feedback needed, disqualification appeal letter

Parents Forum
1

It is very long, and while all of it is true, I feel like I need to chop it down. It is my freshman year at Xxx, first quarter, and I did not achieve a 2.0 gpa hence the potential disqualification.

To Ms. xxxx,

I am writing to you in hopes of expressing how much the importance of my education means to me, as well as to outline the steps I plan to take in order to acquire academic success. I understand the college has minimum guidelines set for all students and my GPA fell below the necessary requirements leading to my dismissal.  I took my admission into ***** for granted and instead of starting my first quarter with an eagerness to learn, I instead started with a stubborn, prideful demeanor. I thought that the resources Xxx had to offer, such as counseling, academic advising, taking time to learn at the libraries, and getting help from the L’xxxx,weren’t needed for success in my studies. I realize now, all but too late, that I was wrong. I needed help with my classes and I should have sought it out. Instead of going to my professors or TA’s with questions, I sat in my room and hoped that I would figure it out myself, which led to no where. When I didn’t grasp a concept in class, I didn’t set aside enough time for studying, and figured I simply “wasn’t smart enough.” I now realize that such an attitude was an excuse, not a reason. There are those who listen and actively try to improve themselves and the others give minimal effort and wonder why they didn’t succeed. Unfortunately, I was the latter when it came to this past fall quarter. I only realized it when it was too late. My self deprecating mindset was not acceptable nor productive. I needed to utilize the resources available to me, not wonder why I wasn’t doing well. I did not make the correct decisions during my first quarter at Xxxx, and I feel immense disappointment in myself because of it. It is with sincerity that I wish to appeal my disqualification in hopes of righting my wrongdoings and achieving academic success. Success at xxxx will not only affect my future career, but also give me positive qualities that I will carry with me through adulthood, as working hard and managing my time effectively are essential to graduating.

This past quarter was difficult in regards to my personal life. I was diagnosed with severe anxiety and depression, which affected my productivity at school. I was swamped in school work by not utilizing the resources available to me, and was not in the right mental state to navigate myself to a correct path. I was not open with my mental health issues, and it took me longer than it should have to get help. I eventually told my parents and they gave me their full support in helping me succeed. I feel ashamed that with all the money they spent in helping me with my mental health, as well as trying to give me a good education, that I couldn’t even pay them back by getting decent grades. However, I eventually got help thanks to their assistance. I am now on prescription medication and am working closely with a counselor. I feel really ashamed of myself for my lackluster performance in the 2018 Fall Quarter and I am now in the best place, more than ever, to show everyone at Zxxx. that I can accomplish academic success. I took 12 units and only studied an hour or two a week, swapping more study time for 30 hours a week of work. Working such a large amount was my attempt in assisting my parents with the large financial strain that I put on them. It is difficult to pass classes with such heavy mental obstacles, let alone working such a large amount which left me too tired to study more than a couple hours a week. But, my poor grades leading to a potential disqualification was a wake up call. I realize now that the best way to repay my parents is to work harder at school.

I have a different plan this coming quarter to help me achieve the success that I now crave. I realize that I can not continue my old schedule and habits and still expect to do well. I need to have better study habits I am going to take 16 units. On Tuesdays and Thursdays, I am going to take Writing xxx8-9:50) , Bio Sci xx(2-3:30), and Sociology xxx(3:30-4:50,) along with Uni Studies 1 (discussion Thursday 10-10:50.) I will attend the lecture for Uni Studies on Wednesday from 4-4:50 and discussion for xxxxxx Wednesday 3-3:50. To ensure that I triumph in my winter quarter, I have time set aside to study a cumulative 10 hours a week, with 4 hours on Monday, 2 hours on Tuesday and 2 hours on Thursday after I go home for the day, and 3 hours on Friday, my only weekday besides Monday off. I am limiting my work time for Saturday, which leaves me Sunday for a relaxing day. My new schedule allows me to have even more study time than what I have allotted if I need it, and when I do study on Monday and Friday I am planning on going to the school libraries to do so, for limited distractions. I am also planning on utilizing the strategies I will learn in the mandatory Study Table workshop to help improve my academic performance.

