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The Follow Up Action is what is done needs to be completed when a student has previously been on monitoring or probation, and it is time to follow up with a new progress plan and recommendation for continued monitoring/probation, etc. The GradPoint Workflow consists of the following steps, which are explained in step-by-step detail below:
Request an updated Academic Progress Plan from the student (Staff Graduate Advisor)
Graduate Division will prompt you according to this timeline https://ucsb-atlas.atlassian.net/wiki/spaces/GUM/pages/17057448186/Draft+-+Academic+Performance+Workflows#Processing-Timeline
Upload the Academic Progress Plan to the Follow-Up Action in GradPoint (Staff Graduate Advisor)
Approve the Progress Plan and the Suggested Outcome (Faculty Graduate Advisor)
Review the Follow-Up Action, create the notification letter (Academic Services Staff)
Approve the Follow-Up Action, which results in the notification letter being sent and finalizes the process (Graduate Associate Dean/Dean)
Follow Up Schedule
Follow Ups have a certain schedule, so it is important to pay attention to the Follow Up Quarter, which is when the Follow Up is due. Both the Action Tab and the Follow Up Report display the Quarter, which is that quarter that the Follow Up is due.
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Coursework Performance and Departmental Standards Follow-ups
Whenever a student is placed on standing for a coursework reason (GPA/INC) they will always have a follow-up due the next quarter until they meet their goal
For example, if a student is on monitoring for a low GPA starting in Fall 2022, they will have a follow-up due Winter 2023 (and every quarter after that until they meet their goal)
Time-to-Degree Follow-ups
When a student goes on monitoring for the first time for exceeding a time-to-degree (TTD) or time-to-advance (TTA) deadline, they are placed on monitoring, and followed up on after 3 quarters. In these cases, you will see follow ups that are due in the future
After the 3 quarters have passed, and the student still hasn’t met their milestone, then the follow-up scheduled changes to every quarter. For example, if Student X exceeds their TTA as of Fall 2022, they are placed on monitoring for Fall 22, Winter 23, and Spring 23. Their Follow-up quarter is Fall 2023. If they haven’t advanced by Fall 2023, their follow-up needs to be completed. Their next follow-up will be due Winter 2024. At this point, a follow-up will be due each quarter until the student meets the milestone.
What if we want to follow-up sooner than the future follow up quarter?
There may be some circumstances when a department wants to submit a Follow up earlier than when the Follow up is due. For example, if a student is placed on monitoring for TTD for the first time in the fall, their follow up quarter will be set to the following fall quarter. If by the winter, the student isn’t keeping up with their progress plan and the department wants to escalate to probation for spring, then we would need to override the follow up quarter to change it to be for the spring, instead of the fall.
We might also have cases where the department wants to keep the standing at monitoring, but wants to submit a new progress plan and have a new letter sent to the student. We would also use the override for that purpose as well.
If you find yourself in one of these scenarios, contact Rickie Smith (rickie@ucsb.edu) and request to move the follow up quarter.
How Do Follow-Ups get cleared when a student meets their milestone or leaves the program?
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