Academic Performance Workflows
- Rickie Smith
- Ruby Gutierrez
Background and Policy
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*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. 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 warning (standing) as needed, and conducting the follow ups of students on standing as needed.
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
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 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 |
|---|---|
Time to Degree |
|
Coursework Performance |
|
Departmental Standards of Scholarship |
|
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