Chapter 2: Academic Standing

Academic Appeals Process and Petition

Purpose: With extenuating circumstances, students may appeal an academic suspension by submitting a petition and necessary documentation to their Associate Academic Dean who, in turn, would present it to the University Academic Appeals Committee. While students have the right to appear at the appeals meeting, it is not recommended that they do so.

*If the student is appealing a suspension based on physical, psychiatric, or disability/learning disability reasons, the student should not complete an Academic Appeal Petition, but an Academic Relief form with the appropriate office.  (See “Academic Relief”)

Procedure: While not required, ideally the student should speak with the advisor prior to filling out the academic appeals petition. The advisor would be able to discuss the policy as outlined on the petition, assist the student with knowing realistic classes that could be taken during the next term of enrollment, and what grades would be necessary in order to change the student’s academic status. Dates for appeals committee meetings are available at the forms link on the University Studies website.

Academic Probation

Purpose: The minimum standard for good academic standing is a cumulative GPA of 2.00. Academic probation is imposed when the student’s cumulative GPA is less than 2.00; academic probation is lifted when the cumulative GPA is at least 2.00. Students are placed on probation at the end of fall and spring semesters ONLY and the student’s academic record is reviewed the following semester they are enrolled, excluding summer and winter terms.

A student on academic probation is eligible to receive credit for coursework taken at another college or university, but not during any period in which the student has been placed on academic suspension by Virginia Tech.

There are three categories of probation: 1^st Academic Probation, 2^nd Academic Probation, and 3^rd Academic Probation.

Procedure:

• 1^st probation= 1^st time a student’s cumulative GPA is below a 2.0
• 2^nd probation = assigned to a student returning from a 1^st Suspension (See “Academic Suspension”)
• 3^rd probation = assigned to a student returning from a 2^nd Suspension (See “Academic Suspension”)

A student on First Academic Probation:

• Will receive an email regarding their status which will outline the procedure to follow and the implications of not achieving good academic standing.
• Is required to work with an academic coach and their advisor.
• Takes no more than 16 credits.
• Should earn a cumulative GPA of 2.00, or a minimum term GPA of 2.50 (If the term GPA is at least a 2.50, but the cumulative GPA is below a 2.00, the probation is continued and suspension does not take place).

A student on Second Academic Probation:

• Is required to work with an academic coach and their advisor
• Takes no more than 16 credits
• Should earn a cumulative GPA of 2.00, or a minimum term GPA of 2.50 (If the term GPA is at least a 2.50, but the cumulative GPA is below a 2.00, the probation is continued and suspension does not take place).
• Contact their advisor during the timeframe, usually the weeks leading to and during the Course Request period, listed in their suspension letter from their Academic Dean, to discuss their schedule and resources that may be helpful.
• Enroll in no more than 16 credits.
• Earn a minimum 2.00 semester GPA the first semester back and raise their cumulative GPA to at least 2.00 by the end of the second semester back, OR earn a 2.50 GPA for every semester following their suspension until their cumulative GPA is 2.00 or greater. 

Students on Third Academic Probation should:

• Contact their advisor during the timeframe, usually the weeks leading to and during the Course Request period, listed in their Suspension letter from their Academic Dean, to discuss their schedule and resources that may be helpful to them.
• Enroll in no more than 16 credits.
• Earn a minimum 2.00 semester GPA the first semester back and raise their cumulative GPA to at least 2.00 by the end of the second semester back, OR earn a 2.50 GPA for every semester following their suspension until their cumulative GPA is 2.00 or greater.

Academic Relief

Purpose: Academic Relief offers students the option of resigning from a course or courses taken in a particular semester without academic penalty. To apply, students must work with either Schiffert Health Center, Cook Counseling, or Services for Students with Disabilities.

Please Note: Applying for Academic Relief does not guarantee it will be granted and could affect Financial Aid, On-campus Housing, and the ability to attend Virginia Tech in future semesters for recovery purposes.

Procedure:

• The student must initiate the request. Parents, other relatives, or friends can NOT apply for Academic Relief.
• Students must work with the appropriate office for their Academic Relief request. The forms and the procedures to follow are available at the websites below.
  • Cook Counseling
  • Schiffert Health Center
  • Services for Students with Disabilities

Students are encouraged to speak with their academic advisor before completing the form. If a student indicates their preference to apply for Academic Relief, please contact Departmental Administrator with the student’s information. Departmental Administrator will contact the Dean’s Administrative Assistant to schedule an appointment for the student to meet with the Dean. Students must have the Dean’s signature on their Academic Relief form.

Procedure for Students Seeking Academic Relief for 1 to 3 courses only:

Many students want to withdraw from that particular class or classes before the Reading Day Deadline. However, if they are applying for Academic Relief, do not have them take the Ws.

Feel free to note the fact that they wanted to take the Ws in your notes. I have students go ahead and complete the withdrawal form, but hold onto it. Below are the possible solutions and these apply to both Schiffert and Cook Academic Relief.

