT WITHDRAWAL category.
Universities Operating on the academic year, even
though they offer some half-year courses, normally
Allow students two full years (60 semester hours).
before requiring them to withdraw.
Our records show that students are most vulnerable
during their first two or three semesters, at which
time they are making the adjustment to a university
èñVirthiment and sampling courses in various
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disciplines before declaring a major area of study.
RECOMMENDATION III
In the case of repeated (duplicate) courses, only the
highest grade will be used in calculating the cumula-
tive grade point average.
1.
RATIONALE
Under the current policy, students who repeat
courses
in
which they have previously received
unsatisfactory grades - N, F, or D - are penalized
throughout their studies. It is recommended that
the repeated courses and grades remain on the
student's Permanent Record and be calculated
in
the semester GPA, but that the lower grades not be
calculated in the cumulative grade point average
on which the evaluation for academic status is made.
RECOMMENDATION • IV
That students who are ON ACADEMIC WARNING or ON ACADEMIC
PROBATION be required to maintain a grade point average
of 2.00, or better, on courses taken during the probation
period in order to be allowed to continue until the cumu-
lative grade point average reaches 2.00, at which time
they will be in good academic standing.
S
a
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RATIONALE
The University considers a C, (2.00), an acceptable
level of achievement for graduation.
• Therefore, it
seems that 2.00 should also be the minimum level
demanded for continuance.
RECOMMENDATION V.
Students. who have only "N" or "F" grades in two con-
secutive semesters be required to apply for readmission
to the University and the applications be reviewed by
the Senate Undergraduate Admissions Board before read-
mission is considered.
RATIONALE
Some students appear to register without having
established any goal and often abandon their
programmes without considering the academic
penalties involved. It is hoped that this regu-
lation will reduce the number of students in this
category.
RECOMMENDATION VI
That students who withdraw from all courses in three
consecutive semesters be required to apply for read-.
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mission to the University and the applications be
reviewed by the Senate Undergraduate Admissions Board.
RATIONALE
The rationale is similar to that for Recommen-
dation V above. Recommendation VI would treat
students who withdraw from all courses in three
consecutive semesters in the same manner as
students who have been absent from the University
for three, or more semesters.
RECOMMENDATION VII
. .
?
That students who are between reviews and whose grade
point average for the. semester falls below 2.00 even
tho
,
ugh the cumulative grade point average is 2.00, or
better, be advised to seek counselling at the Academic
Advice Centre.
RATIONALE
Under the proposed changes, the Permanent Record
will include a comment about unsatisfactory per-
formance only at a time of evaluation (in 15
semester-hour blocks of courses for which SFU
grades have been assigned). For students receiv-
ing grades averaging less than 2.00 on any
semester's work, regardless of the number of hours
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S
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completed during that semester, it is important
that the student be alerted to the fact that his/
her performance is less than satisfactory.
It is, therefore, proposed that thestudent be
informed to seek advice at the time the final
grades are mailed. Such a. comment will not be
on the Permanent Record, but will serve as a
warning; the comment will also encourage the
student to seek counselling at the Academic Advice
Centre.
RECOMMENDATION VIII
Eliminate the requirement that the student must carry
12 semester credit hours while on ACADEMIC WARNING, or
ACADEMIC PROBATION. Although a student in either of
these categories cannot register in more course hours
than the maximum allowed by the Faculty regulations,
there should be no minimum number of course hours
required. .
RATIONALE
Not all students are able to carry 12 semester
hours at any one time. By evaluating all' students
in 15 semester-hour blocks, they are assessed on
similar amounts of study, whether they are part-
time, or full-time.
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RECOMMENDATION IX
That students placed on REQUIRED TO WITHDRAW.status
may not register for a period of one full calendar
year and students placed on PERMANENT WITHDRAWAL may
not register for a period of three full calendar years,
except under exceptional circumstances.
RATIONALE
The existing policy prevents students on REQUIRED
TO WITHDRAW from registering for a period of one
full year, and prevents students placed on
PERMANENT WITHDRAWAL from registering for a
period of five years. It is felt that in the
case of PERMANENT WITHDRAWAL, a three-year period
is enough time for a student to reassess his/her
academic future.
Most of the inconsistencies caused by the existing
policies will be remedied by these new policy
proposals and, therefore, it should not be necessary
to consider appeals for readmission before the time
periods have expired.
RECOMMENDATION X
That the regulations covering continuance, withdrawal
and readmission apply to transfer students immediately
upon their admission to Simon Fraser University. Trans-
.
.
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fer students admitted under the "special entry" category;
having attempted 29, or fewer, transfer hours will be
admitted on ACADEMIC WARNING and, those having attempted
30 or more, transfer hours will be admitted on ACADEMIC
PROBATION.
RATIONALE
The existing policy works to the advantage of
transfer students who are treated as newcomers to
post-secondary education, whereas they have
already taken university transfer courses and
received appropriate credit for them.
This recommendation makes the treatment of transfer
students consistent with the treatment of students
who begin their studies at Simon Fraser University
without having had any previous post-secondary work.
If approved, the new policy for Continuance, Withdrawal
and Readmission will appear in the Calendar as follows;--
Continuance, Withdrawal and Readmission
All students who enter the University are expected to
maintain acceptable standards of scholarship;specifi-
cally, they are expected to maintain a minimum Cumulative
Grade Point Average (CGPA) of 2.00.
