L&S Probation FAQ

• There is no minimum or maximum number of credits that a student on probation has to take. However, it is recommended that you do not take more than 12-13 credits in order to avoid too heavy a course load.
• It is also recommended that you work with your academic advisor to carefully select classes for the next term.

Yes, it is possible to graduate on probation as long as you have a minimum 2.000 grade point average (GPA) on all courses carried at UW-Madison, whether passed or not, in the following four areas:

1. All courses in the major (or majors);
2. All upper-level courses in the major, as designated by the major department for the 15-credit residence requirement;
3. All courses designated as intermediate or advanced; and
4. All courses carried for a grade at UW-Madison (cumulative grade point average). Courses carried on a refresher basis are excluded from the grade point average as determined for categories 1, 2, and 3 above. Repeating a failed course will not remove the failure from a student’s record or from GPA calculations.

Make sure to consult your DARS and talk with your academic advisor about your graduation plans.

• It is possible to retake a course(s) you have passed (this is often referred to as taking a course “on a refresher basis”). However you will not receive credit for the same course twice.
• Each time you take a course it will get calculated into the term GPA and cumulative GPA.
• Once you have passed the course, repeated courses do not get calculated into the L&S GPA minimums for intermediate/advanced level work or the GPA requirements in the major.
  • Credits carried on a refresher basis count toward the maximum credits permitted each term.
  • Grades in refresher courses count only in the University grade point average (GPA) which may be significant in determining your probationary status and eligibility to continue.
  • Credits in a repeated course do not count toward the L&S undergraduate degree unless the course was failed the first time.
  • Repeating a course will not remove from your official records the prior grade(s) earned in that course.
• It is also possible to retake a course that you have failed in residence.
  • The original grade of “F” remains permanently on your record and is averaged into the term and overall grade point average (GPA).
  • The failure will be counted as zero grade points per credit in computing your term and overall GPA.
    • If you repeat a failed course, the course will appear on your transcript twice (or multiple times) with the original grade of “F” recorded and the new grade(s) also recorded.
    • Both grades (or multiple grades) will be counted in determining all applicable quality of work requirements.
    • Multiple failures in the same course all count in your GPA. Also, grades do not get averaged when a course is taken multiple times.
    • A course failed in residence at UW-Madison may be repeated for degree credit at another school. However, the new grade earned out of residence will not have an impact on your UW-Madison GPA.

Below are some tips to help you have a conversation with your family about probation:

• Reflect on your experience. Before you talk to your family, take some time to reflect on what factors may have influenced your academic performance.
  • Did you struggle with exams, papers, or attendance, and why?
  • What steps could you take in the future to get academic support?
  • Were personal issues affecting your academic performance, such as problems with a roommate or boyfriend/girlfriend?
• Be Open and Honest with your family about the struggles and challenges you experienced.
• Be Willing to ask for and accept help and support.
• Meet with Your Academic Advisors to identify resources on campus that can help you. This will show your family that you’re being proactive, taking responsibility, and committing to your education despire the difficult circumstances.

Financial Aid:

Being on academic probation could impact your Financial Aid. The Financial Aid Office may ask you to complete a Satisfactory Academic Progress appeal with the assistance of your academic advisor to get your financial aid back. If you have questions about this process, you can set up an appointment with a Financial Aid counselor by calling (608) 262-3060. We also encourage you to contact the Financial Aid Office before dropping a course or withdrawing from the term. Please visit the Satisfactory Academic Progress page on the Financial Aid Office website for more detailed information.

Scholarships:

Because all scholarships work differently, you will need to contact your scholarship provider to determine if they require a certain GPA or credit load.

Sometimes it can make a lot of sense to attend school part time or to drop classes and become a part-time student in the midst of a semester, especially if a single class is affecting your ability to be successful in your other courses. If you are considering being a part-time student, it’s important to be aware of certain restrictions on going part time:

• Students on an F1 visa are subject to rules related to their student visas. Contact the International Student Services office for more information.
• Student athletes face eligibility and scholarship requirements that should be discussed with their athletic advisors.
• Students on scholarship or financial aid should discuss the effects of being part time with their scholarship and/or financial aid advisors.
• Students using Veterans’ benefits should also consult with Veteran Services before going part time.

You should consult with your advisors to make sure that going part time is a good overall strategy.

Yes. If you feel that you would benefit from some time away from school, then you can take a break without academic penalties. Please read through this information about the withdrawal process.

L&S students who are on probation, strict probation, or in good academic standing do not need a dean’s permission to return to UW-Madison after they have taken time off.  The process of returning to school after time off is called re-entry admission. If you are considering taking time off, talk with your advisor about the pros and cons of the decision. If you do decide to withdraw, talk with them about positive strategies for using your time away from school.

Yes, you can take courses at another school and transfer those credits back to UW-Madison. Keep in mind that your grade will not transfer back to UW-Madison. If you would like to view how some of your courses may transfer to UW–Madison, use Transferology.

Depending on the college(s) you have attended and courses you have taken (or plan to take), transfer equivalents may be listed in Transferology, an online transfer equivalency database.

For more detailed information, see transfer your credit to UW-Madison.

FERPA (Family Educational Rights and Privacy Act) is a federal law that governs the privacy of your educational records, access to those records, and disclosure of information from them.

What are my “educational records”?
Your educational records include, but are not limited to:

• documents with your name and ID number
• class rosters
• grade lists
• student disciplinary records

How do I view my educational records?
You can review and inspect your educational records by submitting a written request to the University official (i.e., registrar, dean, department chair, or other appropriate UW-Madison person/office) responsible for the records.

Are my parents able to view my educational records?
No. Your records are confidential and cannot be disclosed to anyone (including your family) without your written consent.

However, your family is able to view information that is considered public directory information such as:

• telephone numbers
• email addresses
• major(s)
• number of academic credits earned towards degree
• attendance status
• degrees/awards received

For more information:
You can visit the Office of Registrar site for more information related to FERPA.

FERPA (Family Educational Rights and Privacy Act) is a federal law that governs the privacy of your student’s educational records, access to those records, and disclosure of information from them.

How can I access my student’s educational records?
As a family member, the University can only release information contained in your student’s record at the written request submitted by your student to the University official (i.e., registrar, dean, department chair, or other appropriate UW-madison person/office) responsible for the records.

What information can my student’s academic advisor or other University representatives share with me?
Representatives of the University (e.g., academic advisors, academic deans) are required by this law to protect the privacy of student educational records and cannot disclose personally identifiable information about a student or permit inspection of the student’s records without the student’s written consent unless such action is permitted by FERPA. Educational records include, but are not limited to:

• documents with a student’s name and ID number
• class rosters
• grade lists
• student disciplinary records

What information can be shared?
Information that is considered public directory information can be shared, such as:

• telephone numbers
• email addresses
• major(s)
• number of academic credits earned towards a degree
• attendance status
• degrees/awards received

For more information:
You can visit the Office of Registrar site for more information related to FERPA.

College can be an exciting experience, but it also comes with more challenges. These challenges can be stressful and even have an impact on your student’s mental and physical well-being.

Mental health is the number one reason students leave school – providing a safe and supportive environment to talk openly about these issues is key. To start a conversation with your student about probation, try to find out what factors may have been influencing their academic struggles such as:

• health concerns
• personal or relationship problems
• stress and anxiety
• emotional health (depression, low confidence, homesickness)
• common mental health symptoms such as focus, concentration, motivation, and energy

Here are some links to sites with additional tips and strategies on how you can support and effectively communicate with your student about their academic situation:

• College Parents of America
• College Parent Central