Getting poor grades in my first quarter at Xxxxwas incredibly disappointing, but I have no one to blame other than myself. I take full responsibility for such a terrible performance. However, I also feel that had I not sunken this low, I wouldn’t have had the wake up call that I needed to get myself together and therefore succeed to the best of my ability. I am pleading to continue my studies at Xxxx for another quarter to have the chance I need to put myself back on track. I lost my sense of direction during the fall quarter and hit rock bottom, but I got the help I needed and I plan to only go up. I will not allow myself to fail as I did during the fall. I have learned from my mistakes, as continuing my old patterns would only keep me from succeeding. By continuing at Xxx, it will help me succeed as an individual academically by helping me on my future career path, and I will be able to display how I have matured personally by achieving the great grades in my classes that I should have achieved during the fall. I plead with earnestness for the second chance that I need. Thank you for both your time and consideration.

Sincerely,
xxxxxx

2

This is a great start. I don’t know specifically what Xxx looks for in these letters, but if I were a prof or dean reading this letter [I’m a prof at a health professions school], I might want less apology and explanation of the past, and more concrete strategies for success and, importantly, accountability going forward. You mention that you did not access TA or professor support, nor take advantage of other academic support resources that were available. I would build in some very concrete checkpoints and triggers for the coming quarter: If I receive a grade below XX on an exam or an assignment, I will meet with the TA. Prior to each exam, I will [join a study group], [develop a study guide] [access a practice exam]. Your planned course load and schedule adjustment are a solid start, but tell UCI how you will specifically stay on top of your grades throughout the quarter.

3

Lose the first paragraph. In the second, detail what you will do to change (get help from TA, cut down on work hours).

4

Way too long and needs to be focused that you have a medical diagnosis, are being treated, and have a plan for success.

As an aside 10 hours/week of studying for 16 credit hours is insufficient. Rule of thumb at my Dd’s school is two hours of studying for every one hour in credit hour. For some classes it is even higher.

5

I don’t know if you can get the moderators to remove the school name. Usually people don’t include them online.

This is absurdly long. You are not talking to friends. This is an administrative board with many things to do.

I will give you an example:

I am writing to appeal my disqualification due to not meeting XXXX 's minimum GPA of 2.0 and hope you will consider my plan for improvement, if I can have a second chance.

There were two main factors in my academic failures this past semester. 1) I developed severe anxiety and depression and waited too long to seek help. I eventually told my parents and I am now on prescription medication and working closely with a counselor. 2) I worked 30 hours a week while taking 12 credits, to help my family out. I plan on working ???hours if reinstated and will make my studies a priority.

If I am allowed to continue, additional aspects of my plan include ???continuing with a counselor, consulting with my advisor, making a schedule of study hours and sticking to it, using the library to reduce distractions, and utilizing the strategies I will learn in the mandatory Study Table workshop to help improve my academic performance.

I take full responsibility for poor time management and not prioritizing my studies, and have taken steps for better mental health. I hope you will consider this appeal.

If I cannot be reinstated immediately, I would further ask for a medical leave (withdrawal???), rather than dismissal, so that I can prove my ability to function at the level the university requires, and return to finish.

Please do not use this verbatim but write your own. I am illustrating the kind of conciseness and emphasis on positive steps that are needed in a letter like this.

Please not the ending where I mention a medical leave. My honest opinion in this kind of situation is that you take time off and try to get yourself together over a longer period of time. You are not yet ready to improve if you have only recently started meds and therapy. Your work hours are a huge problem: perhaps living at home and attending community college would be better financially, for the first years of college.

If you have a documented mental health issue, you can request a medical leave rather than disqualification. As a person with a “disability” you have certain rights. You could also meet with a dean about withdrawing for medical reasons. You would lose your 12 credits but it would wipe your transcript clean.

Please talk to an administrator, dean or advisor to determine the best path. And consider that this wake up call may lead to other paths besides continuing next semester.

6

“please note” not “not”…typo…sorry my computer keys aren’t working well!

7

One of the most important things to remember…yours won’t be the only letter being read. So…hit the facts and leave out the other stuff.

Your letter is way too long.

Write your own letter…but keep it brief like the one SAMPLE posted here. This has to be YOUR voice speaking, not Calmom. At some schools, you will be invited for an in person conversation…and if the letter isn’t your words, that will be clear.

So…brief, bullets, facts only. Make it very clear what you have already done to reconcile the issues and what you will continue to do.

The committee doesn’t really care about your schedule of classes. At all.

And lastly…with a GPA BELOW 2.0, this means you likely failed a course or two…right?

8

Agree that it is too long. Good suggestions above - each of the first two paragraphs can be reduced by 2/3rds. I don’t know where you got the idea that college students study 10 hours a week - the norm is to allocate 2 or 3 hours a week per credit hour. Don’t even mention the specific hours you will study.

