Termination of Student Status

Much of the information below was excerpted from the Stanford Bulletin’s section entitled Guidelines for Dismissal of Graduate Students for Academic Reasons located in the Graduate Degrees chapter.

Each student is admitted to the doctoral program in the GSE with the expectation that they will receive the doctoral degree. The faculty has the right and obligation to terminate the degree program of any student whose academic performance or progress is deemed unsatisfactory based upon a review process. The Area Committee may vote to dismiss any student who is clearly not making academic progress.

The following process outlines the general steps followed prior to reaching a decision to terminate a student from the doctoral program on academic grounds:

1. A warning is issued in writing to the student as early as practicable detailing the situation and deficiency.
2. Extenuating circumstances, if communicated by the student, are considered.
3. A plan of action to remedy the deficiencies, with stated goals and deadlines, are communicated to the student in writing.
4. The issue of continuation in the program or dismissal is subsequently decided upon by majority vote of the applicable Area Committee. At least three faculty from the Area Committee must participate in the deliberations. A recommendation for action is made by the Area Committee to the Associate Dean of Educational Affairs. A written summary of the decision is sent to the student.
5. A summary of the GSE discussions, votes, and decisions is placed in the student’s file.
6. The student is provided the opportunity to examine his or her file, if desired.
7. The student is advised on her or his rights to appeal under the Student Academic Grievance Procedures, as detailed in the Stanford Bulletin.

Termination Before Doctoral Candidacy

The Area Committee can vote to dismiss a student who is not making minimum progress or completing requirements in a timely manner, prior to the student’s review for admission to candidacy. Before deciding to dismiss a student, the committee should communicate with the student (which may include a meeting with the student) concerning academic progress to date, the specific deficiencies, and how to correct them (only if these deficiencies are deemed correctable).

If the Area Committee votes not to recommend a student for admission to candidacy, the student will be dismissed from the doctoral program as a result of the vote.

The Associate Dean of Educational Affairs, Area Chair, or advisor will communicate the committee’s decision to the student in writing and orally. The student may petition for reconsideration, to which the committee will respond in writing. The Area Committee can decline to reconsider its initial decision. Further appeal follows the University appeal process as described in Stanford Bulletin (Statement on grievance procedures).

Termination During Doctoral Candidacy

The Area Committee can vote to dismiss a student who is admitted to candidacy when she or he is not making minimum progress or completing University, GSE, or program requirements in a timely manner. The advisor, Associate Dean for Student Affairs, Area Chair, and other relevant faculty will meet with the student. A written summary of these discussions will be sent to the student and the advisor and added to the student’s academic file. The summary will specify the academic deficiencies, the steps necessary to correct them (only if deemed correctable), and the period of time allowed for their correction (normally one academic quarter). At the end of the warning period, the student’s progress will be reviewed by the area committee, and the student will be notified of the proposed action. If the student has made satisfactory progress, he or she will be notified in writing that the warning has been lifted.

If the Area Committee deems the deficiencies are not correctable (e.g., failing a required course or examination, or a pattern of unsatisfactory performance), or if at the end of the warning period the committee determines that the student has not corrected the deficiencies, the committee may initiate proceedings for dismissal. The student will be notified in writing that the case of dismissal will be considered at an impending area committee meeting. The student has the right to attend a scheduled portion of the meeting and to present his or her own case; or a student may make his or her case to the committee in writing.

After a full discussion at the Area Committee meeting, the committee, without the student present, reviews the case and votes on the issue of dismissal. A minimum of three faculty members must be present. The Associate Dean of Educational Affairs or Area Chair will communicate the committee’s decision to the student in writing, including reasons for it and a written summary of the discussion. The student may submit a written request for reconsideration, to which the committee will respond in writing. The Area Committee can decline to reconsider its initial decision.