Maintenance of Academic Standards
- Graduation Requirement Review
- Satisfactory Progress Toward the Degree
- Committee Actions
- Records of Committee Actions
- Progress Reports from Instructors
- Procedures for Taking a Leave from the College
- Readmission to the College (after having withdrawn)
Graduation Requirement Review
To ensure they are aware of degree requirements they still need to complete, students are required to complete a Graduation Requirement Review (GRR). Students must fill out the GRR form provided by the Registrar’s Office, meet with their advisor, and submit the form by the deadline. Juniors who are on campus will complete the process during the spring semester prior to registration for the Fall semester of their senior year. Juniors on off-campus study programs during the spring semester will complete the process before the end of the Fall semester of their senior year. Students who do not submit the completed forms by the published deadline will register for classes after the rest of their class has completed the registration process.
Satisfactory Progress Toward the Degree
Satisfactory progress toward the degree is defined as the maintenance of at least a 2.00 cumulative average by the end of the fourth semester, and earning credit at the normal rate of 4.00 units per year. The cumulative average for the first, second, and third semesters may be no lower than 1.60, 1.80, and 1.90 respectively.
|SEMESTER||CUMULATIVE GPA REQUIREMENT|
|End of first semester||1.60|
|End of second semester||1.80|
|End of third semester||1.90|
|End of fourth semester||2.00|
The academic record of any student who does not accomplish a 2.00 (C) average during any semester in the College raises serious questions about the likelihood of the student’s graduation from Kenyon within eight semesters. Likewise, the academic record of any student who is more than 0.50 unit behind his or her class, or has multiple withdrawals and incompletes in any one semester, raises similar questions.
In its deliberations, the committee strives to weigh all pertinent factors before reaching a decision about the student's likelihood of making satisfactory progress toward graduation. In addition to the reports mentioned above, positive or negative trends in the student's record are taken into account.
The following are the most common actions taken by the committee.
Conditional enrollment. A letter setting conditions on continued enrollment at the College will be sent to the student. Some of the more common conditions include: a limit of 2.00 units of course enrollment, a requirement of full attendance, and a specification of minimum grade point average necessary for the student to continue at Kenyon. Students placed on conditional enrollment for more than one semester or who successfully appeal an academic suspension are not in good standing until they are removed from conditional enrollment.
Academic suspension. When a student is not making satisfactory academic progress towards the degree, and their current academic trajectory is negatively impacting their ability to graduate, CAS may impose academic suspension. The period of suspension is typically two semesters. In extreme cases the committee may require withdrawal indefinitely or permanently.
Records of Committee Actions
Copies of letters concerning actions taken by the Committee on Academic Standards are placed in the students' electronic folders. Summary records of the committee's actions are maintained by the Office of Academic Advising.
A note of the committee's actions is kept as a part of the student's permanent academic record, but it is confidential and not listed on the transcript with grades and course information. No indication that a student has been placed on conditional enrollment appears on copies of the student's transcripts, which are sent from the College.
In the case of academic suspension the student's permanent record and transcript will indicate the date of withdrawal, with no indication of cause.
Progress Reports from Instructors
Instructors submit progress reports throughout each semester for students with excessive absences, delinquent work, and/or academic deficiencies. An academic deficiency is defined as a level of performance at C- or below. At the end of each semester, instructors are required to comment in cases of academic deficiency. Progress reports are also submitted at mid-term and the end of the semester for students on Conditional Enrollment to provide regular feedback on academic progress, even when academic performance is not deficient. Improvement and exceptional work by any student can also be reported. Progress reports are sent to the student's advisor, the dean for academic advising, and additional sources of support. The advisor and/or dean for academic advising use these reports to counsel the student. Progress reports are reviewed by the Committee on Academic Standards and considered in its deliberations at the end of each semester.
Procedures for Taking a Leave from the College
Leaves from the College
Students who plan to leave Kenyon for the remainder of a semester, for a semester or more (except students studying under the auspices of the Center for Global Engagement), or permanently, must declare their intentions to the dean of student development by completing a Declaration of Leave form before their departure.
Grades and credit
Grades and credit for students taking a leave from the College depend on the time of the leave as noted below.
