Academic Performance Workflows

Background and Policy

1 Background and Policy

*Please note that the term academic ‘warning’ was previously referred to as academic ‘probation’.

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 warning and disqualification. The entire policy can be read on our website. Academic Performance and Progress | Graduate Division. The Graduate Division is responsible for tracking each student’s academic status, placing students on monitoring and warning (standing) as needed, and conducting the follow ups of students on standing as needed.

To remain in good academic standing, a graduate student must meet the following standards of scholarship established by The Academic Senate and the Graduate Council:

Establish a GPA by taking courses for letter grades
Maintain a minimum cumulative grade point average of 3.0 (Senate reg. 300D and 350D)
Complete course work. The standard will not be met if the student has 12 or more units of unfinished coursework: Incomplete (I), No Grade (NG), or No Record (NR)
Meet all departmental degree requirements, as outlined in the General Catalog(Senate reg. 255B, 255C, 265, and 270)
Master's students must complete the master's degree within the four-year time limit (Senate reg. 300A)
Doctoral students must meet departmental specific time-to-degree standards based on admission year (Senate reg. 350A and Graduate Council rulings)

There are three main parts to Academic Performance Tracking

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.
Following up on students who are already on monitoring or warning.
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

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

https://ucsb-atlas.atlassian.net/l/c/17Gz1gL1

Week 10 through Week 3

Staff Grad Advisors are collecting Progress Plans for students with a follow up due
- https://ucsb-atlas.atlassian.net/l/c/tkXLoRqA
Staff and Faculty Grad Advisors are completing the follow up actions (due at the end of week 3)
- https://ucsb-atlas.atlassian.net/l/c/8QEBqGov
Staff and Faculty Grad Advisors are entering any new departmental standards cases
- Department Standards of Scholarship Report Action

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
- https://ucsb-atlas.atlassian.net/l/c/c2mmE3ii

Week 4-7

Staff and Faculty Grad Advisors are collecting progress plans for students newly on monitoring and completing the Progress plan actions
- https://ucsb-atlas.atlassian.net/l/c/c2mmE3ii

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

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

Standing Type = The standing they are on

Monitoring
Warning

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

Category	Reasons

Category	Reasons
Time to Degree	Advancement Masters Completion Doctoral Completion
Coursework Performance	GPA Incompletes
Departmental Standards of Scholarship	Committee Formation Exams Departmental Standard

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

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

For more specifics on Time-to-Degree https://ucsb-atlas.atlassian.net/l/c/rxAuhEmR

For more specifics on Coursework Performance https://ucsb-atlas.atlassian.net/l/c/AN0S70hg