Georgia Tech Midterm Progress Report Timeline and Sample Communications
(Timeline for fall and spring semesters)
Step
Action
1
Email concerning midterm progress report policy
and other academic policies emailed to faculty.
Email sent to faculty announcing opening of
window for submitting midterm grades and
giving instructions for entering grades.
Reminder sent to academic advisors about the
midterm progress report procedure. Advisors are
reminded to reach out to all students with
midterm U’s and to require meeting with firstyear students who have two or more U’s.
Reminder sent to associate deans concerning
missing grades.
2
3
4
5
6
Reporting window closes and Registrar’s Office
shares outcomes, including missing grades by
course/professor, with Retention & Graduation
Coordinator.
Students are notified that grades are ready to be
viewed.
7
A summary of midterm progress report
populations is shared with the Retention &
Graduation Coordinator.
8
All students with midterm U’s are emailed via
Constant Contact and asked to meet with their
professors and academic advisor and to take
advantage of campus resources.
Residence Life runs midterm U’s report and Hall
Directors meet in person with students with four
or more U’s. Students are referred to
appropriate campus resources.
GT 1000 instructors are asked to meet with
students who have midterm U’s in their classes.
A sample email from GT 1000 instructors to
students is provided.
Academic advisors run report, contact students
with U’s, and conduct meetings with first-year
students who have two or more U’s for their own
majors.
HOLDS are applied to students who do not
attend required meeting with academic advisors.
9
10
11
12
Person(s)
Responsible
Provost
Registrar’s Office
Timeline
Fifth week of
semester
Fifth Friday of
semester
Undergraduate
Academic
Advising
Manager
Fifth Friday of
semester
Registrar’s Office
Day before grade
submission deadline
and day of deadline
Sixth Friday of
semester
Registrar’s Office
Vice Provost of
Undergraduate
Education
Undergraduate
Academic
Advising
Manager
Director, Center
for Academic
Success
Seventh Monday of
semester
Coordinator of
Residential
Academic
Initiatives
Director,
Academic
Transition
Programs
Academic
Advisors
Eighth week of
semester
Academic
Advisors
After individual course
drop deadline but
Seventh Wednesday
of semester
Seventh Wednesday
of semester
One week prior to
individual course drop
deadline
By individual course
drop deadline
1|Page
13
Spreadsheet of GT 1000 advising outcomes is
provided to Retention & Graduation Coordinator.
14
Advisors are emailed a reminder to report to
Director of CAS on the academic advising
outcomes related to midterm U’s.
15
Response rates on required meetings are
collected from academic advisors and shared
with Retention & Graduation Coordinator.
16
Final D/F/W/U rates for students with midterm
U’s are provided to Retention and Graduation
Coordinator.
17
Summary of outcomes is prepared for Director,
Center for Academic Success; Associate Vice
Provost for Undergraduate Education; and
Registrar.
Director,
Academic
Transition
Programs
Undergraduate
Academic
Advising
Manager
Undergraduate
Academic
Advising
Manager
Undergraduate
Academic
Advising
Manager
Retention &
Graduation
Coordinator
before Phase I
registration begins
Tenth week of
semester
Tenth week of
semester
Dec. 1 for fall
semester; May 1 for
spring semester
Two business weeks
after end of semester
Three business weeks
after end of semester
2|Page
Related Correspondence
Step 1
Colleagues,
As we are about one-third of the way through the semester, I'd like to remind you of several teaching
policies that will improve our student/faculty interaction:
Undergraduate Progress Reports: If you are teaching an undergraduate lower-division course this
semester, the deadline for entering progress report grades is this Friday. It is very important that you
enter progress report grades for several reasons. First, students — especially those who are fairly new to
university academic culture — need to receive timely feedback about their progress so that they can
consult with you, their advisers, and our academic success professionals about their understanding of
course material and how they can adapt their study habits. Secondly, we are committed under the
Complete College Georgia initiative to document how we are meeting our obligations to help our
students succeed. As the University System of Georgia moves toward performance-based funding, it is
imperative that we show we are doing all that is reasonable to increase our retention and completion
figures. Finally, the Mental Health Task Force identified the absence of timely feedback as one of the
principal stressors that amplifies student anxiety. Whether you have good news or bad to report, your
students will be happier and healthier if they receive it as early as possible.
Excused Absences: Please ensure that you are fully honoring excused absences for students in your
classes. If you have a grading practice that allows students to drop a poor grade (e.g. ignoring their
worst test or lab report) you cannot require a student to use this practice to make up for an excused
absence. Doing so essentially puts that student at a disadvantage compared to other students in the
class who have more choice. I realize that accommodating these special cases requires extra work, but
the policy is clear and cases like these require mediation or grievance resolution every semester.
