2018 REFORMAT DRAFT 2 Graduate-Student-Probation-Funding

Homewood Schools

Policy for Graduate Student Probation,

Funding Withdrawal, and Dismissal

(Revised Fall 2018)

The Krieger School of Arts and Sciences(“KSAS”) and the Whiting School of Engineering(“WSE”) full

time programs,

centers, and institutes establish the following policy regarding the procedures and consequences of graduate student

underperformance, including probation and dismissal. This policy applies to all new and continuing WSE/KSAS graduate

students but does not apply to AAP or EP graduate students.

Probation)Procedures)and)Types)

If it is determined that a graduate student has failed to meet performance requirements as dictated by their

program and/or their Advisor, they may be placed on probation by their home department/program. An

advisor cannot put a student on probation on their own; but in most cases are crucial in advising and guiding

a student’s program on the decision to place a student on probation and in determining corrective measures

for probations.

There are several typical types of graduate student probation:

1. Coursework Probation

2. Research Probation

3. Teaching Assistantship Probation

4. Multiple Issue Probation (e.g. (e.g. coursework and research, teaching and research, coursework and

teaching)

Timing of Probation

A graduate student may be placed on probation at any time, but if a probation can be resolved with

coursework, the student should be notified before the first day of classes in a particular semester.

Notification of Probation

Students must be notified in writing through a probation letter (or official email) from their home

department/program and there should be an offer by the student’s program to have a meeting between the

student and either their advisor, program Chair/Head, or other program designee to discuss the probation.

Students may elect to not engage in the process, but the probation process will continue per this policy.

A probation letter should:

o clearly outline the student’s performance shortcomings; noting the type of probation;

o indicate solid corrective measures

necessary to remain in the program (this should include concrete

deliverables);

o state the length of the student’s probationary period;

May be commonly referred to as ‘terms’ in many probation letters

o indicate clearly (when appropriate) that any funding support in place before the start of the

probationary period will remain in place for the length of the probation period (unless there is a

voluntary change of enrollment status that affects funding support

o set a date at the midway mark of the probation period to review (in a meeting, if possible) the

student’s progress and provide feedback;

o set a second date at the end of the initial probation period to review (in a meeting, if possible) the

student’s progress and to determine next steps

Programs are encouraged to consult with their respective Office of Graduate Academic Affairs in the

preparation of probation letters, both for letter templates and policy guidance.

A copy of the written probation notice should be forwarded via email to the program’s respective Office of

Graduate Academic Affairs

Student Status While on Probation

While on probation, students retain whatever enrollment status they were in at the time of the probation, and

their visa status and any funding/benefits will not be affected through the probation period (unless there is a

voluntary change of enrollment status that affects funding, visa, and/or benefits).

If a student needs to take a Leave of Absence (LOA) while they are on probation, their probation is paused

for the duration of the approved LOA period. Upon the student's return from LOA, their probation is

reactivated with the same terms, but the clock for the probation is reset from the date of return to the longer

of (1) the minimum time period dictated by the policy for the appropriate category as noted on the student's

original probation letter (such as research, coursework, etc.), or (2) the remainder of the student's

probationary period as noted in the student's original probation letter. http://e-catalog.jhu.edu/grad-

students/academic-policies/#studentenrollmentstatusestext

Length of Probation

1. Coursework probation: students will have until the end of the semester.

2. Research probation: students will be given at least 8 weeks.

3. Teaching Assistantship probation: students will be given at least 4 weeks.

4. If the probation is related to multiple aspects of the student’s work (e.g. coursework and research,

teaching and research, coursework and teaching) the appropriate timing applies for each individual

component, independent of the other component(s).

Note that programs are at liberty to provide longer probationary periods.

Appeal Process for Initial Probation

A student may appeal their program’s decision to place them on probation in writing within ten university

business days to the program Chair/Head, stating why they feel the decision is unmerited. The program must

For example, a student switches to part-time or nonresident status in the middle of a probationary period.

to the Vice Dean for Science and Research and the Director of Graduate and Postdoctoral Academic and Student

Affairs in the Krieger School of Arts and Sciences, or to the Vice Dean for Graduate Education and the Assistant

Dean for Graduate and Postdoctoral Academic Affairs in the Whiting School of Engineering

For example, a student switches to part-time or nonresident status in the middle of a probationary period.

render a decision on the appeal in writing within ten university business days. The student may then appeal

that decision in writing within ten university business days to their respective graduate affairs Dean, again,

stating the reasons for why they feel the decision is unmerited. The cognizant Dean (or designee) will render a

decision in a timely manner (typically within ten university business days).

An appeal of probation does

not pause the start of a probationary period.

The decision of the cognizant dean is final and there are no

additional avenues for appeal under this policy.