Apply for Academic Relief, and accepted for Academic Relief

• Class goes away without the need for a W

Apply for Academic Relief and denied Academic Relief

• Submit the Withdrawal Form and put a date on it before Reading Day (it will be a retro Withdrawal) and Dr. Smith will be glad to help if needed

Academic Success Agreement

Purpose: This is an agreement between the student and advisor to improve academic performance. Students complete this form prior to their first meeting of the semester. The document is created for students who are returning from second or third probation as well as for students returning after first or second suspension. There is a separate form in Canvas for students called the Academic Coaching Agreement for students on first probation.

If students do not complete this form, there can be a hold added to their account.

Procedure: Students complete the form here. Once completed, the student, the student's advisor, and departmental administrator will receive the form via email. Departmental Administrator will upload the form to Navigate from the email.

Academic Suspension

Purpose: The minimum standard for good academic standing is a cumulative GPA of 2.00.  Students are placed on probation at the end of fall and spring semesters ONLY and the student’s academic record is reviewed the following semester they are enrolled, excluding summer and winter terms. If a student is not successful, they are placed on Academic Suspension (See “Academic Probation”). Students are NOT eligible to receive credit for coursework taken at another college or university during any period in which the student has been placed on academic suspension by Virginia Tech. If they are not eligible to attend Virginia Tech due their academic suspension status, they are not eligible to receive transfer credit during that time frame. 

There are three categories of Academic Suspension: 1^st Academic Suspension, 2^nd Academic Suspension, and Final Suspension and this can occur at the end of either fall or spring semester.

Procedure:

First Academic Suspension:

Fall: A student placed on first academic suspension at the end of fall semester cannot enroll in classes until the following summer/fall semester semester; they could return the first summer session, second summer session, following fall semester, or winter session.

Spring: A student placed on first academic suspension at the end of spring semester is NOT eligible to return until the following spring semester. The student cannot enroll in the immediate following summer sessions.

When a student returns to Virginia Tech after a First Academic Suspension, their status will be “Second Academic Probation” and they should follow the protocol found in the “Academic Probation” section of the manual. 

Second Academic Suspension:

Fall: A student placed on second academic suspension at the end of fall semester cannot enroll in classes for two regular semesters (spring and fall); they cannot return for first or second summer session within their suspension window. 

Spring: A student placed on second academic suspension at the end of spring semester is NOT eligible to return for two regular semesters (fall and spring). The student cannot enroll in first or second summer session within their suspension window.  

When a student returns to Virginia Tech after a Second Academic Suspension, their status will be “Third Academic Probation” and they should follow the protocol found in the “Academic Probation” section of the manual.

Final Suspension:

A student will be permanently dismissed from the Virginia Tech for failure to meet the minimum returning performance requirements after a second academic suspension.

Academic Warning Assessment

Purpose: An Academic Warning Assessment form is used in advisement with a student who has a term GPA below 2.0, and a cumulative GPA of 2.0 or higher.

Procedure: The Administrative Assistant notifies students by email of their academic warning status with a link to the Academic Warning Assessment form which is found here. The student must complete this form to avoid a hold. Once submitted, the form information is emailed to the student, the advisor, and Departmental Administrator who will upload the information from the email to Navigate.

Dean’s List

Purpose: Undergraduate students who attempt at least 12 credit hours with all credits graded on the A-F option and who earn a 3.4 GPA for either spring or fall semester will be included on the dean's list for that term. The lists are not compiled for summer sessions. Any notifications or certificates indicating inclusion on the dean's list for a particular term are issued by the student's academic Dean.

Procedure: Students are emailed of their dean’s list status and letters are available upon request from University Studies.

Re-enrolling Students (Readmission)

“Once a Hokie, always a Hokie.”

Purpose: Formerly enrolled students who wish to enroll, may complete course request via Hokie Spa and request courses if they are eligible to return. There is no formal “readmission process”, but contact with their advisor is strongly encouraged. Students returning from academic suspension MUST contact their advisor, as a suspension HOLD will have been placed on their record.

Procedure: If the student does contact his/her advisor, the advisor should:

• View student’s records for holds and if any are present inform student;
  
• Discuss intended major and possible course options;
• Advise student to update his/her address on Hokie SPA;
• Remind student the Bursar’s Office will send an email to his/her Virginia Tech email account and to the email accounts of their authorized payers that a bill has been generated. The email will have instructions on where to go to view and pay the e-bill. Payments can be viewed from the student’s Hokie SPA account the following business day after the electronic payment is submitted.

Students returning on an academic probation or from an academic suspension should follow the University Studies’ procedures, which includes meeting with their academic advisor when they are back on campus. (Also see “Academic Probation”)

Satisfactory Academic Progress (SAP)

Purpose: To ensure students are eligible for federal, state and institutional financial aid.

Procedure: The Office of Scholarships and Financial Aid will evaluate students annually, at the end of spring semester once grades are posted. Advisors will be notified if they have students who are not meeting SAP criteria. While it is not required for an advisor do so, students may ask advisors to write a letter of support. If a student fails any of the SAP standards, and does not receive an appeal, the student’s financial aid eligibility will be suspended. All supporting letters for a SAP appeal should be uploaded to Navigate by the advisor.