Viterbi Academic Progress and Success Support

Although Academic Probation is a serious matter, we in Viterbi envision the Academic Probation process to be one primarily of holistic support for our students. We strongly believe that Academic Probation provides an opportunity for our students to exemplify growth. Our goal is to support our students as much as possible during this academic journey.

- VASE GSA Team

Explore Our Site

I. Academic Probation Overview

II. Academic Probation: Next Steps

Read About Viterbi Student Zhuofan's Academic Success Story

"I overcame so many difficulties, so now I have the confidence that I will be able to face anything in my academic journey and professional career."

Academic Probation Overview

What is Academic Probation?

Academic Probation presents a warning to our students that they must take immediate action to address any personal or academic obstacles that may be preventing academic success. A student is placed on Academic Probation if they have attempted at least 6 units, and their cumulative GPA falls below the minimum 3.0 required to obtain a degree. If a student’s GPA does not improve enough to be on track to a 3.0, they may be subject to dismissal from the University and their program.

Viterbi Academic Probation Policy:

All USC Students are expected to maintain satisfactory academic progress in their pursuit of an advanced degree. The Viterbi School of Engineering has established the following policy and procedures for those students who fail to meet the GPA requirements of their program of study:

First Semester on academic probation:
- If after attempting 6 or more units and if a cumulative GPA is less than 3.0 the student is on academic probation and will receive a warning letter.
Subsequent academic probation:
- If after attempting 15 or more units (and any subsequent semester) a student will be dismissed if any of the following occur:
  - GPA falls below 2.5
  - GPA has not improved with courses counting towards their degree enough to be on track to graduate with a 3.0 or more at the end of their program.
For more information regarding USC’s Academic Warning and Dismissal of Graduate Students can be found in the USC Catalogue.
For more information on USC Viterbi Academic Policies, please visit our Academic Policies webpage.

Viterbi Academic Probation Requirements

Here in Viterbi, students will be evaluated at the end of the following semester based on their completion of the following 4 Academic Probation requirements:

- We understand that you may have several immediate questions regarding Academic Probation. This workshop will further explain Academic Probation, discuss maintaining wellness, as well as have a Q&A section.
  - Please note that our initial workshop dates have passed, but we went ahead and recorded the workshop for students who were unable to attend, or would like to re-watch it for review. Please find the link here: https://usc.zoom.us/rec/share/XG7snBJ2fsE62JAvTVjyWWcQi6cVpAfpf4DgAhjKCCjVj1ryi1Akdr95lJ3FqH3r.dzpTALw9ehIlYuZI?startTime=1686852175000

- This survey will us understand the specific challenges you are/were facing, as well as give you the opportunity to self-reflect. This will ensure all parties are as prepared as possible for 1:1 advisor meetings.
  - Please note that you must have attended the Academic Advancement Workshop or watched the recording (in item 1 of this section) prior to completing the self-assessment. Here is the link to the self-assessment:
    
    https://usc.qualtrics.com/jfe/form/SV_8AqHsOhT9fYEqPA

Academic Probation: Next Steps

During a semester on Academic Probation, it is critical that you take the necessary steps to ensure academic success. Here you will find key points that you should keep in mind as you work to achieve good standing.

Seek Resources

An important first step in the Academic Probation process is to seek out appropriate resources that will be able to provide support on your academic journey. Every student's circumstance is unique and will require a unique approach to achieve academic success. Here in Viterbi, you have a number of resources that can support you in your journey including department advisors, VASE advisors, the Viterbi Wellness office, and many more resources. See the resources section below for more details.

VASE RESOURCES

Maintain Wellness

Maintaining academic wellness also means keeping your personal well-being. A semester on Academic Probation can understandably lead to stress, in addition to the difficulties a student may already be facing. Resiliency (the ability to adapt and grow through adversity), a growth mindset, a consistent self-care routine, and study practices that promote positive academic growth will ensure you will be on the path to personal and academic success. See the section below regarding Viterbi Wellness.

VITERBI WELLNESS

Satisfy Academic Probation Requirements

While on Academic Probation, students are subject to Academic Probation requirements. It is of utmost importance that you keep track of your requirements and meet all relative deadlines.

TAKE ME TO VIEW THE REQUIREMENTS

Project GPA

Understanding the minimum grades needed in the current semester is critical when planning your return to a 3.0 cumulative GPA. Your department academic advisor can assist you in calculating your projected grades and can help you understand how that will affect your cumulative GPA.

CHECK IN WITH YOUR DEPARTMENT ADVISORS

Note Important Deadlines

Staying on top of important deadlines will ensure you do not fall behind. This includes course deadlines for assignments, as well as keeping track of relevant registration deadlines.

USC ACADEMIC CALENDAR

Student Resources

Your VASE Community of Support

Here at VASE, we want you to feel as supported as possible. Below are the immediate resources we believe would be of assistance to you during your academic journey while on Academic Probation and beyond.

