Graduate Student Program Dismissal Guidelines

Graduate students at Rowan University are admitted and matriculated directly into specific academic programs of study; therefore, satisfactory progress according to standards listed in their program handbook is linked to the student’s eligibility for continued matriculation within the university as a whole. Program dismissal applies to graduate students who fail to meet required program-specific standards/requirements (such as benchmarks/candidacy exams, final capstone projects, thesis/dissertation completion, clinical and practicum placement requirements, etc.) as outlined by the academic program in which they are matriculated. If the academic program coordinators (or their appointed proxy, but henceforth collectively referred to as "Program Coordinator") determine and can document that a student has failed to meet one or more of the program’s established program-specific standards/requirements such that they are not able to progress in their graduate-level program, the academic program coordinators have the right to propose program dismissal using these guidelines. Dismissal varies by program so students must consult their program handbooks for more information on specific program dismissal processes.

Examples of situations in which a program may propose program dismissal include, but are not limited to:

• Failure to successfully pass a benchmark/candidacy exam/required test/portfolio/final capstone project;
• Failure to successfully complete a required field experience/practicum/internship/supervised placement;
• Inability to continue and/or return to a placement situation based upon the evaluation of the supervisor;
• Failure to successfully demonstrate appropriate student dispositions as outlined by the program’s professional standards.

Program dismissal is generally effective immediately and officially ends matriculation status at Rowan University, preventing the student from registering for future coursework (without re-application and acceptance to another program). If a student has registered prior to notification of program dismissal, all registrations will be dropped and the student will be made “inactive” in the system. The mechanism of unenrollment (i.e. drop or withdrawal) is determined by the program based on the dismissal circumstances. Program dismissal is recorded in the student record as an official hold with comments, but is not noted on the official Rowan University transcript. Students who are dismissed by the program typically forfeit grants, graduate assistantships, and/or scholarship aid that may be in effect at the time of dismissal. Additional financial aid consequences may occur according to federal financial aid regulations, especially if dismissal occurs during the middle of a term.

A student who has been dismissed from a doctoral program may still be eligible to receive their master’s degree if they have completed all required coursework, met the minimum satisfactory academic progress (minimum grades, minimum GPA) per the academic policy category, and completed any program required capstone, thesis, or practicum as listed in the master’s program handbook. 

Note: F-1 and J-1 international students who are unable to maintain full-time enrollment as a result of program dismissal will face termination of their SEVIS records and should contact the International Center at RowanIC@rowan.edu immediately for advisement. Students with terminated SEVIS records are required to depart the U.S. immediately from the date of termination. There is no grace period from the date of termination and failure to depart the U.S. in a timely manner could result in exclusion, deportation or removal proceedings and the accrual of unlawful presence days.

Process for Program Dismissal

It is the responsibility of Program Coordinators to facilitate the program dismissal process. This process consists of two components:

1. Dismissal letter. The dismissal letter should state why the student is being dismissed, including any facts and circumstances leading to the dismissal. The letter must also provide the student with the appeal process using either language or link directly to this guidance. The letter should be emailed to the student and cc: to the respective academic Dean’s office and Dean of the School of Graduate Studies (graduateschool@rowan.edu).
2. Program Dismissal Form. This form must be filled out, signed, and sent to the School of Graduate Studies email listed on the form for student record processing. The above Dismissal letter should be attached to the same email. Program dismissal is generally effective immediately. If a student has registered prior to notification of program dismissal, the student will be unenrolled and made “inactive” in the system. 

Appealing Program Dismissal

Students should follow the program dismissal appeals process noted in their program handbook. If their program handbook does not outline a program dimissal appeals process or if the student's college/school-level appeal is denied, students may appeal program dismissal to the School of Graduate Studies by writing to their respective college/school within ten business days after receipt of the dismissal letter or denied college/school-level appeal. In the written appeal statement, the student must clearly state the reasons why the decision is being appealed, the nature of the appeal, the facts and circumstances leading to the appeal, reasons in support of the appeal, and the remedy or remedies requested. The appeal statement submitted by the student becomes the basis for all further consideration of the matter.

1. Upon receipt of the student’s appeal statement, the college or school must confirm in writing to the student receipt of the appeal within five business days. The college or school will submit the appeal documentation to the School of Graduate Studies (SGS) Dean’s office. The Assistant Dean of SGS will then convene a committee comprised of a representative from the Provost's Office, the School of Graduate Studies, and at least one other representative of the dean's office (or their appointed proxy) from a college or school that is not involved with the program dismissal to examine and evaluate fully the dismissal decisions, including any supporting documentation submitted by the student. This committee may interview the student, the department chair/head, the program coordinator, program faculty, and/or consult with others who the committee believes may assist in the review of the appeal.
   1. The purpose of the committee is to:
      1. verify that the stated academic program policies, process, and criteria were followed;
      2. verify that all other applicable University policies were followed;
      3. determine whether the appeal provides evidence of concerns that were not addressed by the referenced policies or any previous hearing processes, and;
      4. make a recommendation for a final decision to accept or deny the appeal.
         1.  If the appeal is accepted, the student will be notified that they are re-enrolled into the program and may re-register for classes.
2. The committee is expected to conduct its review as expeditiously as possible and issue a recommendation to the Office of the Provost. The Office of the Provost will issue a final determination letter to the student and cc: the School of Graduate Studies. This is the final level of appeal.
3. Appeals that include alleged allegations of discrimination or denial of accommodations will be reviewed by the Office of Study Equity & Compliance and/or the Office of Employee Equity prior to a final decision.

These guidelines are in effect for Program Dismissals initiated on or after December 21, 2023.