Step 2 - ATC Department Review (Staff Graduate Advisor)
- Ashley Bradbury
- Kaylia Grant
Once Step 1 has been completed (either by the student or the Staff Graduate Advisor), the Staff Graduate Advisor will need to complete Step 2: Department Review. In this step, the Staff Graduate Advisor will need to make sure that all information entered in Step 1 was correct, and that all requirements have been met. If there were any mistakes entered in Step 1, they can be corrected in Step 2.
Confirm that all department requirements have been met. For example, if the student is currently enrolled in a course that is being used to meet coursework requirements, please do not complete Step 2 until grades have been submitted so that you can verify that the student got an appropriate grade to meet the requirements. If the student completed Step 1 but has not met all departmental requirements, you can choose to let the Action sit in your To Do Actions queue until the remaining requirements are complete (eg. grades are entered), or you can Deny the step, which will end the Action. If Denied, a new Advancement to Candidacy Action should be started when appropriate.
Once all departmental requirements have been met, ensure that the committee listed is correct. If the committee listed is not correct, deny the action and work with the student to start a Committee Change action.
JDP programs will need to upload the JDP Form II at this point, please see these instructions. If the student is not in a Joint Doctoral Program, then please skip this step.
Check the exam date. If the date listed is a future date (ie. the date that the exam is scheduled for) the system will not allow Step 2 to be approved, because Committee Members need to indicate if the exam was passed in Step 3 but the exam wouldn’t have happened yet. In this case, you will need to wait until the exam date to approve Step 2.
Click the teal "Check Requirements" button to view whether or not the University and Academic Senate requirements for advancement have been met. Step 2 can be approved if one or more items has a red X indicating that the requirement has not been met, and the workflow will move on, but it will not move through the Graduate Division Review (Steps 5-6) until all of these requirements have been met.
Confirm that the Language Requirement information is correct. Double check method, language, and date (if required). If language exam dates are in the future, you will not be able to Approve the step until those dates have passed. In this case, you can choose to let the Action sit in your To Do Actions queue until the exam(s) are complete, or you can Deny the step, which will end the Action. If Denied, a new Advancement to Candidacy Action should be started when appropriate.
If all sections are correct and all requirements have been met, click "Approve" to move the Action to Step 3, which is the committee approvals step. If you need to deny the step for any reason, click “Deny”, and leave an explanation in the Steps Comments section.
As the workflow goes through various other approvals, you can keep track of it in Actions. If you’re looking for a specific student, go to the student's profile, click the Actions tab, and then click the down arrow next to the action you are interested in:
This will open more information about the action, along with a button to view the action. Click “View Action”:
This should open to the Action History Tab, where you will be able to see which step is waiting on approval:
Please note that you cannot see future steps in this tab, so you do not see the Faculty Graduate Advisor listed, or the Graduate Division approvals needed.
If you are not looking for a specific student, but want to see all of the students who have actions in progress, go to the Actions tab in Gradpoint.
Click “My In Progress Actions”, and then sort by the appropriate filters, and click “Apply”
If some of the categories aren’t coming up as a possibility, that means that you have no students in that situation.
We also have an Advancement Report on Gradpoint. You can monitor which actions are failing any of the checks, and see what step an action is on:
