Students at Fresno City College
Credit: Ashleigh Panoo/EdSource
When a college student’s GPA dips below 2.0 — lower than a C average — schools often send a notice meant to serve as a wake-up call: Improve your grades or risk losing financial aid and being kicked out of college.
But the way that universities and colleges deliver this wake-up call could be backfiring and pushing students to give up on higher education altogether, according to new research.
That’s what California Competes, a nonpartisan policy and research organization, concluded in a recent report on “academic probation.” The policy report was born out of a study that relied on interviews with over 50 “comebackers” — students who returned to higher education years after stopping out — from Shasta College and Sacramento State.
Academic probation wasn’t on the radar of researchers until the comebackers, brought on to co-design the study, raised academic probation as a serious issue that led many students to give up on their studies.
“I was very surprised that this came up from the students, but this is why we center students in our work,” said Su Jin Jez, California Competes CEO, in an interview with EdSource.
Jez said students perceived being put on academic probation as a message that they aren’t cut out for higher education, not as a wake-up call. This was especially true when an automated notice did not offer clear next steps for a student to begin to turn their academic career around.
This is an issue that affects a lot of students. One national study by the Center for Analysis and Postsecondary Education and Employment found that 1 in 5 first-year students on Pell Grants were at risk of losing their grants due to low GPAs. But there’s no California-specific data about these students — something California Competes would like to see changed.
The organization calls on the state to create a task force to examine academic probation policies at California public universities and promote practices that will help students. It also calls on each of the state’s higher education segments — community colleges, the CSUs and the UCs — to address this issue. That is happening already.
“There is interest. There’s growing recognition of the need to make these changes,” said California Competes senior researcher Laura Bernhard. “I think that’s exciting.”
Bernhard acknowledges it can be tough to roll out sweeping policy changes in a higher education system as decentralized as California’s, but there are signs of progress. During the study, the University of California announced that it would be following one of the study’s recommendations: calling it “academic notice” rather than academic probation, a phrase that makes getting D’s or F’s sound like a crime.
In this Q&A, Jez and Bernhard detail what they have learned in their research and, specifically, what they want to see happen in California. It has been lightly edited for brevity and clarity.
What typically happens when a student’s GPA drops below 2.0?
Bernhard: Most schools use an automated system where a student will receive a form email notifying them of this status. Campus policies vary. California Community Colleges are required to notify students when their GPA falls under this threshold.
There is not a systemwide process, which is one of the things we wanted to flag. So the student experience varies pretty widely. It’s also going to vary based on if they’re in a targeted program that receives specialized advising, such as student athletes or people who are in an honors college, but in a lot of ways it’s left to the student. I don’t think we do a lot.
What is the problem with telling a student they are on academic probation?
Bernhard: The first, perhaps the most obvious one, would be the link to the carceral system. That can be very triggering for many people.
One of our institutional partners was reviewing their website about academic probation, and she was taken aback by the language. After they are given notice, the first image students see is a cop holding a stop sign saying, “You’re on probation.” She was horrified. Then she remembered 20 years ago, she was one of the people who helped write that policy. It was just a real moment of, “Oh goodness, what have we done?”
Jez: I think previously there wasn’t a lot of concern about a letter with that kind of language because people assume students were on academic probation because they couldn’t hack it. Because they truly weren’t college material. They couldn’t handle the coursework.
Fast-forward to today, there’s a growing understanding that students can be academically capable and excellent — and still not be getting good grades. There are all of these factors in students’ lives that impact their academic performance. Institutions want to figure out how they can help students navigate those sorts of life circumstances, so that they can succeed in the classroom. For that reason, institutions are really wanting to make sure they have the right tone in these letters.
So are some of these assumptions based on an outdated vision of who a college student is?
Jez: Traditionally, we’ve had a student who is full-time focused on academic studies. You wouldn’t think of life outside of school being a major factor for them. So if they weren’t performing academically, it was because there was some academic shortcoming.
But now most students have heavy workloads, particularly at community colleges and the CSUs. Over 400,000 students in California have children. It’s just a very different student. I think we’re beginning to tackle our policies one by one as we look back and sort of realize they don’t work anymore.
Besides that phrase “academic probation,” what are some other problems with those automated notices sent to students when their GPA dips?
