Academic Advising Advising Resources

Academic Probation

There are a variety of reasons why a student would be on probation in any given semester. A failure to manage time well, too much time spent with friends, the internet, computer games, illnesses at just the wrong moments, you name it, it happens. Probation status includes any semester where your cumulative GPA falls below a 2.0. So this is where you are. From this point forward you get to decide how you move forward. And there are those around you who want to help. Let’s make the most of it.

The bottom line is, Westmont wants you to succeed. Though this is a hard place, Westmont only admits those students who have the best opportunity to be academically successful. It would be unethical for the college to admit just anyone, which is why the admission standards are high. So the fact that you are here in the first place means that you belong here. But it does mean that some things that were not helpful last semester will need to change this semester. Because if nothing changes, then you can expect that another semester will bring the same below average results.

The first place to start is to take a long, hard look at what happened last semester. Was it an issue with managing time? Adequate preparation for exams? Starting the paper you needed to write early enough? Were you in classes that you really did not care for? Some other reason? Identifying the problems from last semester is key to your future success.

Where you are going

The hope is, that after this semester of probation, you will never need to worry about this again. That your cumulative GPA will rise above a 2.0, and that you will never look back. First-semester first year students make up the majority of the students on probation as they only have one semesters worth of work reflected in their cumulative GPA. If this is you, don’t worry. As you complete additional semesters and earn more credits, the impact of any low course grade is lessened. So keep your chin up, it will get better soon!

How you’re going to get there

This next semester is going to be spent planning well and working to change some of the negative things from last semester. Here are the things you are going to do:

Enroll in the Successful Scholars Seminar Class - This is one place where you will get all of the information that you ever (never?) wanted to know about how to study smarter instead of harder. You should not be bookworms, spending all of your time in the library, nor should you be party animals who don’t know that we have a library. Balance is the key, and in this course you will learn how to develop that balance and self-monitor your activities.
Retake any courses where a D+ or below was received – A little known academic policy allows students to retake any classes in which they received a D+ or below. When you do this, your new grade is what is factored in place of the old grade into your cumulative GPA. The old grade still appears on your transcript, but it no longer impacts your cumulative GPA. If the course is offered in the next semester, this is the easiest way to get off probation. If not, then it will become part of your long term goals for improving your cumulative GPA.
Enroll in classes that will meet requirements but will also be interesting – It is pretty well known that you will spend more time working for something that you are interested in, so let’s see if you can plan to take classes that appeal to your natural interests.
Meet with the Coorinator of Academic Support Services at least once per month – This way, if there are any questions, concerns, or large assignments and exams coming up, you will have someone to partner with on breaking things down into smaller chunks.

What happens if you don’t get there the first time?

On occasion there are students who need more than one semester in which to improve their cumulative GPA above a 2.0. If, after one semester you fail to improve your cumulative GPA to above a 2.0, then you will be automatically suspended. You will have the opportunity to appeal that suspension, and request to return back to the college for one additional probationary semester. The steps you take, and the resources you seek out now will enhance your appeal letter and your chance of returning back to Westmont. The Coordinator of Academic Support Services can help you in this process as well. You can contact the director at (805)565-7160 to set up a meeting time.

Changing Your Advisor

Obtain a Change of Advisor form from the Student Records Office or from the Registrar's web site.
Visit your FORMER advisor and get his/her signature so they know to pass on your advising file to your new advisor.
Then visit your NEW advisor and get his or her signature.
Bring the form back to the Student Records Office.

Major and Minor Declaration Forms

The Major Declaration Form should be filled out whenever you are ready to make your decision regarding a major official, but no later than the end of your sophomore year. To do so, you must print the form from the Registrar's web site or pick up a copy in the Student Records office. Fill in the form completely, have your advisor sign it and bring it to the Student Records Office. If you are changing your major or your advisor, you must also have your former advisor’s signature. All students enter Westmont as “Undecided”. You do not have an official major recorded until you complete this form.