9

Again consider that leaving is the right thing for now. Get more treatment, make a better financial plan, and talk to the university about the possibility of reapplying (if you are dismissed) or returning (if you take a leave. Try to talk to the appropriate person at the university.

10

  1. You say " how much the importance of my education means to me," yet when you must have gotten poor test grades during the semester you didn’t do anything differently.

  2. Is a retroactive medical withdrawal a possibility since you were diagnosed with anxiety?

  3. Was it your anxiety that caused you to not want to go to office hours/TA?

  4. Federal guidelines state that for every class hour, you should be doing 2-3 hours of studying/reading/homework/writing. So 10 hours is not enough…it should be more like 30 if you are taking 16 hour of credit.

11

Compmom’s version is much better. You don’t need all the overwhelming mea culpa, “my bad,” I made this mistake and that one, cuz…followed by all the reasons you should be dropped.

But you don’t get to just promise to be better. You need to show steps you are taking. Promises can be empty. Especially after telling them you didn’t take it seriously, took the admit for granted, etc. Why should they believe you changed?

I didn’t even read as far as the medical. You spent so much time on why you’re wrong. Keep in mind how first impressions are formed. This isn’t hs where they want remorse. It’s college, they want to trust your plans.

Have you now talked to your advisor?

12

A successful appeal must do several things:

  1. show that you understand what went wrong
  2. show that you take responsibility for the academic failures
  3. show that you have a plan for future academic success
  4. in a broad sense, show that you are being honest with yourself and the committee

Here are some examples:

http://collegeapps.about.com/od/Academic-Dismissals/a/Sample-Appeal-Letter-For-An-Academic-Dismissal.htm

Some of this is general, and some specific to your situation.

  1. search this topic on CC and you will see many other posts on academic appeals
  2. Make sure your letter states what the issue was that caused you to have academic difficulties
  3. Did you talk to your professors/dean of students about the issue?
  4. Did you make use of the many resources your school has? if not, why not?
  5. Find out what those resources are…e.g. counseling center, talking to professors, talking to your adviser, withdrawing from class, talking to dean, maybe taking incompletes. Include specifics from your college. Here are more ideas http://talk.qa.collegeconfidential.com/college-life/1920853-college-is-a-step-up-from-hs-16-tips-on-doing-well-in-college.html
  6. State how you would use those in the future
  7. How are you addressing what caused the issue?
  8. Think about if you should continue at college, or take a break.
  9. Think about if you should continue at a community college, to be close to your family
  10. How is your college funded? Will that continue?

In general, keep in mind what the college wants…they want students who can succeed. They need to know that you understand what the issue was, know now the resources that you can use, how the problems is resolved so you will not have academic issues in the future.

Here is a post that I saw on this topic from someone who is on a committee that review these letters:

My committee would consider you a strong case for reinstatement if you can provide:
a) documentation from your health care provider of a diagnosis (if medically related)
b) confirmation from your health care provider that you have been compliant with treatment and your situation has improved so that you are better equipped to handle the stress of college life if/when you return
c) details of how you plan to continue your treatment plan after you return to school
d) details of other campus resources you will use and adjustments you will make after you return to enhance your success
e) some statement of how you know your treatment has improved your situation (e.g. if you have been working during your time away and found it easier to handle the stress and demands as your treatment progressed)

13

The rule of thumb is at least two hours of out of class time for every hour in class. You say ten hours for sixteen credits. This seems insufficient for success.

Also, lose nearly all of the first. Write the second more clearly, perhaps with bullets about the new schedule. Talk formally about school resources you will use. Separate failure last semester from plan this semester --separate paragraphs.

Sorry you are struggling.

14

There is some very good advice posted here. Some points worth emphasizing:

  • if you have a medical issue that prevented you from performing well, please think very carefully, and consult with your doctor/counselor/therapist and parent(s), about whether you would benefit from taking a semester or two off to recover or develop effective management tools before returning to school. You and your school have the same goal: for you to succeed in completing your degree. Often some time away to focus on health is the best way to facilitate success.
  • documentation can be very important. My committee prefers/expects to see documentation of diagnosis and treatment for medical issues that the student requests to have taken into consideration.
  • legibility and conciseness are appreciated. My committee typically reviews hundreds of appeals in a multi-day marathon of meetings - that's a lot of letters that I have to read. Long, rambling expository letters are not as impactful as concise, well-organized and well-documented letters.