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*Please note, this page is a work in progress and more scenarios/exception types will be added over time. If you do not see your student’s specific situation described here, start with the general tips below and let us know if you have any questions about the information/documentation that would be needed for your student’s situation. Thank you!

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titleExample: Lift Academic Probation Hold

How to submit exception letter: Formal letter to the GEPA Associate Dean, sent via email to Norienne Saign. Letter must be signed by the dept/program chair and student’s faculty advisor, if applicable. 

Information to include in exception letter (in addition to “general” points listed above):

    • If applicable, explain any extenuating circumstances that resulted in the academic difficulty and how they were resolved or are being addressed.
    • Specific academic plan for future success, including specific course plan for the future quarter/s, expected grades, and whether failed courses will be repeated and when.
    • Include any planned support/resources being provided, such as planned check-ins with a faculty advisor.
    • “Consequences” if the student does not meet the agreed upon expectations/academic plan (i.e. dismissal from the program, etc.) and confirmation that the student understands the plan.

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In cases where the student initiated a request in EASy before the deadline, but due to administrative delay, the EASy request was automatically closed after the term ended and was not routed to the Registrar's Office, a formal petition may not be required. Instead, the program should follow the steps outlined below to process the request without a petition to GEPA Academic Affairs/EPC.  

  • The program should first verify that the request was initiated prior to the deadline and that it is "stuck" in EASy (if you need assistance viewing a closed EASy request, please submit a ticket to support.ucsd.edu). 
  • If the request is missing departmental and/or ISEO approval, the coordinator The approvals that could be missing are: 1) department/program, 2) ISEO (J1 / F1 student), 3) GEPA Financial Support Unit. In all cases, the program should open a ticket with GEPA's Financial Support Unit (https://support.ucsd.edu/services). If program approval and/or ISEO approval are also missing, the program will need to provide confirmation of approval from both in the request to FSU. Please provide the following information in the ticket:  
    • PID
    • Quarter
    • Course/s
    • Confirmation that the EASy request was submitted before the deadline but closed before being approved
    • If applicable, confirmation that the department approves of the request
    • If applicable, proof of ISEO approval if the student is on an F-1/J-1 visa  
    • If the request is only missing FSU approval, follow the same process above, excluding
    the last 2 bullet points
    • confirmation of program / ISEO approval.
    • If FSU approves, they will alert the Registrar to process the request.

Note: if the request was NOT initiated prior to the deadline, please see the process for retroactive requests below. 

Petitions Regarding Enrollment Actions: Require a General Petition

Outlined below are the processes for requesting retroactive actions. An action is retroactive if the request is made after an established deadline (see summary below). Retroactive requests are first reviewed by Sr. the Associate Dean Judy Kim; if she recommends approval is recommended, GEPA forwards the request to EPC for their final decision. The GEPA advisor will contact you once EPC has made a decision.

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