Step 1 - Propose Advancement to Candidacy (Staff Graduate Advisor or Student)
- Ashley Bradbury
- Kaylia Grant
Either the Staff Graduate Advisor or the Student can propose the Advancement to Candidacy Action in Gradpoint. Starting the action looks different for Staff Grad Advisors and Students, but once the action is in progress it will look the same.
When the Staff Graduate Advisor is proposing the Advancement to Candidacy Action, they will need to go to Gradpoint Academics and search for the student. Once in the student’s page, go to the Actions tab and click the “Begin Action” button. Under Action Category, select Advancement to Candidacy, then under Action, select Advancement to Candidacy, and then click “Begin”.
If the Student is proposing the Advancement to Candidacy Action, they will need to log in to Gradpoint Students. They should navigate to the Petition Actions tab, click “Start New Petition” and then select “Create Advancement to Candidacy”.
From this point, the action will look the same, regardless of whether the Student or Staff Graduate Advisor is entering the information. Instructions for entering the advancement information will come up, and the student’s committee will display:
Ensure that the committee is correct before moving forward. If the student has changed their committee since initially entering it in Gradpoint, they will need to complete a Committee Change action before moving forward with the Advancement to Candidacy Action. Committees cannot be updated in the middle of the advancement process without cancelling the entire Advancement Action and starting over.
Once you have verified that the Committee is correct, enter the qualifying exam date. Future exam dates can be entered in Step 1, but the workflow cannot move past Step 2 (Department Review) until the exam date is a present or past date.
Once the exam date has been entered, click the teal “Check Requirements” button, and the system will run a check on the University and Academic Senate requirements for advancing. If the “Check Requirements” button is not teal, this mean that an invalid date has been entered as the exam date (for example, a date before the student started their program).
If there is a green check next to each item, then the student is cleared to advance based on University and Academic Senate requirements. If any item has a red X, then the student does not meet that requirement, and something will need to be resolved before the Advancement can be processed (however, you can push the action to the next step, even if a red X is present). If you are unsure as to why a red X is appearing, or believe that there is a mistake, please contact gradacademics@graddiv.ucsb.edu.
Next, indicate whether the program has a language requirement. If there is no language requirement, click “No”. If there is a language requirement, click “Yes” and the system will prompt you to indicate which method was used to meet the requirement and which language was used.
If more than one language was used with the same method (for example, if a student is a Native Speaker in both Spanish and French) then separate the languages with a comma. If more than one language was used with different methods, select all methods that apply. If a student met the requirement with a language exam at UCSB, you will also need to enter the date that the exam was passed. If your department has a different method of meeting language requirements, please contact the Academic Services team.
If there is any information that should be recorded about the advancement, please enter it in the Step Comments box (if there is no additional information, you can leave this box blank). Once all required advancement information has been entered, the “Submit” button will turn green. Clicking “Submit” will finish Step 1 and move the action to Step 2.