Final Instructional Class Days and Reading Periods: Exam week will be here before we know it. It's
natural to adjust your course schedule as the term plays out, but there are limits to how your
assignment or test schedule can be changed as you approach the end of the semester. Please refer to
the policies that govern the final instructional days and reading periods:
http://www.catalog.gatech.edu/rules/12c.php.
Thank you for your commitment to our students. Taking these simple steps will enhance their
educational opportunities and wellbeing.
Provost and Executive Vice President for Academic Affairs
Step 2
Progress Report Grade Entry Turned On
Dear Departmental Contact:
Please take a moment to forward this message to your faculty.
3|Page
All students enrolled in 1000 and 2000 level courses should receive progress report grades. Progress
report grades are reported with either an 'S' for satisfactory or 'U' for unsatisfactory grades. The grade
entry page has been opened and you are now able to enter progress report grades for 1000 and 2000
level courses. All progress report grades should be entered by noon on Friday, September 26th, 2014.
Grade entry can be accessed through T-Square, BuzzPort, or directly though OSCAR.
Accessing T-Square:
Go to https://t-square.gatech.edu/portal and click on "Login".
Log into T-Square using your Georgia Tech username and password.
For T-Square grade publication instructions please go to:
http://info.t-square.gatech.edu/support?SELECTIONS=INSTRUCTOR|203
For questions, problems, and assistance with T-Square please go to:
http://info.t-square.gatech.edu/support
Accessing OSCAR from BuzzPort:
Log into BuzzPort (https://buzzport.gatech.edu)
On the Home tab find the "REGISTRATION AND STUDENT SERVICES" channel and click on the
"Registration - OSCAR" link
You will automatically be logged into OSCAR
Accessing OSCAR directly:
Go to https://oscar.gatech.edu/ and click on "Secured Access Login"
Log into OSCAR using your Georgia Tech ID number and PIN
OSCAR Grade Entry Instructions:
Click on the "Faculty Services" menu
Click on "Progress Report (Mid Term) Grades" menu item
Select the current term (Fall 2014) from the drop down list and click "Submit"
Select the CRN you want to enter grades for from the drop down list and click "Submit"
Select the appropriate grade from the "Grade" drop down list for each student
Click "Submit" before leaving the current page. There are only 20 students listed on a page.
To move to the next page of students, click on the appropriate record set located above and below the
grade entry block.
**Important** Do not leave the page without clicking the "Submit" button
Other Helpful Information:
Grade Entry FAQ: http://www.registrar.gatech.edu/faculty/gprfaq.php
Grade Policy: http://www.catalog.gatech.edu/rules/5a.php
If you need assistance, please email comments@registrar.gatech.edu.
Thank you,
Office of the Registrar
4|Page
Step 3
(Sample)
Dear Academic Advisors,
As you know, the Midterm Progress Report (MPR) deadline for spring 2015 is Friday, 13 February. This
email provides an important update about reaching out to first-year students with midterm Us.
Midterm progress reports are a key early alert measure for students who are struggling and an
important element of our Complete College Georgia at-risk intervention plan. Advisors across campus
routinely assist students with more than one U at midterm, and my goal is simply to document this
practice and offer support and assistance as needed.
As usual, I ask that all advisors
1.
2.
3.
4.
run "Students with U Progress Report and Final Grades (Live)" on GTAAD,
email all students with midterm Us,
require meetings for all first-year students with two or more midterm Us, and
confirm these steps by email.
Attached to this email are some guidelines for midterm progress report advising, drawn from advisors
themselves. Please review these guidelines; they represent the collective best practices of the Georgia
Tech academic advising community.
Also attached is a sample email to send to students with midterm Us. It includes the five essential
points necessary for midterm advisement by





explaining the purpose of midterm U’s;
encouraging a visit to the professor or TA;
inviting or requiring a visit to the advisor for students with midterm U’s;
providing an overview of resources on campus; and
indicating the Drop and Withdraw deadlines.
The sample email also alerts students to the upcoming Success Workshops on "To Drop or Not?"
February 17 and 24 at 11:05 in Clough 123 and to the Midterm Progress Reports FAQ
page: http://www.success.gatech.edu/progress-reports-faq.
Please let me know if you have questions, concerns, or suggestions about the attached guidelines or
sample email.
Best wishes,
Undergraduate Academic Advising Manager
5|Page
Attachment to above message:
Midterm Progress Report Advising
Advisor emails and face-to-face meetings are the most crucial part of a three-pronged response to
midterm progress reports. The other components of that response include an email to students from
the Vice Provost of Undergraduate Education, reminding them that midterm progress reports are
available, and an email from the Center for Academic Success outlining resources on campus for
students struggling with academic or personal difficulties.
Here are some guidelines drawn from the September 2013 Strategic Advising Meeting:
Most advisors currently respond to midterm progress reports with a combination of email and face-toface meetings.
