Degree Completion Team Scheduling Protocol

For students on academic probation who are returning to UGA after suspension, dismissal or leave of absence:

 30 days prior to the returning students’ re-matriculation:

• Pull preliminary eligible/enrolled students Argos report and find students on academic probation who will be returning from Academic Suspension, Academic Dismissal or other absence.
• Enter these students’ information on the school/college specific DCT spreadsheet in the Connect & Complete School College Folder (if you need access to this folder email [email protected])
• Identify students who are returning from academic suspension. These students are required to take UNIV 2800. Email [email protected] with students’ 81x.

For currently enrolled students:

When current semester’s grades post at the end of the term:

• Pull Dean’s Office MOU Argos report to identify C&C students as of the end of the current term of enrollment.
  • Students on academic warning
  • Students on academic probation
  • Students on academic suspension
  • Students on academic dismissal
• Send communication to these students regarding academic standing.
  • Examples in college-specific OneDrive folder
  • Schools/colleges communicate official academic standing and OSSA’s emails (Early Alert and Academic Warning) are in addition to the college’s email.
  • Review exceptions (i.e., grade changes, major changes, Academic Renewal, Hardship Withdrawals) for data integrity.

Preparing Connect and Complete information for the next term:

Before or during drop/add:

• Pull eligible/enrolled students Argos report to identify enrolled students on academic probation
  • Make sure all students on probation (whether or not they have been suspended or dismissed in the past) meet the minimum enrollment requirements (i.e., 6-hr minimum in courses graded A-f fall or spring/3 hr. minimum summer)
  • For enrolled students who are back for the first fall/spring semester after academic suspension, check to confirm UNIV 2800 registration.
  • Communicate with students who don’t meet the minimum enrollment requirements or who should register for UNIV 2800 to remind them of requirements.

Immediately after drop/add:

• Pull final Argos report to identify all enrolled students on academic probation and update the school/college specific DCT spreadsheet in the Connect & Complete School College Folder.
• Secure space in the building for DCT meetings (if none is available, email [email protected] to see if their conference room is available in Tate).
• Check UNIV 2800 enrollment.
• Place registration holds (refer to the DCT Registration Hold Placement and Removal page).
• Send communication to students about DCT meeting. (click to download sample template)
  • School/College reps can determine who within their unit communicates with the students and schedules the meetings. If it’s the student’s advisor, the school/college rep needs to make the advisor aware of the scheduling email template
• Identify the best approach to scheduling DCT meetings.
  • Ideally DCT meetings should be held during the first 6 weeks of the semester.
  • The mechanics of DCT scheduling is school/college specific. What works for a lot of colleges is sending the student a Qualtrics to identify the day/time for the appointment, then loading it to SAGE after.
  • Identify the best way for Advisors to add DCT meetings to their SAGE calendar.
  • Please use the DCT Meeting type in SAGE. This will require that a DCT Meeting referral restriction is first placed on the student’s profile.
  • Once a student and advisor have identified a time and location to hold their DCT, advisors must invite the rest of the DCT team to the meeting with an Outlook calendar invitation.
    • The invitation should be sent to [email protected] and the college’s DCT academic coach or their OSSA Academic Coach.
    • Be sure to schedule the meeting start time for 10-15 minutes prior to the student’s arrival to allow time for the team to prepare.
    • These invitations should be sent at least 48 hours in advance.
    • SCO cannot accommodate DCTs Wednesdays 9:30-10:30am.

Throughout the term:

• Hold DCT Meeting following the DCT Meeting Protocol (on the Connect & Complete website)
• Remove registration holds as requested.
• Monitoring readmitted students and communicate requirements to students
• When the Curriculum Change Argos report is pulled, find any student not in good standing who recently changed their major. If the student changes college, notify the representative of the other college.

Alternatively, if students aren’t responding to DCT meeting requests, check to see if they’ve changed their major.