Helpful Files:

Annual Progress Assessment Sample (PDF)

Annual Progress Assessment Worksheet is designed for graduate students to pre-compose their responses, allowing them to carefully consider and articulate their thoughts in advance. By completing the sheet ahead of time, students can avoid the pressure of time constraints during the online submission, fostering a more thoughtful and comprehensive reflection on their academic progress.

APA Guide for Students (PDF)

APA Instructions for Students (PDF)

Assessment Definitions

Satisfactory Progress

The student is making adequate and timely progress to completing their degree objective (completion of degree requirements, thesis project and/or dissertation)

If a student’s progress is satisfactory, the major professor and/or graduate advisor should discuss with the student the remaining steps to attain the degree objective, and offer additional guidance on meeting individual goals for the upcoming year.

Marginal Progress

The student is making progress to complete their degree objective, however there are marginal issues that slightly impact the completion in a timely manner. This rating serves as a warning to graduate students to begin addressing an issue before it has more significant consequences for their progress.

Faculty advisors/P.Is. should describe why the student’s progress is marginal and what steps must be taken in the next academic quarter for the student to remedy the issue(s). This can consist of a detailed plan where a specific timeline is provided in the report for the student with the appropriate steps to make satisfactory progress.

Unsatisfactory Progress

The student has not made adequate progress toward completing their degree objective, and something is impeding their progress. If a student is making unsatisfactory progress, the faculty member must provide a detailed explanation that outlines what expectations and objectives were not met.

Furthermore, students will receive a formal letter from the department and/or an Academic Plan to discuss specific actions that need to be taken to return to satisfactory status. Faculty and students are strongly encouraged to schedule a meeting as soon as possible after the submission of an unsatisfactory evaluation, as well as after the issuance of an Academic Plan, to ensure an alignment of expectations regarding next steps.

Student Acknowledgement and Comments

Graduate students will have access to view all reports. They will be given the opportunity to acknowledge the assessment that they have received. It is important to note that acknowledgement of the assessment does not constitute agreement with the evaluation, rather it is a confirmation of receipt.

• Should students have concerns that they do not feel comfortable expressing to their faculty advisor in the Annual Progress Assessment, they can complete the Student Support Supplemental form (after Part 3). This form will not be forwarded to your faculty advisor and will instead be submitted to your Student Services Advisor, Deeona Columbia. Your Student Services Advisor may consult with the Graduate Vice Chair, Benjamin Williams, to discuss your concerns and identify possible next steps of support.

If you would feel more comfortable sharing your concerns with someone outside of your department, please submit an intake form to meet with an Academic Case Manager in the DGE. Information shared with Academic Case Managers will not be communicated with departments without your permission.

• Students can also contact Jenny Lee, the Director of Mentoring Initiatives, or Kate Aquino, the Mentoring Initiatives Officer, to discuss APA format, ask questions, and receive personalized guidance.

Suggested Next Steps for Graduate Students:

• Schedule a follow-up meeting with your faculty advisor/P.I to ensure you are both in agreement in terms of expectations for making satisfactory progress. If you are unable to meet in person, a follow up email would also be appropriate in confirming expectations.
• Prepare for a productive meeting by writing down questions you have regarding the assessment or items you would like to discuss with your faculty advisor/P.I. such as your goals. Students may also use their individual department’s program requirement worksheet if applicable during the meeting.
• Be sure to send any relevant materials to your faculty advisor/P.I in advance of your meeting.

Helpful Files:

Annual Progress Assessment Sample (PDF)

APA Instructions for Faculty (PDF)

Assessment Definitions

Satisfactory Progress

The student is making adequate and timely progress to completing their degree objective (completion of degree requirements, thesis project and/or dissertation)

If a student’s progress is satisfactory, the major professor and/or graduate advisor should discuss with the student the remaining steps to attain the degree objective, and offer additional guidance on meeting individual goals for the upcoming year.

Marginal Progress

The student is making progress to complete their degree objective, however there are marginal issues that slightly impact the completion in a timely manner. This rating serves as a warning to graduate students to begin addressing an issue before it has more significant consequences for their progress.

Faculty advisors/P.Is. should describe why the student’s progress is marginal and what steps must be taken in the next academic quarter for the student to remedy the issue(s). This can consist of a detailed plan where a specific timeline is provided in the report for the student with the appropriate steps to make satisfactory progress.

Unsatisfactory Progress

The student has not made adequate progress toward completing their degree objective, and something is impeding their progress. If a student is making unsatisfactory progress, the faculty member must provide a detailed explanation that outlines what expectations and objectives were not met.

Furthermore, students will receive a formal letter from the department and/or an Academic Plan to discuss specific actions that need to be taken to return to satisfactory status. Faculty and students are strongly encouraged to schedule a meeting as soon as possible after the submission of an unsatisfactory evaluation, as well as after the issuance of an Academic Plan, to ensure an alignment of expectations regarding next steps.

Student Acknowledgement and Comments

Graduate students will be given the opportunity to acknowledge the assessment that they have received from you. It is important to note that acknowledgement of the assessment does not constitute agreement with the evaluation, rather it is a confirmation of receipt. As such, students may include additional comments in response to your feedback. It is strongly recommended faculty have a follow up meeting with their graduate students when the APA is completed and both parties have received a final copy.

Suggestions for Faculty

• Use APA meetings to ensure everyone is in agreement about the student’s progress and any specific steps the student needs to make to continue or return to satisfactory progress.
• Use objective, factual language that clearly evaluates the student’s progress. For example, “Student X has not completed a research proposal or taken the qualifying exam by the required sixth quarter per program degree requirements.”
• Avoid subjective statements, opinions, personality critiques, or predictions for the student’s future. Example: “Student X isn’t motivated and at this rate will not successfully pass the qualifying exam.”
• Detail action items with precise deadlines.
• Do not assess a student on:
  • Personal issues (medical/mental health, pregnancy/family obligations). Faculty should refer any student who needs support to campus resources.
  • Conduct (plagiarism, behavior). Faculty should report these issues directly to UCLA Office of the Dean of Students
  • Employment issues with no academic component for the student (such as TA performance). Faculty should report these issues to their department’s Academic Personnel Coordinator
• If you are concerned about a student’s progress, have questions about the assessment, policy/procedure, or the logistics of proposed requirements, or would like to learn more about resources available to students, contact your SAO. Additionally faculty can consult with Jenny Lee, Director of Mentoring Initiatives.
• If you are concerned about a student’s academic progress, please submit an intake form to meet with an Academic Case Manager in the DGE and Case Managers will follow-up with the student to offer resources and support.
• If you are concerned about a student’s well-being, or if a student is in distress, please contact Case Management Services