UCLA Division of Graduate Education
Updated and Effective January 2025
The Graduate Council amended the following Academic Disqualification procedure and process on November 2, 2018:
A graduate student may be disqualified from continuing in the graduate program for a variety of reasons. The most common is failure to maintain the minimum cumulative grade point average (3.0) required by the Academic Senate to remain in good standing (note that some programs require a higher grade point average). Other examples include failure of examinations, lack of progress toward the degree, poor performance in core courses, etc. Probationary students (those with cumulative grade point averages below 3.0) are subject to immediate dismissal upon the recommendation of their department.
Regulation 904 of the Academic Senate states that “Disqualification of graduate students is at the discretion of the Dean of Graduate Education concerned.” This means that the Graduate Dean has final authority over this decision and that an appeal can go no higher. If a student wishes to appeal (i.e., ask for reconsideration of) the decision, the student should follow the appropriate appeals process detailed below. Physical presence in the country is not required for appeal.
The record for any student who is subject to disqualification for reasons other than failure to maintain a grade point average greater than 3.0 will be reviewed by an Associate Dean in the Division of Graduate Education, in consultation with the Chair or Vice Chair of the student’s program and the student’s advisor, as appropriate. A student who is found to be subject to disqualification, in accordance with Standards and Procedures for Graduate Study at UCLA, will be disqualified from further registration in their current program, and will be given written notice stating the reasons for this action. [UCLA SR Appendix VI, Am 07 Jun 2018]
A student who is academically disqualified in one program would remain eligible to apply to a graduate program in an unrelated field on the same campus. [UCLA SR Appendix VI, Am 07 Jun 2018]
The graduate program recommends to the Division of Graduate Education that a graduate student be subject to academic disqualification based on the reasons listed above.
Programs should recommend disqualification only after a student has been informed in writing of deficiencies, given an academic plan, and provided adequate time to correct deficiencies. The program should consult with the Division of Graduate Education regarding this process. If the program faculty determines that the student has not resolved the deficiencies to meet the degree requirements, the program chair recommends academic disqualification to the Dean of Graduate Education.
After reviewing the recommendation and accompanying materials, if it is determined that the criteria for academic disqualification have been met, an Associate Dean in the Division of Graduate Education sends a letter of academic disqualification to the student and informs the program and Registrar. The Division of Graduate Education also places a hold on the student’s record that blocks further registration and enrollment in graduate status at UCLA.
The decision to disqualify a graduate student for failure to meet the minimum University GPA requirement is not subject to appeal. Disagreements over evaluation of academic quality will not be considered as an appropriate basis for appeal. An individual may appeal the academic disqualification decision if they believe and can provide evidence indicating that it was based on: (a) procedural error and/or (b) nonacademic criteria in violation of the University of California nondiscrimination policies. Further information about the nondiscrimination policies is available in the General Catalog on the UCLA Registrar’s Office website.
If an individual believes that their academic disqualification violated UCLA nondiscrimination policies, they must submit the appeal on this basis on the timeline indicated below. If they have initiated a complaint with a campus investigative office, the Division of Graduate Education will set the appeal in abeyance pending the outcome of the investigation. Student appeals alleging that disqualification decisions were based on procedural errors and non-academic criteria in violation of the University of California nondiscrimination policies will be reviewed separately through both appeal procedures described below. (GC Am. 5/17/2024).
Within 30 calendar days after the individual receives written notice of the disqualification from the Division of Graduate Education, the individual who has been academically disqualified may submit a written appeal for reconsideration for cause, specifically judgments based on non-academic criteria in violation of the University of California nondiscrimination policies, to the Dean of Graduate Education (GC Am. 5/17/2024).
Appeals for cause related to non-academic criteria as covered by University of California nondiscrimination policies require the individual also to report the allegation(s) to the appropriate office(s) to investigate. These offices include the ADA/504 Compliance Office, Discrimination Prevention Office, Title IX Office, Committee on Privilege and Tenure, the Staff Diversity & Compliance, and others as may be established by university policy. If the individual has not already filed a report, the Division of Graduate Education will refer such cases to these offices.
The individual must notify the Division of Graduate Education in writing that an investigative office has accepted the matter for consideration and is processing their report. It is the responsibility of the individual to initiate the report and utilize the investigative office to support their appeal request. However, Division of Graduate Education will refer cases to these offices if the individual has failed to do so, which may result in delay in the process.
While an investigatory office is processing the allegations, the Division of Graduate Education will hold the appeal decision in abeyance until that process has completed. When an appeal decision is in abeyance, the academic disqualification remains in place.
Once the investigatory office completes its process, said office will notify the Division of Graduate Education of the outcome, including providing appropriately redacted versions of any written investigation report (hereafter “Investigation Materials”). Based on the Investigation Materials, the Division of Graduate Education will determine whether the report reflects substantive mitigating circumstances that could have affected a disqualified student’s academic performance.
When the Investigation Materials do not reflect possible substantive mitigating circumstances, the academic disqualification will stand. In that event, within 30 calendar days of the Division of Graduate Education’s receipt of the Investigation Materials, the Division of Graduate Education will notify the individual in writing that the appeal is denied. The Graduate Dean retains final authority on the decision. The decision is final and no further appeal is available.
When the Investigation Materials do reflect possible substantive mitigating circumstances: Within 30 calendar days of the Division of Graduate Education’s receipt of the Investigation Materials, the Dean of Graduate Education will refer the individual’s written appeal and the Investigation Materials to the Graduate Council’s Committee on Degree Programs (CDP) for a recommendation. As set forth in CDP-approved procedures, the individual is entitled, upon written request, to a personal appearance before the Committee.
This Committee, after reviewing the individual’s written appeal and Investigation Materials, and consideration of information provided by the individual at the personal appearance, if any, will make a recommendation to the Dean as to the disposition of the case. The Graduate Dean retains final authority on the decision. Good faith reasonable efforts will be made by the Division of Graduate Education to transmit a final decision to the individual within 21 calendar days of receipt of the recommendation from CDP. The Graduate Dean retains final authority on the decision. The decision is final and no further appeal is available.