Appendix XIII

Appendix XIII

Probation, Pause and Readmission

Academic and Progress Notice and Pause, and readmission policies and procedures are designed to assist students in making progress toward realistic academic, career, and personal goals.
 

Academic/Progress Status and Notification

Each student is entitled to be notified of academic difficulty and the college support services available to respond to the academic difficulty before the student is placed on academic or progress pause. This is the purpose of the academic/progress process. 

Each enrolled student’s status is recorded at the end of each term as part of the student’s academic record. The transcript notation specifies the student’s status for both academic and progress categories as either “in good standing,” “on academic or progress notice” - level I or II, or "academic or progress pause." Academic/Progress Notice status may result in limiting the number of units in which a student may enroll.  Continued time under this status may lead to further reduction of units and/or academic or progress pause.

There are two types of academic/progress notice and two levels to each academic/progress notice type:

  1. Academic Notice - Definition

A student who has attempted at least 12 semester units as shown by the official academic record, and has a resulting grade point average (GPA) below 2.0, shall receive a notification informing them that they are on academic probation.

  • Academic Notice I. GPA has dropped below a 2.0 (C) average. In order to assist the student to concentrate effort and improve the GPA, the student is now limited to registering for no more than 12 units for the following term.
  • Academic Notice II. GPA has dropped below a 2.0 (C) average for 2 consecutive semesters. In order to assist the student to concentrate effort and improve the GPA, a student is now limited to registering for no more than 6 units next term.
  1. Progress Notice - Definition

A student who has enrolled in a total of at least 12 semester units as shown by the official academic record shall be placed on progress notice if the percentage of a student’s recorded entries of “W,” “I,” or “NP” in 50% or more of all units in which a student has enrolled.

  • Progress Notice I. The student has received credit for 50% or less of the overall units attempted. In order to assist the student to concentrate effort and improve academic progress, the student is now limited to registering for no more than 12 units next term.
  • Progress Notice II. The student has received credit for 50% or less of the overall units attempted for two consecutive semesters. In order to assist the student to further concentrate effort and improve academic progress, the student is now limited to registering for no more than 6 units next term.

Academic Progress Notification
The communication notifying the student of probation will cover, at a minimum, the results and significance of being on academic/progress notice, condition(s) of continuing enrollment, and description of the services available.

Condition of Continuing Enrollment - Procedures

A student placed on academic/progress notice wishing to exceed indicated allowable unit limits must follow the petitioning procedure outlined by the individual college. Each academic/progress notice student shall have access to support services needed to help overcome perceived academic difficulties.

A student transferring from one college to another within the three Colleges of the Ventura County Community College District, or taking classes at more than one college within the district, is subject to the academic/progress notice and academic/progress pause petition procedures of the receiving or granting college.

A student transferring to a college of the Ventura County Community College District from a college outside the District is subject to the same academic/progress notice and academic/progress pause policies as native students of this District.

Academic/Progress Notice Appeal

A student placed on academic/progress notice can meet with a counselor to review their academic/progress status and request approval to enroll in more units. If approval is granted, the student will be approved to register for additional units beyond the unit limit on their current academic/progress status. At the end of the semester, the student’s academic record will again be evaluated to determine whether the student may be approved for additional units, or should be held to the unit limits of their academic/progress status.

Removal from Academic/Progress Notice

A student on academic notice shall be removed from academic notice when the student’s cumulative grade point average is 2.0 or higher. 

A student on progress notice shall be removed from progress notice when the percentage of units in this category drops below fifty percent (50%).

Possible Academic/Progress Pause 

A student on academic or progress notice will be sent a subject to pause notification to inform the student of possible pause at the end of the third semester on academic or progress notice.

A student who is on academic notice and earns a semester grade point average of 2.00 or better shall not be paused as long as this minimum semester grade point average is maintained.

Academic Progress/Notice, Pause, Readmission Data Reporting

The President shall provide the Board of Trustees an annual report of the number of students who were placed on academic/progress notice, paused, and reinstated. This report must disaggregate the students by race, age, gender, income, or any other characteristic identified by the Board.