The minor declaration form should also be completed when you are ready to make your final decision regarding a minor. To do so, you must print the form from the Registrar's web site or pick up a copy in the Student Records office. Fill in the form completely, have your minor advisor sign it and bring it to the Student Records Office. If you are switching minors or advisors, you must also have your former advisor’s signature. Minors are not required to graduate from Westmont, but may help give you skills and background knowledge that will help you in your future educational and career pursuits

Transferring Classes

So you want to take classes during the summer? Well this is great, and with a little planning you can make sure that the work you do over the summer will transfer back to Westmont and meet the requirements (General Education, major or elective) that you want. Follow the steps below and you will be set!

Step 1: Decide what kind of credit you want

Students can take many kinds of courses during the summer months. These can include courses to meet General Education requirements, courses toward a major or a minor, or elective courses. All students will need 124 units to graduate with their degree, and some of these units can be taken away from Westmont.

The areas of the General Education that students typically target for their off campus program classes are in the Common Inquiries and Common Skills areas. The Common Context courses must be taken at Westmont or on a Westmont approved off campus program. Also, be careful with taking coursework towards your major at other schools. Some departments have strict restrictions over the kinds of courses they will allow to be used to complete their major requirements.

Step 2: Determine what classes we offer here to meet those areas

The easiest classes to transfer back to Westmont are courses similar to the ones that we teach on campus. So if you are looking to meet the Common Inquiry: Exploring the Physical Sciences requirement, you could look at the courses Westmont offers to meet that area by referring to the GE Courses document on the Student Records office website. Seeing that Westmont offers PHS-007 Astronomy to meet that requirement, you can look to see if your local college offers this class during the summer. You will need to get any courses pre-approved before you take them, but the easiest ones to get pre-approved are ones similar to the courses that are offered at Westmont.

Step 3: Transfer agreement already, or pre-approval form?

You will also want to look at the Student Records office to see if we have a transfer agreement with the college you are considering attending. Under the "Transfer Credit" header there is a drop down window for “Transfer Agreements”. By clicking on one of the colleges listed, a pdf document will appear letting you know all of the courses that have been pre-approved to meet Westmont's General Education requirements. You can take the course without having it pre-approved.

If we do not have a transfer agreement already established, you will need to request pre-approval for the specific courses you want to take. See step 5.

Step 4: Determine what classes your local college offers

Look at the summer schedule of the college that you would like to attend. If you need to fill out a pre-approval form for your classes because there is no transfer agreement, then you will also need to find the course descriptions for the classes. Remember that transfer courses for current Westmont students will only be accepted when taken during the summer. Concurrent enrollment (taking classes at Westmont and another college during the fall or spring) is rarely allowed and only by petition prior to enrolling in the course.

Step 5: Fill out preapproval form (if necessary)

On the Student Records office website you will see a drop down box for “Forms”. Select the Pre-approval form for Majors, Minors or General Education depending on the type of credit you would like to have.

If you submit the completed form with the course descriptions for each class prior to the end of the spring semester, you should receive notification about the approval or denial of the courses prior to the end of finals week. This can also be done via e-mail with the Student Records office staff if you decide mid-summer to take classes. Remember that if you do not get the courses pre-approved before you take them, you are taking a risk that they will not transfer back to Westmont and meet any of your remaining requirements.

Step 6: Take the class

Once the course has been approved and you know what requirements it will meet, you attend the class and complete the required coursework. Make sure you earn a C- or better, as Westmont will not transfer courses where a D+ or below is earned.

Step 7: Request a copy of the transcript to be sent to Westmont College

Once you are finished with your class, be sure to request a transcript from the college you attended to the Student Records office at Westmont. Once received, the transfer work will be posted per the pre-approval forms or transfer agreements. You should see the units appear on your transcript, and if the courses were taken for General Education credit, you will also see those appear on your Program Evaluation.