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This section describes how we track time-to-degree, how we formally monitor students, what Graduate Division and the home departments are responsible for doing. |
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Academic Progress Plan (APP) Collection 101
Academic Progress Plans (APPs) are used to document the plan of action that a student needs to take in order to get back into good academic standing. There are a few different ways we utilize and collect them.
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Required after the initial notification from the Graduate Division
In the first instance when students did not meet Coursework Performance or Time-to-Degree Standards, the Graduate Division will automatically send a warning/monitoring notification, and request that a APP be submitted within 3 weeks
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Required in Follow Up situations, as described below in https://ucsb-atlas.atlassian.net/wiki/spaces/GUM/pages/6596035483/Time-to-Degree%2BTracking%2BReporting%2Band%2BMonitoring%2Band%2BAcademic%2BProgress%2BPlan%2BCollection#Instructions-for-Quarterly-Time-to-Degree-Monitoring-Follow-Ups
Required when a department is requesting to initiate monitoring or probation for Departmental Standards of Scholarship.
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See https://ucsb-atlas.atlassian.net/l/c/cdyra0SN
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In cases where students are not responding to a request to submit a APP in a timely manner, which happens sometimes in follow up cases, or departmental standards cases, the Faculty Graduate Advisor can work with the student’s advisor to create a reasonable plan for them, and provide that plan to the student and the Graduate Division without the student’s signature. |
What is Time-to-Degree?
Time-to-Degree (TTD) and Time-to-Advance (TTA) are the amounts of time students are given to finish those milestones. Master's students must complete the master's degree within the four-year time limit (Senate reg. 300A), and Doctoral students must meet departmental specific TTA and TTD based on admission year (Senate reg. 350A and Graduate Council rulings). You can see each department’s time-to-degree standards on the Graduate Division’s website.
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If departments wish to formally alter their TTA/TTD, they can make that proposal to the Graduate Council as a Program Change.
Students who exceed their TTA or TTD are subject to monitoring status per this policy: https://www.graddiv.ucsb.edu/policy-procedure/academic-performance-and-progress#Time-to-Degree-Standards
How to use GradPoint to locate a student’s time-to-degree and academic standing
Programs Tab
Search for the student you wish to view, and navigate to the Programs Tab. The Time-to-Degree box will display the student’s Time-to-Degree Standard, remaining quarters, target, and exceptions. If the Remaining TTD is a positive number, then that is how many quarters the student has left within their TTD. If it is negative, that is how many quarters over they are. Please see https://ucsb-atlas.atlassian.net/l/c/ifnn1c1a for more specific descriptions of the data fields.
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Standing Tab and Documents Tab
To see an individual student’s Academic Standing history (such as the quarters they have been on monitoring status, navigate to the Standing Tab in the Student Profile. For a detailed description, please see https://ucsb-atlas.atlassian.net/l/c/c1F4VHpt. To view previous quarter’s Academic Progress Plans, navigate to the Documents Tab. For a detailed description, please see https://ucsb-atlas.atlassian.net/l/c/UnYbmGSd.
Reports - TTD Students/Programs Report
The TTD Students/Programs Report will return all of your students' time-to-degree information. To find the most up-to-date information on your current students, follow the instructions below.
Navigate to the GradPoint Reports Tab and make sure you have chosen the Academic Performance & Standing Report Set.
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Top of page:
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In the bottom tray you will see:
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Select the Time-to-Degree Report
Select the current quarter from the QTR slicer
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Choose Registered and On Leave from the Reg Status
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slicer (this eliminates students who have open objectives, but are lapsed).
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Note - use the Ctrl key to select multiple options from a slicer |
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The remaining quarters field will tell you how many quarters the student is under or over TTD.
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Additional details and descriptions about the slicers and columns can be found in https://ucsb-atlas.atlassian.net/l/c/5Pp96ujA
Instructions for Quarterly Time-to-Degree Monitoring Follow Ups
Students who exceed their TTA or TTD are placed on monitoring status during the first quarter they exceed it. The full TTD monitoring policy can be read on the Graduate Division’s website.
Graduate Division will send out notifications to students who have newly exceeded their TTD, however departments will need to follow up on students whose monitoring period has expired, and need new progress plans. The Graduate Division will send an email reminder to departments at the beginning of each quarter to do this process, and the Graddiv Google Calendar will also contain a reminder.
In order to find out which students' monitoring period has expired and need to submit a new progress plan follow the instructions below:
Navigate to the Academic Standing Report in GradPoint Academics Report Tab within the Academic Performance and Standing Report Set.
Choose the quarter from the “Quarter” Slicer
Choose “Department Pending” in the “Action” Slicer
Email the students on the list to prompt them to submit a new Academic Progress Plan (give the students a deadline to respond, such as 1 week*), and once the plan is received by the department, have the Faculty Graduate Advisor review, recommend the next action (continued monitoring, escalation to probation, etc.), and send the completed Academic Progress plan to gradacademics@graddiv.ucsb.edu.
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*If a student doesn’t respond in a timely manner, please work with the personal advisor/faculty grad advisor as necessary to create a reasonable plan on their behalf, as we don’t want the follow-up process to be delayed. |
For a detailed description of the different actions (warning, monitoring, and probation) see here.
For a detailed description of how different actions affect funding, see How Academic Status Effects Funding.
Instructions for following up on missing Academic Progress Plans for students who are new to monitoring
Every student who is on warning or monitoring status should submit an Academic Progress Plan to the Graduate Division. The student is notified to submit one when they are placed on monitoring status for the first time, but sometimes they don’t do so in a timely manner. To see which of your students have not submitted an Academic Progress Plan, please follow the instructions below;
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Navigate to the Reports Tab in GradPoint
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Navigate to the Academic Standing Report
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Choose the quarter you are interested in from the Quarter Slicer
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Choose “N” in the Progress Plan Slicer
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All of the milestone types will be displayed unless you restrict it in the Type Slicer. For example, if you want to just see results for time-to-advance, then select “TTA” from the slicer. If you don’t restrict it, then if you have a doctoral student with an open MA, who is not yet advanced to candidacy, you will see them on 3 lines in the report, one for their master’s time-to-degree (TTD MA), one for their time-to-advance (TTA), and one for their doctoral time-to-degree (TTD PHD or TTD DMA).
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What are the negative and positive numbers? In the “Remaining Quarters” column of the report, negative numbers indicate how many quarters over the milestone the student is. If you see a “-1” that means that as of the quarter you chose from the QTR slicer, the student is 1 quarter over. A positive quarter means that is how many quarters a student has left to be within time-to-degree. If you see a “0”, that means the quarter selected is the last quarter they are within time-to-degree.
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3 = 3 quarters left within time-to-degree -1 = 1 quarter over time-to-degree 0 = this is the last quarter within time-to-degree |
Additional details and descriptions about the slicers and columns can be found in https://ucsb-atlas.atlassian.net/l/c/5Pp96ujA