Subject: Standard Definitions of Academic & Administrative Terms
Effective: September 2000
Last Revised: August 8, 2022
Procedures for Standard Definitions of Academic & Administrative Terms
Although each university in the University of Maine System (UMS) develops specific implementation practices and procedures for many academic and administrative actions, a standard definition of terms exists to facilitate cross-institutional enrollments, transfer within the UMS and production of UMS student transcripts. Each university will include the definitions in catalogs and other appropriate institutional publications.
1. Academic Terms
A. Academic Dismissal – When a degree student is not making satisfactory progress toward a degree, an appropriate official/committee at each university takes dismissal action against the student and (s)he is not allowed to take any courses as a matriculated student at that institution.
1) The student is not normally allowed to apply for readmission.
2) The action is posted to the official academic record.
3) A hold is placed on the student’s record to preclude enrollment as a matriculated student at that institution.
B. Academic Probation/Warning – The degree student whose grade point average indicates that (s)he will have difficulty achieving the required minimum GPA to graduate will be notified of this possibility.
1) Academic probation/warning may have an impact on financial aid awards.
2) Posting probation/warning on transcripts varies with each institution.
C. Academic Suspension – When a degree student is not making satisfactory academic progress toward a degree, an appropriate official/committee at each university may take suspension action against the student.
1) The student shall not take courses as a matriculated student at that institution for the next academic semester nor thereafter until the conditions established for termination of that suspension have been met.
2) The action is posted to the official academic record.
3) A hold is placed on the student record to preclude enrollment as a matriculated student at that institution until the conditions of the suspension have been met.
4) The student may enroll as a non-degree student at any UMS institution.
D. Repeat Grades – With one exception, institutions allow students to repeat courses that result in only one grade being computed into the GPA and the earned hours accruing only once. The method used to recompute the GPA varies with each institution.
E. Satisfactory Academic Progress – In keeping with Title IV Federal Financial Aid Regulations continued eligibility for financial aid depends on a student making satisfactory academic progress (SAP) toward completion of degree requirements. The guidelines require the policy to include both qualitative (GPA) and quantitative (attempted versus earned hours) measures. The maximum time for receipt of aid may not exceed 150% of the published length of the program as measured in academic semesters. The practices at each university are being reviewed to determine the possibility of developing a single educational progress scale that incorporates both the federal and university requirements.
1) Financial Aid Probation – If a student fails to meet the minimum requirements, (s)he will be placed on financial aid probation. The student may receive financial aid for the probationary term(s) but must complete the designated number of credits with the corresponding GPA by the end of the probationary period.
2) Financial Aid Suspension – Suspension results from failure to meet the minimum GPA and to attain the required minimum earned credits at the end of the probationary semester. Financial aid is not available.
F. Transfer Credit Evaluations Within the UMS – Board of Trustees policy is to provide the maximum opportunity for transfer within the System. When a student is accepted for transfer, all undergraduate degree credits obtained at any institution of the University of Maine System will be transferable to any other institution but may not be automatically applied to the specific academic degree program to which the student has transferred.
2. Administrative Terms
Students in violation of the Student Conduct Code may be subject to disciplinary action by the University pursuant to the Code.
A. Administrative Suspension – The suspension may be separation from the University for a specific period of time or until other conditions have been met.
1) The student shall not be admitted as a matriculated student by the same or another institution for the next academic semester nor thereafter until the conditions established for termination of that suspension have been met.
2) The student may enroll as a non-degree student at another UMS institution.
3) The action is not posted to the academic record.
4) An administrative hold is placed on the student record to preclude enrollment at all UMS institutions.
B. Administrative Dismissal – The UMS Student Conduct Code contains sanctions for students that include dismissal from the University.
1) The student is not entitled to apply for readmission.
2) An administrative hold is placed on the student record to preclude enrollment at all UMS institutions.
3) The action is not posted to the student record.
3. Hold Types
Several hold actions are posted to student records to preclude student enrollments and other appropriate university services. A cross-institutional hold facility with the Student Information System applies to the areas listed below.
A. Academic – as a result of academic suspension or dismissal
B. Administrative – as a result of an administrative suspension or dismissal
C. Financial – as a result of a student who is in arrears to the UMS
1) Student receivables = >$100
2) Student loans >$0
4. Hold Actions
Hold actions taken against the student are dependent on the hold type.
A. Cross-Campus Holds
1. Registration as a matriculated student. Registration is not allowed at any UMS institution as a result of any or all of the hold types listed below.
a. Administrative suspension
b. Administrative dismissal
2. Registration as a non-degree student. Registration is not allowed at any institution as a result of the hold type listed below.
a. Administrative dismissal
3. Transcript requests – Regardless of a financial hold, student transcript requests must be honored by all UMS universities, consistent with the conditions of APL IX-K: Process for Releasing Official Transcript and/or Diploma for Students with Financial Holds.
4. Diploma – Attendance at the commencement exercises is allowed and a diploma must be released to the student consistent with the conditions of APL IX-K: Process for Releasing Official Transcript and/or Diploma for Students with Financial Holds.
B. Campus-Based Holds
1. If a student is academically suspended or dismissed from a UMS institution, the student may not register as a matriculated student until such time as that institution readmits the student. The institution shall place a campus-based hold to prevent registration as a matriculated student. This hold will only affect the student’s status at the UMS institution which took one of the following actions against the student.
a. Academic suspension
b. Academic dismissal
- Policy Manual Section 304: Transfer of Academic Credit
- Policy Manual Section 307: Admission or Readmission of Students
- APL X-D: Transfer of Academic Credit
- APL X-K: Admission or Readmission of Students
- APL IX-K Process for Releasing Official Transcript and/or Diploma for Students with Financial Holds