https://www.graddiv.ucsb.edu/policy-procedure/academic-performance-and-progress#Performance-Standard
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*Please note that the term academic ‘warning’ was previously referred to as academic ‘probation’.
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 probationwarning, or academic disqualification to the Graduate Dean.
The order of this workflow is as follows:
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 warning (since a consequence of probation warning is the loss of funding/employment)
In certain circumstances it may be appropriate to place a student on probation warning 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
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First collect an Academic Progress Plan for the student that outlines the steps needed to get back into good Academic Standingdepartmental expectations and the steps that the student needs to complete that quarter to make adequate progress. This can include scheduling/taking exams, enrolling in the right coursework, nominating a committee, submitted thesis/dissertation chapters, etc. The progress plan should be specific to the individual student and what they need to do that quarter.
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In this case, the Faculty Graduate Advisor or the student’s personal advisor should create a progress plan and submit it without the student’s signature. This should only be done in cases where the student isn’t responsive. Ideally, the student participates in the progress plan process in order to ensure that all parties are on the same page with expectations. |
Navigate to the student’s Action Tab in GradPoint Academics by searching for the student and going into their Action tab. Note - you must initiate this from the student’s action tab (not the Main Actions 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
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Enter the Report quarter (required)
Indicates the quarter you want the Standing Status to begin
Enter the Suggested Standing (required)
Either monitoring or probationwarning
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Select the Report Reasons (required)
You can choose more than one as necessary
Failure to Form Committee - If the student cannot form a committee, or their advisor decided to no longer work with the student, etc
Failure of Comprehensive/Qualifying Exam - If the student didn’t pass a milestone exam, such as a master’s comprehensive exam, the written or oral qualifying exam, etc.
Failure to Meet Department Standard - Any other departmental standard
Enter the Situation Description (required)
Explain why the department is making the request. How is the student not meeting departmental standards of scholarship? Be specific.
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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
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warning) 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
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