QU EMC unveils new regulations on the Academic Probation policy for undergraduates

Based on a directive from Qatar University (QU) President Dr Hassan Rashid Al Derham, QU Executive Management Committee (EMC) reviewed the policies related to academic dismissal, probation, reinstatement, and course repeat for undergraduate students.

In its meeting which was recently held, the EMC presided over by Dr Hassan Al Derham, approved the new regulations on the Academic Probation policy. The committee established standards for satisfactory academic progress and achievement, and defined procedures to identify and notify undergraduate students who are not making satisfactory progress, with the aim to encourage them to take action to improve their academic performance.

“While every effort is made by QU to provide timely and accurate information to students about their academic standing, it is the sole responsibility of students to stay informed about their academic standing at all times,” QU VP and Chief Academic Officer Dr Mazen Hasna said. The new regulations cancelled the four intermittent academic warnings that were provided to students in the previous years. Once the students improve their cumulative GPA, this will also cancel all their previous intermittent academic warnings. If students fail three times in a course they will not be dismissed from the university. If they repeat their courses, the highest grade they receive will be calculated.

Dr Hasna noted that student academic standing is evaluated by the Office of the Vice President for Student Affairs at the end of each semester excluding the summer term, unless summer performance removes the academic probation for the student, which results will be taken into account in the following fall semester evaluation. “Student academic standing is to be updated by the Office of the Vice President for Student Affairs after final grades are posted,” he said.

He also noted that undergraduate students are placed under Academic Probation based on their cumulative GPA, and if they exceed 24 earned credit hours and their cumulative GPA is below 2.0. He further noted that undergraduate students receive an Academic Warning notification if the student cumulative GPA at the end of a semester, except the summer term, falls below 2.0, and if the student fails any particular course two times.

First year students shall receive a warning and a hold is placed on their record if their GPA falls below 2.0, and once undergraduate students receive two academic warnings for two consecutive semesters, excluding the summer term, they are placed under Final Academic Probation.

Once placed under Final Academic Probation at the end of a semester, undergraduate students who fail to satisfy the cumulative GPA requirement for “Good Standing” (a minimum of 2.0) at the end of the following semester, are academically dismissed from the university in compliance with the university policy for academic dismissal of undergraduate students. This excludes the summer term and withdrawal from the academic semester.

Dr Hasna observed that Academic Probation decisions and/or Academic Warning notifications are to be officially communicated by the Office of the Vice President for Student Affairs to all concerned students, their advisor, and the head of their department at the end of each semester excluding the summer term unless summer performance removes the academic probation for the student. “Academic Warnings do not impact student standing, do not appear on student transcript, and are not noted on student academic records,” he said, adding, “Academic Probations are noted on student transcript and academic records.”

He added: “The summer term is not considered for Academic Probation decisions unless summer performance removes the academic probation for the student. Students placed under Academic Probation or Final Academic Probation may apply for transfer to another program subject to the university rules and regulations as defined in the transfer policy.”

Undergraduate students placed under Academic Probation or Final Academic Probation are allowed to register in a maximum of 12 credit hours per regular semester and a maximum of 6 credit hours in the summer term. Students may however be allowed to register in more than the maximum number of credit hours subject to prior approval from the Student Affairs Committee. Undergraduate students will be placed under academic warning once they exceed six years excluding foundation program.

“An advisory hold preventing students from registering in classes is to be activated by the Office of the Vice President for Student Affairs for all students placed under Academic Probation or Final Academic Probation, or receiving an Academic Warning for failing a course twice to ensure that these students do not register in classes offered in the following semester until they meet with their Academic Advisor and academic department to get approval for removing the hold,” Dr Hasna said.

He added: “The new policy aims to enhance the students’ performance and provide them with the opportunity to achieve success in their specializations. It also highlights the university’s strategies towards improving its students’ outcomes and ensuring their competitiveness for the fast-growing labor market.” QU VP for Student Affairs Dr Khalid Al-Khanji said: “The new policy aligns with the students’ needs and academic level. It aims to help students gain confidence in their competencies and capabilities, and to encourage them to reach success in their academic journey.”