Probation Outcome Communication Procedures

Students must be notified in writing through a probation outcome/decision letter (or email) from their home

department/program and there should be an offer by the student’s program to have a meeting between the

student and either their advisor, program Chair/Head, or other program designee to discuss the outcome.

If the probation outcome/decision is either dismissal from the degree program or a withdrawal of funding, a

meeting is required

, and any information regarding readmissions procedures should be included in the letter

and discussion if deemed appropriate. Students may elect to not engage but it will neither pause nor affect

the probation outcome and any associated timelines.

All probation outcome notifications should be copied/forwarded (electronically) to the student’s Office of

Graduate Affairs.

Types&of&Probations&&

1. Coursework Probation

If the probation was based on coursework performance, then as soon as possible, but no later than one

month

following the conclusion of the stated probationary period, the program must inform the student of

their status based on whether or not the student met the terms of the probation. The options are as follows:

(a) Remove the student from probation with no conditions

(b) Extend the probationary period

WSE PhD Students)

(d) Dismiss the student from the program

2. Research Probation

If the probation was based on research performance, then within ten university business days following the

conclusion of the stated probationary period, the program must inform the student in writing of their status

based on whether or not the student met the terms of the probation. The options are as follows:

See note about students’ right to not engage; in the case of dismissals or withdrawals of funding, the

department/program must show in writing a documented effort to schedule a meeting with the student. If the

student does not engage, despite repeated efforts by the department/program, then the requirement will still have

been deemed to have been met.

to the Vice Dean for Science and Research and the Director of Graduate and Postdoctoral Academic and Student

Affairs in the Krieger School of Arts and Sciences, or to the Vice Dean for Graduate Education and the Assistant

Dean for Graduate and Postdoctoral Academic Affairs in the Whiting School of Engineering

Or, if all relevant grades have not been posted by a month, as soon as possible after all grades have posted so that

an assessment may be made.

(a) Remove the student from probation with no conditions

(b) Remove the student from probation but withdraw funding if applicable (this is not an option for

WSE PhD students)

(d) Dismiss the student from the program

If the decision is (d) to dismiss the student from the program, they should be permitted to complete the

semester if enrolled in coursework, but any stipend can be stopped at the time of the program dismissal. Any

health insurance premium and/or tuition support should not be reversed for the duration of the semester.

Note that any dismissal decisions must be made by the student’s home department.

3. Teaching Assistantship Probation

If the probation was based on teaching assistantship performance, then within ten university business days

following the conclusion of the stated probationary period, the program must inform the student in writing

of their status based on whether or not the student met the terms of the probation. The options are as

follows:

(a) Remove the student from probation with no conditions

(b) Extend the probationary period

4. Multiple Issue Probation (e.g. (e.g. coursework and research, teaching and research, coursework and

teaching)

If the probation was related to multiple aspects of a student’s performance, then the appropriate decision

timeline and possible ramification for each individual component applies, independent of the other

component(s). The final, cumulative, outcome decision will be at the student’s home department’s/program’s

discretion in balancing the outcomes from each component*. The options are as follows:

(a) Remove the student from probation with no conditions

(b) Extend the probationary period

for WSE PhD Students)

(d) Dismiss the student from the program

*for example, in the case of a student on an 8-week research probation and a semester-long coursework probation- if after 8

weeks the advisor wanted to remove the student from the research probation they could. If the decision was to dismiss the student

from the program after the 8-week research probation- they could be dismissed from the degree program effective immediately, but

then given the opportunity to complete that semester’s coursework. Programs are encouraged to discuss nuanced situations with

their respective office of graduate affairs,

General Dismissal Guidelines

In all cases, if the outcome decision is to dismiss the student from the program or withdraw funding, the

action may be made effective immediately (with no proration) once the student has been informed of

the decision. However, departments/programs are strongly encouraged to provide a grace period.

WSE Programs should consult with the Office of Graduate Affairs before making this decision to discuss how to

handle TA funding when it is being used to help meet the fully funded PhD student mandate.

While not required, academic dismissal may be noted a student’s transcript at the request of the

program and with approval from the cognizant Dean (or designee).

Appeal&Process&for&Probation&Outcomes&&

A student may appeal the probation outcome decision in writing within ten university business days to

the program Chair/Head, stating why they feel the decision is unmerited. The program must render a

decision on the appeal in writing within ten university business days. The student may then appeal that

decision in writing within ten university business days to their respective graduate affairs Dean, again,

stating the reasons for why they feel the decision is unmerited. The cognizant Dean (or designee) will

render a decision in a timely manner (typically also within ten university business days).

While a probation outcome appeal is being reviewed, the student’s registration status (and

subsequently, their visa status) remains unchanged from what it was during the probation, and any

funding and/or support remains in place. The decision of the cognizant dean is final and there are no

additional avenues for appeal under this policy.

