Academic Standing Policy - College of Pharmacy

Revised Academic Standings guidelines (effective for class entering Fall 2007)

Academic Standing Categories

 In regard to academic status, students may belong to one of the following three categories:

a. Good Standing

b.  Academic Probation

c.  Academic Dismissal      

Good Standing

A student is in “good standing” unless on academic probation or  academically dismissed.

Academic Probation

Academic probation is defined as: Having a GPA of less than 2.00 in any given semester or cumulative OR having two D’s or an F in a required pharmacy course irrespective of the semester GPA.

Process pertaining to placement on academic probation or dismissal

1.      “Academic Warning” will be given to a student with a “D” or “F” at mid-term. Academic warnings can be issued any number of times. If the final grade is a “C” or better then there is no change from the status “Good Standing”. However, if the performance on final grade report is not improved, and the student meets the criteria for being placed on probation, the student will be placed on “Academic Probation”.

2.      “Academic Dismissal Warning” will be given to a student with a “D” or “F” at mid-term while on probation. However, if the performance on final grade report is not improved, and the student meets the criteria for academic dismissal, the student will be “Academically Dismissed”

Process pertaining to academic probation period

 For students placed on academic probation, a written remedial plan of action   within the framework of all academic rules and regulations must be submitted by the student to his/her advisor. Should a student fail to submit such an approved plan by the deadline, he or she will be deregistered from ALL of the courses. This Probationary Plan, approved by the advisor, must be submitted prior to the first day of classes in the semester immediately following the probation. A copy of the plan must be forwarded by the advisor to the Academic Standing Committee.  At a minimum this plan must stipulate that the student complete the specified pharmacy coursework with a semester GPA of 2.0 or higher and no D’s or F’s in a required pharmacy course.  The plan may prescribe particular courses that must be retaken and recommend particular actions prior to removal of probationary status.

This plan must be submitted each semester until the student is off     probation.

 A student cannot drop or withdraw from a required course while on academic probation unless they withdraw from all courses for the semester.

Any student who is on probation cannot represent the COP in any official capacity.

If an off-campus course is approved either by the Academic Council or by the relevant Division Chair, then that particular course can also be taken by any student irrespective of academic probation status.

Academic Standing during P4

 In regard to the total number of F’s while on rotation, irrespective of the reasons for “F” (e.g. academic versus disciplinary), first “F” would result in a written warning for dismissal from the College while a second “F” would result in automatic dismissal. The process used in the issuance of the warnings or the dismissal would be the same as used for other COP students.

Removal of Probationary Status

Once on probation a student will return to “Good Standing” when he or she       completes all of the prescribed actions in the Probationary Plan.  The advisor will officially certify the plan’s completion and notify the appropriate officials.   At a minimum this plan must have included that the student complete the specified pharmacy coursework with a semester GPA of 2.0 or higher and no D’s or F’s in a required pharmacy course during the probationary period.

Academic Dismissal

A student will be academically dismissed from the College of Pharmacy if either of the following situations occurs.

1.      A student earns three or more Fs during the period of P1 to P3 (inclusive).

2.      A student qualifies for probation while already on probation.

3.      A student earns a third academic probation during his or her matriculation.

4.      A student fails to pass the same course on the second attempt.

5.      A student is found to be not eligible to go on to PEP at the end of eight regular semesters.

6.      A student earns more than one “F” while on rotations.

Dismissal Appeals

 Grounds for Appeal 

Academic dismissal can be appealed due to a clearly demonstrable technical error in the student’s academic record.

Academic dismissal can be appealed due to DOCUMENTED extenuating circumstances which directly resulted in the non-satisfactory academic performance. The student appealing must cite specific reasons upon which the committee will make the judgment.

An appeal based on extenuating circumstances must demonstrate how these extenuating circumstances have been mitigated and are thus not likely to be the reason for continued unsatisfactory academic performance.

Procedures relevant to appeal process

For P-1 to P-3, the appeal must be submitted at least two weeks prior to next semester’s registration. For P-4, the appeal must be submitted within seventy two (72) hours of the dismissal

Should the appeal case be deemed to require a personal hearing by the college administration, ordinarily the hearing should

be conducted by the dean as the chief academic officer or by Dean’s designee such as an associate or assistant dean.

The student may appeal to the COLLEGE only ONCE in a semester. The decision of the appeal will be final and cannot be

appealed back to the COLLEGE.

If an appeal for readmission is granted, the student must take the applicable full course load and perform any additional work prescribed in the Probation Plan.

If an appeal for readmission is granted, a student earning ANY D’s or F’s in ANY pharmacy courses, taken on- or off-campus will be permanently dismissed from the college with no possibility for readmission.

A student academically dismissed due to bonafide and documented hardship, may elect to defer readmission as a continuing student for up to three regular semesters.

A.     Professional Grade Point Average

Entering students shall have all courses listed in the four-year professional curriculum included in the calculation of the Pharmacy grade point average for degree requirements.  Courses taken prior to admission to the College of Pharmacy, as well as those completed during summer school at other colleges, will not be included in the GPA calculation. The COP Committee on Academic Standing serves as an official decision-maker in academic matters for the university.  Students in the College of Arts and Sciences are reviewed by a similar committee.  The University maintains a third committee for the purpose of hearing appeals to college committees’ academic decisions.  Letters of appeal must be timely submitted to the Vice President for Academic Affairs via the Registrar’s Office.   

B.     Academic Advising

Xavier requires every student to have an academic advisor, a faculty member from his or her major department assigned by the department chairperson.  Deciding majors are advised through the Counseling Center, Pre-Pharmacy majors are advised by the pre-pharmacy advisor in the Chemistry/Pre-Pharmacy Department.  The academic advisor aids the student in planning his or her schedule and approves this schedule.  In addition, the signature of the advisor is required for any changes in this approved schedule.