Academic advisors within your academic department will be your primary resource for academic support. With an academic advisor, you can discuss the academic struggles you faced in the previous semester, and they can assist you with making specific course recommendations, GPA projections, overall academic planning, and other forms of academic support. See this link for information on how to contact an academic advisor within your department. Please also keep in mind that you have your TAs and faculty to support you as well.

https://viterbigrad.usc.edu/academic-advisement/

For general questions related to Academic Probation, you also have the VASE office’s support. We have virtual drop-in hours Monday-Thursday 10 am to 12 pm, as well as 1:1 online and in-person appointments. We can assist you with answering questions regarding Academic Probation, assist you with GPA projections, and answer any other general questions you may have regarding Viterbi policies and procedures.

Please see below a list of VASE Advisors who are here to answer your questions.

Andy Chen, Director of Doctoral Programs (Left)

Isabel Solano, Associate Director Graduate Student Affairs (Right)

Andrea Mora, Associate Director Graduate Student Affairs (Left)

William Wences, Assistant Director Graduate Student Affairs (Middle )

Ruby Rodriguez, Assistant Director Graduate Student Affairs (Right)

Here at Viterbi, we believe that being a holistically successful student also means maintaining your mental and physical wellness, which means seeking support when you feel you need it. Our Director of Student Wellness, Lorena Duran, Ed.D., LCSW will be your primary resource for wellness support. She is a private resource to Viterbi students to help manage their well-being and academic coursework. See this link for information on how to contact her.

Meet Lorena Duran!

Director, Student Wellness

One of the most pivotal resources you will have during your semester on Academic Probation (and on) will be your course instructors and TAs. It is of utmost importance that you visit office hours as much as possible both to receive assistance with the material itself, and also to get a proper understanding of what the expectations are for a student to get a successful grade in the course.

Course Teachers Assistant (TA)

A TA's number one job is to assist you with your understanding of the material. We strive to make sure our TAs are empathetic and understanding of every student's unique scenario. Please do not hesitate to reach out to your TA for any assistance you may need for your courses.

Class Instructor

Instructors design your courses from the ground up and are best equipped to help you understand the material as well as the expectations for the course. Try your best to visit your instructor's office hours as much as possible. The more an instructor gets to know you, the better!

Classmates

Build your community! We recommend forming study groups with your fellow classmates, or even reaching out to a particular individual you feel has a firm grasp on the material. Your classmates are often willing to help, and the teaching experience can even help with their own mastery of the material!

Additional Resources

Students may use these additional resources below to help them navigate academic probation.

The mission of the Kortschak Center for Learning and Creativity (KCLC) is to apply and engage in research and training to serve individuals with diverse learning needs and to empower students to reach their full academic and creative potential. KCLC is a fantastic resource, and you can find immediate (and short!) workshops on time management, organization, prioritization/productivity, self-care/stress management, study strategies, managing test anxiety, and much more!

https://kortschakcenter.usc.edu/

Korstchack also offers short video workshops designed to help students succeed. These workshops cover topics such as time management, organization, prioritization/productivity, self-care/stress management, ADHD/SLD management, classroom success, study strategies, reading, note-taking, writing, test preparation/test anxiety, learning theory, academic success, and online/remote learning. See the link below for the workshops.

https://kortschakcenter.usc.edu/on-demand-workshops/

USC's EEO-TIX office manages the University’s response to reports of discrimination, harassment, and retaliation involving community members at all of its locations, including Keck Medicine of USC departments, institutes, and satellite operations. If you feel this resource would be of use to you, please do not hesitate to reach out to them via the link below. Please also feel free to set up an appointment with a VASE advisor, who can assist you with this process.

https://eeotix.usc.edu/

Office of Student Accessibility Services (OSAS) is the unit at USC responsible for ensuring equal access for students with disabilities in compliance with state and federal law. OSAS serves undergraduate, graduate, and professional students; on-ground and online students; and students in all credit-granting courses and programs of study. The OSAS team is committed to serving the USC community by ensuring equal access, removing disability-related obstacles, supporting civil rights, and increasing education and awareness on behalf of students with disabilities. If you feel this resource would be of use to you, please do not hesitate to reach out to them via the link below. Please also feel free to set up an appointment with a VASE advisor, who can assist you with this process.

https://osas.usc.edu/

Student Spotlight: Zhuofan's Success Story

Zhuofan is a rising second-year Master's student in the Computer Science Game Development program. Zhuofan was on Academic Probation for multiple semesters and was facing a potential disqualification at the end of the Spring 2023 semester. In spite of all the odds, Zhuofan was able to achieve a 4.0 GPA across 10 units for the Spring 2023 semester!