- Before the end of the 12th week: W (no credit or grade) in all courses.
- After the 12th week: W in all year-long courses*; F in all semester courses, unless the courses have been completed (in which case grade and credit are recorded), or unless the dean of student development find that the leave is justified (e.g., because of medical illness), in which case WI is recorded.
- Between the beginning of the second semester and the end of the 12th week: W in all year-long courses* and all second-semester courses.
- After the 12th week of the second semester: F in all courses* unless the dean of student development finds that the leave is justified.
Types of Leave
Students in good standing may request a personal leave of absence from the dean of student development and, if granted, take time off from the College. Such time away, often as a period of reassessment and self-evaluation, can prove to be educationally beneficial. A personal leave typically begins at the start of a semester and may be granted for that semester or more.
Voluntary Medical Leave of Absence
The College provides a range of support services to address the medical needs of students, including mental health needs, within the context of the campus community. On occasion, students may experience health needs requiring a level of care that exceeds what the College can appropriately provide. In such circumstances, students may take a voluntary leave of absence. Students with medical and/or psychological conditions that warrant a leave from the College may request a leave from the dean of student development and if granted, take a leave from the College. Verification of the condition, along with a recommendation for the leave, must be provided from an appropriate treating healthcare professional.
Students will be provided a written letter outlining the expectations of the medical leave and what will need to be accomplished for an approved return to the College.
If a student withdraws for medical and/or psychological reasons, the transcript will indicate the date of the leave of absence and WIs (withdrawal due to illness) for each course.
Mandatory Medical Leave of Absence
In situations where a student is unable or unwilling to carry out substantial self-care obligations, where current medical knowledge and/or the best available objective evidence indicates that a student poses a significant risk to the health or safety of others, or where a student poses an actual risk to their own safety not based on mere speculation, stereotypes, or generalizations about individuals with disabilities, and the student does not want to take a leave voluntarily, the dean of student development has the authority to place the student on a mandatory leave of absence. Before placing any student with a disability on a mandatory leave of absence, the College will do an individualized assessment to determine if there are reasonable accommodations that would permit the student to continue to participate in the College’s campus community without taking a leave of absence. Such decisions may be appealed in writing to the vice president for Student Affairs.
In some instances, students are suspended due to academic deficiency. Explanations on this status and procedures can be found at https://www.kenyon.edu/directories/offices-services/registrar/course-catalog-2/administrative-matters/maintenance-of-academic-standards/
Disciplinary Suspension (Conduct)
In some instances, the College may require the student to leave campus due to a disciplinary suspension for academic infractions or conduct violations. Explanations on this status and procedures for the Academic Infractions board can be found under Academic Integrity at Kenyon College; student conduct procedures can be found in the student handbook.
Readmission to the College
A student who has been granted any type of leave or placed on disciplinary or academic suspension must complete the following readmission procedures before the student is allowed to return to Kenyon College.
Students on a leave of absence will receive an invitation to submit materials to the readmission committee. Requested materials include a letter documenting how the student has spent their time away from the College, the resources they have in place to facilitate success in their return to the College, and the College resources that they anticipate utilizing upon their return to campus.
The Readmission Committee comprises the following seven staff members:
- Dean of Student Development
- Dean of Academic Advising and Support
- Associate Dean of Student Development/Director of Diversity, Equity and Inclusion
- Director of Housing and Residential Life
- Director of Student Access and Support Services (SASS)
- Associate Director of the Cox Health and Counseling Center - Counseling
- Associate Director of the Cox Health and Counseling Center - Health
The committee will review the student’s request and any supportive materials to determine whether the request for readmission will be granted. The decision of the committee is final.
The Readmission Committee convenes once each semester to review requests for readmission received by the deadline (early November for spring semester, and mid March for fall semester), and reconvenes approximately 4 weeks later to address any unresolved issues. Once the Readmission Committee has reached a decision, the student will be notified by the dean of student development.
Return from medical leave
In addition to the letter to the Readmission Committee, students who have taken either voluntary or mandatory medical leave will be required to provide completed Readiness to Return from Medical Leave form(s) from physicians and/or other medical providers regarding readiness to return to the full-time demands of the Kenyon experience. This documentation will be reviewed by the staff in the Health and Counseling Center who sit on the Readmission Committee.
