Department Standards of Scholarship Report

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 or University standards, the Department Chair or Graduate Advisor may recommend monitoring status, academic probation, or academic disqualification to the Graduate Dean.

https://www.graddiv.ucsb.edu/policy-procedure/academic-performance-and-progress#Performance-Standard

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 this documentation as well: https://ucsb-atlas.atlassian.net/l/c/aEvXf19u

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

What if the student doesn't sign a progress plan or respond to the department's request for one?

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 and click the Begin Action button

Step 1 - Submit Department Standards Report - Completed by the Staff Graduate Advisor

Can anyone else complete this step?

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.

Enter the Report quarter (required)

Indicates the quarter you want the Standing Status to begin
Enter the Situation Description (required)
- Explain why the department is making the request. How is the student not meeting departmental standards of scholarship?
Upload the Academic Progress Plan (required)
Upload supplemental documentation (optional)
- These are documents that you think will help the Graduate Division evaluate the case, such as emails from the student’s advisor describing the situation, or excerpts from your Graduate Handbook that help explain how the student isn’t meeting departmental standards.
Select the Suggested Standing (required)
- Monitoring or probation
Submit the step, which will move the workflow to Step 2

Step 2 - Approve Department Standards Report - Completed by the Faculty Graduate Advisor

Can anyone else complete this step?

Yes, the Department Chair role can also complete this step, however it is expected that this will be done by the Faculty Graduate Advisor.