We interviewed Zhuofan about what he considers to be the, “toughest semester of [his] life.” Zhuofan discusses the grit, dedication, and will it took for him to defy the odds and prove that there was more to his story than what his GPA told.

Academic Probation does not define any student, just as Zhuofan did not let it define him. Read more about his story below!

What type of challenges did you face during the semester that led to Academic Probation?

"Part of it was just due to my mental illness, I had anxiety and depression at that time. I lost motivation to do things even my favorite things. I really like playing video games and even that I couldn’t do. At that time, I did not want to do anything. I was not used to online instruction, and I dropped a lot of my courses. My mom got sick and needed a major surgery so I had to take care of my mom and balance my courses, and deal with the time differences between LA and Beijing. I have to say it was a lot of pressure, and I was stubborn and refused to communicate to others about my situation. My mental health, family disruptions, and poor time management all contributed to it. [It feels like] your targets, your dreams, are gone. When I got this letter [of academic probation] it was a shock, and of course, I was afraid there was this fear…it said dismissal which made me fear what was coming, so I thought, 'This is really serious.'"

What personal, academic, or overall lifestyle changes did you make to overcome these challenges?

"I couldn't become better if I did nothing. I realized that I needed to do something immediately to raise my GPA. At that time, my mental health did not allow me to do so. First I applied for a leave of absence for the spring semester because I needed to look within myself. Fortunately, my mom recovered and received treatment during that time after that I started to feel much better, and I regained my confidence. I started to work out and I looked for an internship during the summer and the semester because I needed to do something to find myself since I did not feel like myself. I had better time management [and] I was more willing to seek help from my classmates and my instructors; that was useful to me. I also let my family, instructors, and classmates that I was on academic probation and they provided a lot of support and resources. I think those were the biggest changes I made to get myself back on track and raise my GPA."

How did VASE assist you in not only getting back to Good standing but doing so with a 4.0 GPA for the Spring 2023 semester?

"Yeah, the first thing I have to mention is that the notification was important because it's not just a warning but encouragement. It was like an encouragement to do my best to get out of this situation and you still have a chance. Second, the talk I had with you [speaking to VASE Advisor William Wences] in February, I walked in there without a reservation and you took your time with me. We calculated my GPA and that was helpful you encouraged me and the department gave me a second chance. That talk had strengthened my self-confidence that I could get to good standing and after that, I told myself I aiming for a 4.0 this semester, I will do that, and I will do my best. I just ignored everything else and I told myself that that is something I have to do."

What has this experience meant for you, and how does it impact your outlook for the future?

"This experience proved I can do pretty well not just in my academic performance but in pretty much everything including my future career. I overcame so many difficulties so now I have the confidence that I will be able to face anything in my academic journey and professional career in the future. I will not be in that cage of anxiety and depression so that means a lot to me. That proved to me that I am still a very good student, I just ran into some difficulties."

What advice would you give to current students on Academic Probation?

"First…whatever went wrong that led you to Academic Probation, it needs some time to deal with it because it is usually something serious like mental illness or family disruption so find some time to look into yourself. Secondly, get in contact with VASE and tell them about your situation. You probably need a detailed plan and to calculate your GPA to help guide you out of Academic Probation. The third thing would be to tell someone about your situation like your family, friends, classmates, or even your instructor. You need to seek help from others, do not feel shameful, everyone has a bad time sometimes. If you keep it a secret, it will not help you and it will create pressure on yourself. You need to prime for each exam and set expectations for your workload. Then you seek advice from TAs and instructors and you keep yourself accountable and if you fall below that then you seek more help or additional efforts for the class. Talk to your instructor about the projects so talk to them ask for advice and know their expectations because they are grading it and your end-of-semester grades."

"I am happy to be able to tell my story and help any current students that are on academic probation to find their way back and fight on!"

- Zhuofen Xie, '23

Academic Probation FAQ

Each student's case is reviewed carefully once grades are posted at the end of the semester, per our policy, your GPA must improve significantly enough to be on track to graduate with a 3.0 or more at the end of your program. What this means is that we must see a significant improvement, and we must see that you have a very realistic path to a 3.0 by the time you are expected to graduate. If you have questions about your particular circumstance, please set up an appointment with a VASE advisor.

First, take a deep breath, a first semester on Academic Probation does not mean dismissal from your program. It is important to first reach out to your instructor/TA to have a conversation about your performance in the class. It is always a great idea to know exactly how you are currently performing, and how feasible achieving a passing grade will be. If you believe that you will not be able to pass the course, we recommend reaching out to a VASE or department advisor to discuss your options.

HAVE ADDITIONAL QUESTIONS?

WE ARE HERE TO HELP! PLEASE EMAIL: MASTERS@VASE.USC.EDU OR TO MEET WITH AN ADVISOR, CLICK BELOW.

DROP-IN ADVISING

Published on April 27th, 2023

Last updated on March 19th, 2024