Readmission from either voluntary or mandatory medical leave is contingent upon the medical condition being sufficiently resolved or managed successfully so as to enable the student to resume successful progress toward the degree. While on medical leave, students are expected to seek necessary or appropriate medical attention and to document the steps taken and progress made. This information will be requested and made part of the readmission process along with assessments from appropriate medical and/or psychological professionals.
Additional information may be sought and might include a personal interview (coordinated by the dean of student development or their designee) and/or input from family members, employers, or others who interacted with the student during their leave.
The Readmission Committee will review the information provided by the student and evaluate the appropriateness of the student’s return. If applicable, the Committee may request further information from the student’s medical or mental health providers, transcripts from other institutions, letters from employers or other mentors.
If the student is readmitted, the committee or the dean may impose special conditions on the returning student's enrollment.
Return from academic leave
Students who were suspended for academic reasons will typically be expected to spend up to one year away from the College. During that time, students are encouraged to demonstrate their readiness to return to full engagement with Kenyon classes. This may be done by successfully completing coursework at an accredited college or university, or by undertaking significant work or volunteer obligations. Successful completion of such coursework can be a demonstration of readiness to re-engage with academics. Students should consult their faculty advisors for guidance in selecting courses, and must submit a transfer pre-approval form to the registrar's office to ensure that the credits will be accepted.
After four semesters of leave, students who have not either: a) petitioned for readmission via the approved process, or b) requested an extension of their approved leave, shall be permanently withdrawn from the college.
Transfer of credit. Students who enroll at other institutions during their absence from Kenyon must note this in their letter for readmission. Official transcripts of such work must be sent directly to Kenyon's registrar. The registrar may grant Kenyon transfer credit for pre-approved work successfully completed (with grades of C- or better) elsewhere during the student's absence in accordance with the regulations guiding the transfer of credit-- see the section of the Catalog on Transfer Credits and Special Programs.
Certain study-abroad programs and courses are explicitly prohibited for transfer credit — see the Transfer Credits and Special Programs section of the Course Catalog . Students who fail to follow College procedures regarding off-campus study, or who withdraw from Kenyon in order to circumvent existing College regulations regarding off-campus study, will not receive credit for work done off campus.
Course Registration. Once a student on medical, academic or disciplinary leave has been readmitted to the College, they will be able to participate in course registration.
Financial Aid. Any student not in attendance for one or more terms should be aware that their leave from the College may affect any financial aid they are receiving and/or federal loans borrowed while enrolled. The student is advised to 1) review any loan obligations that may come due during the leave, and 2) understand the deadlines and form requirements for aid application for return to the College.
Tuition and Fee Refunds. Tuition and fee refunds for any medical leave taken during the course of a semester are made in accordance with the College’s Refund Policy. For more information, consult the Refunds section of the Kenyon College Web page.
Tuition Insurance. Tuition insurance is available, but it must be purchased prior to the start of the semester in which the student takes the medical leave.
Financial Arrangements. Students who take a leave during the academic year are subject to tuition charges as stated in the Fees and Charges webpage. Students who return to campus are subject to tuition charges as stated in the Fees and Charges for the academic year. The general fee, other fees, and book charges are not refundable. Rebates for board may be granted on a weekly prorated basis.
Students on medical or academic leave or disciplinary suspension are not eligible to participate in the housing lottery. Upon readmission, such students will be contacted by the Office of Residential Life to discuss housing availability and options. If a student applying for readmission has a documented need for housing accommodations, they should complete the Housing Accommodation Request form by the appropriate deadline (February 5 for fall readmission, November 5 for spring). Further information about the housing accommodation policy can be found online.
Students taking medical or academic leave or placed on disciplinary suspension are required to make arrangements to have their belongings packed and shipped or stored within five days of the effective date of their leave. Failure to do so will result in charges for time spent packing and making arrangements for shipping or storage.
Presence on Campus. While a student is on a leave of absence, a disciplinary suspension, or a term of academic suspension, they are not permitted to visit campus without prior written permission of the dean of student development or their designee. Permission will be granted for certain pre-approved educational purposes only.