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The following conditions will apply to students whose
Simon Fraser University Cumulative Grade Point Average
falls below 2.00 at designated times.
(1)
The assessment of a student's academic
standing will be made on the basis of hours
of course work for which SFU grades have
been assigned.
(2)
The calculation of CGPA will exclude the
lower grades
in
the repeated (duplicate)
courses.
(3)
A student who is placed on ACADEMIC WARNING,
or ACADEMIC PROBATION cannot repeat a course
• ?
for which a grade of C-, or better, has been
assigned.
(4)
Although a student on ACADEMIC WARNING, or
ACADEMIC PROBATION cannot register in more
course hours than the maximum allowed by the
Faculty regulations, there is to be no
minimum number of course hours required
(5)
That the regulations covering continuance,
withdrawal and readmission apply, to transfer
students immediately upon their admission to
Simon Fraser University.
.
.
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Academic 'Warning
A new student who has been awarded fewer than 15 hours
of transfer credit and who has received grades for at
least 15, but fewer,than 30 SFU semester hours and has
a CGPA of less than 2.00 will be
'
placed on ACADEMIC
WARNING.
After such a student has received grades for at least
30 SFU semester hours, the record will be reassessed.
If, at that time, the CGPA is 2.00, or better, the
ACADEMIC WARNING comment will be discontinued; other-
wise, the student will be placed on ACADEMIC PROBATION.
Academic PrObation
A student who has received grades for at least 30 SFU
semester hours, and has a CGPA of less than 2.00 will be
placed on ACADEMIC PROBATION.
After such a student has received grades for at least
45 SFU semester hours, or
?
further 15 semester hours
after being placed on ACADEMIC PROBATION, the record will
be reassessed. The following actions may be taken:--
(1) ?
If the CGPA is 2.00, or better, the student
will be considered to be in good academic
standing,
0
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.
(2)
If the CGPA is less than 2.00, but the
GPA on courses taken during the probation
period is 2.00, or better, the student
will continue on ACADEMIC PROBATION.
(3)
If both the CGPA and the GPA on courses
taken during the. probation period are less
than 2.00, the student will be REQUIRED TO
WITHDRAW from the University for twelve
calendar months.
Required to Withdraw
A student who is REQUIRED TO WITHDRAW may apply for
. ?
readmission at the end of the twelve-month period, and
if readmitted, will bep laced ON ACADEMIC PROBATION
once more, subject to the conditions for ACADEMIC
PROBATION.
After the student who has been readmitted from REQUIRED
TO WITHDRAW status, has completed a further 15 SFU
hours, the record will be reassessed and the following
actions may be taken:--
(1)
If the CGPA is 2.00, or better, the student
will be considered to be in good academic
standing.
(2)
If the CGPA is. less than 2.00, but the GPA
on courses taken during the probation period
0
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.
is 2.00, .or better, the student will
continue ON ACADEMIC PROBATION.
(3) ?
If both the CGPA and the GPA on courses
taken during the probation period are less
than 2.00, the student will be placed on
PERMANENT WITHDRAWAL and will not be consi-
dered for readmission for a period of 3
calendar years.
Permanent Withdrawal
If, at the end of three years, the student is readmitted,
it will be ON ACADEMIC PROBATION Under the terms of
ACADEMIC PROBATION as they apply to a student who has
been REQUIRED TO WITHDRAW.
Transfer Students
Transfer students admitted to the University under the
If
speciä1 entry" category; having attempted 29, or fewer,
semester hours 'of transfer credit will be admitted ON
ACAD1IC WARNING, and those having attempted 30, or
semester hours of transfer credit will be admitted ON
ACADEMIC PROBATION.
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L
r
1.
SUMMARY
The regulations suggested above will have the following
basic guidelines:--
1.
A student will not be placed on academic
probation until at least 30 semester
hours of grades have been assigned.
2.
A student will not be required to withdraw
from the University until at least 45 hours
of grades have been assigned.
.
? 3. ?
A student will not be required to withdraw
permanently until at least 60 hours of
grades have been assigned.
4.
Courses which have been repeated will show
on the Permanent Record as duplicate courses,
but will only be considered once in cálcula-
ting the CGPA, the highest grade beihg used
in the calculation. Therefore, the SFU
cumulative grade point average will be defined
as excluding courses graded as CR, CC, P and
the lower grade(s) of repeated courses.
5.
These regulations will apply to all transfer
students.
0
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6.
Students whose CGPA is 2.00, or better,
but whose semester GPA falls below 2.
,
00,
will be sent a special notice to seek
counselling from the Academic Advice
Centre.
7.
Students who consistently have only N, or
F grades, or who have repeated 'formal with-
drawals on their records, will be required
to apply for readmission.
8.
Transfer credit for work undertaken at
another post-secondary institution while
absent from SFU during the twelve-month
period for required to withdraw status,
or the three-year period for permanent
withdrawal status, will be assessed on
the basis of existing transfer policy.
Normally, such transfer credits will be
• allowed only if the student has received
the express prior approval of the Chairman
of his/her major department and the Dean
of the Faculty.
0
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