Academic Performance Workflows

Background and Policy

What is Academic Performance Tracking?

This describes the procedure in place for tracking students who are not in good academic standing. According to existing policy, students who are not in good academic standing are notified, placed on monitoring status, and create an Academic Progress Plan with the goal that the plan helps them achieve their academic objectives. Students who don’t improve are subject to academic probation and disqualification. The entire policy can be read on our website. https://www.graddiv.ucsb.edu/policy-procedure/academic-performance-and-progress. The Graduate Division is responsible for tracking each student’s academic status, placing students on monitoring and probation (standing) as needed, and conducting the follow ups of students on standing as needed.

There are three main parts to Academic Performance Tracking

1. Detecting and placing students on monitoring status for the initial violation of not being in good academic standing (for example when they first exceed their time-to-advance deadline or their GPA drops below 3.0 for the first time), and collecting an Academic Progress Plan.

2. Following up on students who are already on monitoring or probation.

3. Clearing the status when the student gets back into good academic standing.

Processing Timeline

Week 10 - Graduate Division will email departments directing them to start the follow up process (for time-to-degree and department standards cases), enter any new Departmental Standards cases, and Resolve any Departmental Standards cases as appropriate

• https://ucsb-atlas.atlassian.net/l/c/FyA1ipYU

• https://ucsb-atlas.atlassian.net/l/c/SgqqzsUP

Grading Deadline - Graduate Division will email departments directing them to start the follow up process for coursework cases

Week 10 through Week 3

• Staff Grad Advisors are collecting Progress Plans for students with a follow up due

• Staff and Faculty Grad Advisors are completing the follow up actions (due at the end of week 3)

• Staff and Faculty Grad Advisors are entering any new departmental standards cases

Week 4

• Graduate Division sends monitoring letters to students newly on monitoring

• Academic Progress Plan Actions for those students are available to submit in GradPoint

Week 4-7

• Staff and Faculty Grad Advisors are collecting progress plans for students newly on monitoring and completing the Progress plan actions

How do I tell if a student on on Monitoring or Probation?

The student’s standing records appear in their Standing Tab. Navigate to the student you wish to view, and click on the Standing Tab:

Open

Standing Type = The standing they are on

• Monitoring

• Probation

Reason(s) = Why they are on standing

• GPA

• Incompletes

• Masters Completion

• Doctoral Completion

• Advancement to Candidacy

• Committee Formation

• Exams

• Departmental Standard

Standing Status = the status of the standing for that quarter

• Resolved = they met their goal and the status was resolved during that quarter

• Unresolved = they did not meet their goal and it was not resolved that quarter

• Canceled = the status was canceled (this is usually due to the student going on a leave of absence, or leaving the program)

Standing Categories and Reasons

Where do I see their previous Progress Plans and Monitoring/Probation letters?

These records appear in the student’s Documents Tab. Navigate the to student and then to their Documents Tab in GradPoint.

Open

For more specifics on Time-to-Degree

For more specifics on Coursework Performance