Most advisors currently require meetings for students with two or more midterm Us and compel that
meeting, if necessary, by placing a registration hold.
Holds placed before drop date will prevent students from dropping courses. Advisors may want to
consider waiting until after the drop date to assign holds.
Email communication should
explain the purpose of midterm Us
encourage a visit to the professor or TA
invite or require a visit to the advisor for students with two or more midterm Us
provide an overview of resources on campus (see ME's outstanding list
at http://me.gatech.edu/files/ug/AcademicSupport)
indicate the Drop and Withdraw deadlines
Emails should include a "human touch" to encourage student response. Some advisors use humor (with
a Top 10 list, for example) and careful word choice to help students feel comfortable communicating
about their grades.
Web sites and social media may also help to spread the word about midterm progress reports; email
marketing providers such as iContact can also distribute messages via social media.
Housing staff is available to reach students who are unresponsive. Call Holly Shikano at 404-385-4184 if
you would like assistance contacting a student who is MIA.
Step 4
(Sample)
Associate Deans,
Here is an update on missing midterm grade reports. It is certainly better than the last one. We are
6|Page
down to [ ] grades missing. If you could assist us in making one final push this morning, we would
appreciate it.
We do plan to close the system at noon, as scheduled.
Sincerely,
Registrar
Step 6
Dear Students,
Midterm progress report grades for your 1000/2000-level courses are now available, and you should
take a moment to review them. To view your midterm grades, login to Buzzport, and then click the
"student" tab on the top menu. At the bottom right of the screen, you'll see the "student grades" box.
Choose "spring 2015" on the drop-down menu in the "student grades" box.
You should see an S ("satisfactory") or U ("unsatisfactory") for each of your 1000/2000 level
courses. The purpose of these grades is to help you assess your progress in each course. Any questions
about your progress report grades--including missing grades--should be directed to your professor or
course instructor. If you are in need of academic support resources, please talk to your academic
advisor or visit the Center for Academic Success (www.success.gatech.edu) for information about
current programs. Answers to frequently asked questions about midterm progress reports are available
here: http://www.success.gatech.edu/progress-reports-faq.
Sincerely,
Vice Provost for Undergraduate Education
Step 8
(Constant Contact message)
Subject Line: Are your mid-term grades what you hoped they would be?
Dear Student:
Mid-term progress reports have just been issued. Have you checked your grades yet?
What can you do if you discover that you are off track or would like to do better?
On behalf of the Center for Academic Success, I want to suggest some strategies for you to consider if
you want to improve your learning in a particular course.
• Visit your professor or TA during office hours to review course work or discuss concepts.
7|Page
• See your academic advisor to learn more about campus resources and opportunities available for your
major.
• Attend the “To Drop or Not?” workshop on Tuesday, October 6th or October 20th from 11:05-11:55 in
Clough 131.
• Visit www.success.gatech.edu (or stop by the Center for Academic Success in Clough 283) to:
√ register for Reboot, a six-week seminar that focuses on study skills and personal motivation on
Tuesdays from 11:05-11:55 in Clough 127 from October 20th-November 24th.
√ make an appointment for 1-to-1 Tutoring for any of 80 courses.
√ check out times for Commons Tutoring (drop-in services facilitated by Department TAs) for CS 1371,
Freshman Chemistry, Math Lab, and Physics.
√ find courses supported by Peer-Led Undergraduate Study (PLUS).
√ make an appointment with an Academic Coach to help you figure out how to make progress toward
your academic goals.
We want you to succeed! Come by the Center for Academic Success to learn more about our services or
to discuss how we can help you to achieve your academic goals this semester.
Sincerely,
Director, Center for Academic Success
Step 10
Message from Director of Academic Transition Programs to GT 1000 instructors:
Many first-year students encountered an unsatisfactory grade for the first time in their lives Friday when
progress reports were released. Research indicates that capable students who underperform often
experience feelings of shame or guilt that prevent them from seeking help. The good news is that these
students are more likely to respond to guidance that comes from a familiar source.
Since you have an on-going relationship with these students, I urge you to remind them about the
resources on campus that can help them to get back on track. Please review the sample email attached.
It includes some of the essential information that students need to know. You should adapt the email to
suit personal style, but successful messages will communicate




that faculty and TAs can help students get a handle on course content,
that advisors can help students make choices and get help,
that there are offices on campus devoted to helping students become self-regulated learners,
and
that you are there to provide guidance and a sympathetic ear.
8|Page
Remember, too, that students should run all curricular decisions (like whether or not to drop a class) by
their academic advisors, who will know the possible consequences for prerequisites and progress to
degree. Some students will need to consult financial aid and/or OIE as well.