Standards for Pause

A student who is on academic notice shall be subject to pause if the student has earned a cumulative grade point average of less than 2.00 in all units attempted in each of three (3) consecutive semesters.

A student who has been placed on academic notice shall be subject to pause if the percentage of units in which the student has been enrolled for which entries of “W,” “I,” “NC,” and “NP” are recorded in at least three (3) consecutive semesters reaches or exceeds fifty percent (50%).  

Pause Letter

Each college in the Ventura County Community College District shall notify a student who is paused at or near the beginning of the semester in which it will take effect but, in any case, no later than the start of the fall semester.

The college emails a letter indicating “academic or progress pause” to the student’s college email address.

The letter references this procedure, explains the meaning of pause, the procedure for reinstatement, and procedure to appeal the pause.

Appeal of Pause

The student has the right to appeal a proposed pause action if the student feels that facts exist that warrant an exception to the pause action. The student must file the written petition of appeal with the Chief Instructional Officer or designee within 30 days after the pause letter was mailed. If the student fails to file a written petition within 30 days, the student waives all future rights to appeal the pause action. It is the student's responsibility to indicate on the petition a clear statement of the grounds on which continued enrollment should be granted and to provide evidence supporting the reasons.

The student will continue on Academic Warning until the Chief Instructional Officer or designee decides on the student's appeal.

The decision of the Chief Instructional Officer will be communicated to the student in writing by the Chief Instructional Officer or designee; the Chief Instructional Officer or designee will notify the student of its action within 10 days of receipt of the student's appeal.

The student may appeal the decision of the Chief Instructional Officer or designee in writing to the College President, within 10 working days of the date of notification of the decision of the Chief Instructional Officer or designee. The decision of the College President is final.

If the pause appeal is granted, the student will be continued on Academic Notice for an additional semester. At the end of the additional semester, the student’s academic record will again be evaluated to determine whether the student should be paused or returned to good standing.

Fall Pauses

Special circumstances exist for pauses after the Fall semester due to the fact that students traditionally enroll before Fall grades are available. Pause letters will be sent no later than January 30, informing students that:

  • If they are enrolled in the Spring semester, they will be permitted to continue on Academic Notice. Pause status will be reevaluated at the end of the Spring semester.
  • If they are not enrolled in the Spring semester, they have the right to appeal pause in accordance with the appeal process.

Procedure for Fall Pause Appeals

Appeals for students subject to pause as a result of the fall grades must be filed following notification during the spring semester. The following conditions apply:

  • Students who are enrolled in the spring semester will not be required to file an appeal but will be allowed to continue on Academic Notice and have their pause status reevaluated at the end of the spring semester.
  • Students who have not enrolled in the spring semester will be paused unless an appeal is granted in accordance with procedures set above.

Standards for Evaluating Appeals

Pause appeals may be granted under the following circumstances:

  • If the pause determination is based on the academic record for one semester in which the record does not reflect the student's usual level of performance due to accident, illness, or other circumstances beyond the control of the student. Verification should be submitted with the appeal.
  • The student enrolls in a corrective program designed to assist him/her in improving academic skills, such as obtaining academic counseling, or limiting course load.
  • When there is evidence of significant improvement in academic achievement.

Continued Enrollment or Readmission

A student applying for readmission shall receive counseling to assess his/her academic and career goals and must have counselor approval of his/her educational program prior to registration. Students request continued enrollment or readmission through the Counseling Department.

In considering whether or not students may be re-admitted after a pause and a minimum of one semester absence, the following criteria should be considered:

  • Documented extenuating circumstances (considered during appeal).
  • Marked improvement between the semesters on which disqualification was based.
  • Semesters on which disqualification was based were atypical of past academic performance.
  • Formal or informal educational experiences since completion of semesters on which disqualification was based.
  • Improved GPA as a result of grade changes, fulfillment of incomplete courses, or academic renewal.

A student who does not enroll at a VCCCD college for at least one semester after pause will be allowed to enroll in a minimum of one course.