Bernhard: Usually just the length. It’s long, it’s verbose, it’s wordy, it’s complex. There’s jargon. It’s not clear what steps I need to take. It’s not clear who I need to reach out to. It’s not personal. It can tend to use deficit-minded language: “You’ve done something bad; you are on probation; you are in trouble.”
Instead, things can really be flipped. It can be short; it can be clear. It can be: ‘This is temporary. This is a setback. This happens to a lot of people. We all struggle sometimes.” We can normalize this behavior. ‘These things happen sometimes. It’s out of our control and here are the steps you can take. We care about you as our person. Please talk to us. Reach out.”
I think a lot of colleges have also realized that, in addition to sending an email, we can text, we can call, we can have tables on campus. We can have an academic event with more personal outreach, which we realize is bandwidth-heavy. But sometimes that makes a huge difference for people.
This policy analysis mentions that nationally, 1 out of 5 first-time college students receiving Pell Grants end up with a GPA below a 2.0. Is there any statewide data on that?
Bernhard: I think that’s one of the biggest issues. It’s not a publicly shared data point in most cases. It’s usually within an institution. It’s hard to get good, comprehensive, systemwide statewide information about students who have a certain GPA. We obviously believe in the power of data, so that is something we would love to be able to collect and analyze.
Jez: I would love to see that, as the launch of the Cradle-to-Career data system happens, we have students’ GPA information.
Is there any kind of pushback to these changes you’re suggesting? What’s the attitude among campus leaders?
Jez: Across the three systems, I will say that there’s a growing recognition that this is a really critical issue that needs improvement. And so we’re seeing attention to this at the systemwide level.
At the campus level, there are a number of campuses that are just picking it up and sprinting with it. In many ways, our work has been thinking about how we get a more consistent, comprehensive approach, so we can pick up on campuses leading the way, learn from what they’re doing, and then sort of broaden it across the system. So the systems are all in and then the campuses are in.
You’re calling for a statewide task force. Why would that be helpful?
Jez: Unlike literally every other state in our country, we don’t have a coordinating entity that would be thinking about these issues statewide, centering the student and the students who are attending multiple institutions. It’s critical, then, that we pull it together — in these more ad hoc ways, sadly — to be able to address this.
We are hopeful that there will be a proposal in the next 12 months, maybe even the next two or three months, that will tackle this.
Was there anything that surprised you as you researched this issue?
Bernhard: I think we could have named 17 other things that we think would have led people to stop out and make returning to complete their degree more difficult. I don’t think academic probation would necessarily have been on that list.
The other thing I just really wanted to tout is that this feels, to me, like a relatively easy win. It’s essentially free. It feels small, but it could be incredibly impactful for students. There really hasn’t been pushback, because it just feels very common-sense. Now it’s just like, “Great, how do we get momentum, take action and make this change statewide?” I feel like in a year when we’re sort of feeling financially constrained, I think we should take the win.
A lot of what you’re talking about and pushing for is systemic change, but I want to close by asking you what your message would be to students on academic notice or probation right now.
Jez: When we’ve done previous research and we’ve talked about academic probation, what we hear from faculty and staff is they really saw it as an early warning sign, like “Hey, pay attention.” And then what we heard from students was the opposite. It was more like “You don’t belong, you’re not college material.”
So I think that a student should know that this status doesn’t mean you’re not college material and you don’t belong and you can’t do it. I think of it more like a wake-up call. Obviously, there are some students where some sort of crisis happens in their life, and they need to get through that moment and then get back on track. And when they hit that crisis, it’s really important to reach out to their institution because they can take incompletes or withdraw or there are other strategies that make it so that this doesn’t have an impact on their GPA.
If it’s something that’s sort of like a bigger issue where they’re having to work full time and trying to figure out how they balance their studies, reach out to your institution. There are also a number of community-based organizations that can support students. Also, many struggles aren’t visible, but students are far from alone in grappling with this. In many ways, it is a very normal experience. Students can successfully, absolutely make it out of this temporary status.
It’s really like the institution’s obligation to help the student. It is not like, “Go figure it out, student.” The institution needs to help figure out with the student, “How do we support you to success?
My last recommendation is a general customer service one. If you call customer service and the person’s not helpful, I wouldn’t try to convince that person how they should help you. Sometimes, you just hang up and find someone else. Our institutions are pretty big, so there are lots of people. Find a person that can get to your issue and that’s willing to help.
