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Overview
If a student fails to pass master's exams, comprehensive exams, or qualifying examinations, cannot form a master’s thesis or doctoral committee, or fails to meet other departmental milestones, the Department Chair or Graduate Advisor may recommend monitoring status, academic probation, or academic disqualification to the Graduate Dean.
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Request an updated Academic Progress Plan from the student (Staff Graduate Advisor)
Create the Report which includes providing the details of the situation and uploading the Academic Progress Plan to the Follow-Up Action in GradPoint (Staff Graduate Advisor or Faculty Graduate Advisor)
Approve the Report(Faculty Graduate Advisor)
Review the Report, create the notification letter (Academic Services Staff)
Approve the Report, which results in the notification letter being sent and finalizes the process (Graduate Associate Dean/Dean)
Things to Know
Usually students are placed on monitoring status for at least one quarter before being escalated to probation (since a consequence of probation is the loss of funding/employment)
In certain circumstances it may be appropriate to place a student on probation without a quarter of monitoring first, such as when a student fails the first attempt at a qual/comp exam, and only has one attempt left.
Please read https://ucsb-atlas.atlassian.net/l/c/aEvXf19u and https://ucsb-atlas.atlassian.net/wiki/spaces/GUM/pages/1787625835/Standing+Tab#How-Academic-Status-Effects-Funding
How to initiate a Department Standards of Scholarship Report
First collect an Academic Progress Plan for the student that outlines the steps needed to get back into good Academic Standing
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Navigate to the student’s Action Tab in GradPoint Academics by searching for the student and going into their Action tab.
Click the Begin Action button
In the Action Category dropdown, choose Academic Performance & Progress Tracking, and in the Action dropdown, choose Department Standards of Scholarship Report
Step 1 - Submit Department Standards Report - Completed by the Staff Graduate Advisor
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Yes, the Faculty Graduate Advisor can also complete Step 1, however the Staff Graduate Advisor is usually responsible for collecting the Academic Progress Plan, so it is expected that the Staff Graduate Advisor will usually complete Step 1. |
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The data and the documents in Step 1 are not saved until you hit submit. If you refresh the page or leave the page before hitting submit, you will need to fill out all of the fields and upload the documents again. |
Step 2 - Approve Department Standards Report - Completed by the Faculty Graduate Advisor
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Yes, the Department Chair role can also complete this step, however it is expected that this will be done by the Faculty Graduate Advisor. |
Review the information entered on Step 1
The fields can be altered and documents reuploaded as needed. The supplemental document can be replaced, but it can’t be outright removed in this step.
Click the approve button to move the workflow to the Graduate Division
Clicking deny will end the workflow without sending the request to the Graduate Division. You would only click deny if you changed your mind and didn’t want to go through with the recommendation.
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Graduate Division Review and Finalization
Academic Services staff will review the request and progress plan, and create the standing letter draft. We might reach out to you for clarification as needed.
Associate Dean will review outcome, plan, and notification letter
When approved by the Associate Dean
The letter will be sent to student, staff graduate advisor, and faculty graduate advisor via email
The letter and plan will be archived and available in the student’s Documents Tab in GradPoint
The new Standing Action (monitoring or probation) will be applied and visible in the student’s Standing tab in GradPoint
The original Follow Up Action Record will be resolved
A new Follow Up Action for the next quarter will be created
Resolving Standing for Departmental Standards of Scholarship
Departmental Standards follow-ups cannot be cleared via an automated process, as these cases are based on standards that the Graduate Division cannot detect. All Departmental Standards cases that have been resolved will need to be resolved by the department via the Follow-Up Action https://ucsb-atlas.atlassian.net/wiki/spaces/GUM/pages/17057415537/Follow+Up+Action#Special-Note-on-Departmental-Standards-Follow-Ups
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