Sample MPR email from GT 1000 instructors to students:
Dear Students,
As you know, midterm progress reports came out last week. If you haven't already done so, you should
take a few moments to review your grades. If you discover that your work in any of your classes is
"unsatisfactory," I urge you to take the following steps:

Speak with your professor or instructor to discuss strategies for getting back on track in class.
Most professors and TAs welcome the opportunity to help students learn in a one-on-one
setting. Take advantage of this resource!
 Meet with your advisor to discuss campus resources, ways to be more successful in the class,
and implications for dropping the course. (Be sure to consult with your financial aid officer or
international advisor to learn about implications for student loans and visas.)
 Visit www.success.gatech.edu to learn more about 1-to-1 Tutoring, Peer-Led Undergraduate
Study (PLUS), academic coaching, the Reboot study skills seminar, and other free and easy ways
to get more from the rest of the semester. Answers to frequently asked questions about
midterm progress reports are available here: http://www.success.gatech.edu/progress-reportsfaq.
 Attend the "To Drop or Not?" workshops sponsored by the Center for Academic Success. Learn
more at http://www.success.gatech.edu/programs/workshops.
Talk to me! I will be happy to help connect you with campus resources or just to be a sounding board
for any difficulties that you are having.
Take this moment to reflect on your progress this semester and ways you can make the most of the
remaining weeks. Please let me know if you have any questions.
Sincerely,
Step 11
(Sample)
Dear [Student],
I am contacting you because you received a grade of U (unsatisfactory) for at least one of your classes
on the midterm progress report. The purpose of the midterm U is to let you know when you are not on
track to pass the class, so you can take steps to address the situation. I am here to help.
I have outlined some steps you should consider for responding to a midterm U:
1. Visit me to discuss your progress and to learn about resources on campus to help you succeed
academically. You can schedule an appointment through the advising scheduler at
advising.gatech.edu. If you have two or more midterm Us, you must schedule an appointment before
9|Page
the October 10 deadline for dropping a class, or a registration Hold will be placed on your account.
2. Visit your professor or TA with specific questions about the course content or your
performance. Reviewing exam questions or homework exercises is a good place to start.
3. Take advantage of resources throughout campus. At the end of this email I have listed some offices
that might help you with academic or personal difficulties you might be experiencing.
4. Consider dropping individual classes or withdrawing for the rest of the semester. The deadline for
dropping individual courses is October 10; the deadline to withdraw from all classes is 26 October. If
you are unsure about whether or not to drop a class, see your professor, contact me, or schedule an
academic coaching appointment with the Center for Academic Success.
Please take your midterm progress report grades seriously. Typically nearly half of students who receive
a midterm U will go on to make a D, F, or W in that class. Take steps now to make the most of the
remaining ten weeks of the term.
Please let me know if you have questions or need assistance.
Sincerely,
[Academic Advisor]
Below are descriptions and links to campus resources.
To address problems with academic skills, visit the following offices or their web sites:
The Center for Academic Success offers free tutoring, group study, and academic
coaching. See http://success.gatech.edu.
The Communication Center offers tutoring for written, oral, visual, electronic, and non-verbal
communication. See http://www.communicationcenter.gatech.edu
OMED offers tutoring for all students Sunday-Thursday 5-10 in Chapin and
Clough. See http://omed.gatech.edu/redux/?page_id=249.
The Learning Assistance Program offers tutoring in the Freshman Learning Centers (residence halls)
Sunday-Wednesday 8-11. See http://housing.gatech.edu/reslife/Pages/Academic-Services.aspx.
Commons Tutoring offers drop-in tutoring with TAs in Physics 1 and 2, CS 1371, MATH courses,
Chemistry 1 and 2, and Organic Chemistry. See http://www.success.gatech.edu/tutoring/commons.
To address personal problems that might be interfering with academic success, consider turning to one
of these offices:
The Counseling Center offers a variety of services, including individual and group counseling, workshops,
and self-help materials to help students succeed academically and
personally. See http://www.counseling.gatech.edu.
Hall Directors in the Department of Housing are another good resource for students who want some
individual attention. They are available to hear your concerns and direct you to appropriate resources
on campus.
10 | P a g e
The Center for Career Discovery and Development (C2D2) can help you to set goals and find motivation
by counseling you on possible careers to suit your values and interests. Learn more
at http://career.gatech.edu/.
Step 14
Dear Academic Advisors,
Many thanks to those of you who have confirmed your midterm progress report interventions. If you
have not already done so, please contact me with the following information:
1. A confirmation that all students with midterm progress reports have received an email with
information about how to respond to midterm Us
2. A confirmation that all freshmen with two or more midterm Us have been invited to a face-toface advising session
3. An indication of whether these sessions have taken place and whether registration holds have
been placed on freshmen with multiple Us who haven't been advised
Undergraduate Academic Advising Manager
11 | P a g e