_____________________________________________________________________________________

Dismissal)Without)Probation)

A student may be dismissed without a formal probation period under three circumstances:

(1) if they meet the conditions for dismissal based on coursework performance as stated by the

academic program in its department handbook or on its website;

(2) If they fail an oral or written exam (or project) for which successful completion is necessary to

continue in the degree program and whose retake options have been exhausted (as stated in the

program’s degree requirements), or if they fail to meet any condition resulting from a qualifying

or GBO/DBO exam;

(3) If they are expelled pursuant to any other Johns Hopkins University policies.

Under circumstances (1) and (2), programs are expected to follow the notification and guidance dismissal

procedures cited above. Students must be notified in writing through a probation outcome/decision letter (or

email) from their home department/program and the student’s program must offer a meeting between the

student and either their advisor, program Chair/Head, or other program designee to discuss the outcome.

Any information regarding readmissions procedures should be included in the letter and discussion if deemed

appropriate. Students may elect to not engage but it will neither pause nor affect the probation outcome and

any associated timelines.

All probation outcome notifications should be copied/forwarded (electronically) to the student’s Office of

Graduate Affairs.

Students expelled or dismissed under any other Johns Hopkins policy ((3) above) will be processed through

that policy’s procedures. The student’s department/program and cognizant Office of Graduate Affairs will be

informed by the cognizant university office and may be required to facilitate academic administrative

functions related to a student’s departure.

to the Vice Dean for Science and Research and the Director of Graduate and Postdoctoral Academic and Student

Affairs in the Krieger School of Arts and Sciences, or to the Vice Dean for Graduate Education and the Assistant

Dean for Graduate and Postdoctoral Academic Affairs in the Whiting School of Engineering

Funding)Withdrawal)Without)Probation))

A student’s funding may be withdrawn without probation:

(1) If it is aligned to a program dismissal without probation (see above)

(2) If the student has been found to egregiously disregarded or neglected their research/teaching

duties

(or as appropriate under University or Homewood Schools policy); such action requires

approval from the cognizant dean’s office.

Appeal)Process)for)Dismissal)or)Funding)Withdrawal)Without)Probation))

A student may appeal the probation outcome decision in writing within ten university business days to the

program Chair/Head, stating why they feel the decision is unmerited. The program must render a decision on

the appeal in writing within ten university business days. The student may then appeal that decision in writing

within ten university business days to their respective graduate affairs Dean, again, stating the reasons for why

they feel the decision is unmerited. The cognizant Dean (or designee) will render a decision in a timely

manner (typically also within ten university business days).

While a probation outcome appeal is being reviewed, the student’s registration status (and subsequently, their

visa status) remains unchanged from what it was during the probation, and any funding and/or support

remains in place. The decision of the cognizant dean is final and there are no additional avenues for appeal

under this policy.

______________________________________________________________________________________________&

Dismissal)Consequences)

When a student is dismissed from the university, several consequences include:

1. The student’s home department/program will file a ‘withdrawal’ form with their cognizant Office of

Graduate Affairs and remove the student from payroll (if applicable);

2. The Office of the Registrar will then cancel the student’s registration for the next semester which

may trigger a refund of tuition to either the student or their department/program (or both);

3. The loss of an active student status will result in the loss of all student benefits and privileges;

4. Academic dismissal may be noted on a student’s transcript at the request of the program and with

approval from the cognizant Dean;

5. The Office of Financial Services will suspend any financial aid to the student as well as work study

aid;

6. The Office of International Services will perform its duties as required by federal regulations

pertaining to individuals not eligible to enroll in the university; note that this typically means that

international students will need to leave the United States within 15 days.

7. The student will be asked to return university property, including keys, data, and equipment.

Readmission&Following&Dismissal&

For example, nonresponsive, disengaged, etc. with no discernable extenuating factors

On rare occasions, students may be presented with the option to be readmitted. The terms for readmitting a

student who has been dismissed are established by individual departments in consultation with their

respective office of graduate affairs. The readmission process should be described in the dismissal letter, if

deemed appropriate. Students who have been dismissed should discuss the readmission process with their

advisor.

Support&&

Graduate students involved in any actions under this policy may make an appointment with their respective

graduate affairs office at any time to discuss the policy and their situation. The GRO offers itself as a peer

resource, and the Counseling Center is a supportive and confidential resource.

Students are also encouraged to discuss any questions or concerns with their advisor, chair/head/ or the

program’s Director of Graduate Studies.

Grievance&Policy&

If a student feels any decision under this policy was made in an arbitraty or capricious manner, they may be

eligbile to file a grievance following the Homewood Grievance Policy. If the student filing a grievance was

dismissed and is international, immigration regulations require that the student depart the country within

fifteen days of formal dismissal in the registrar’s office. This does not preclude the student from filing a

grievance.