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Graduate Degree Progress Pending Items

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General Information

The Graduate Degree Progress Report (DPR) is designed to be a student's roadmap to the graduate degree. It will help them understand and track degree requirements, as well as enable Institute faculty and staff to perform actions related to their progress. Please understand the DPR is simply a tool and it remains the student's responsibility to be aware of and satisfy all degree requirements. Accordingly, students should use the Report in conjunction with the Caltech Catalog and their adviser. Any questions about particular requirements should be directed first to the option representative or graduate option administrator.

Graduate Degree Progress Pending Items is designed to bring together all of the DPR items that currently need your attention into a single place. You can access it at any time, although you will be sent email reminders once a week.

Figure 1. The Regis Responsibilities menu. (Your list of responsibilities may differ from what is shown here.)

Overview of Tabs and Sections

Graduate Degree Progress Pending Items is organized into two tabs: My Approvals and My Committees. When you access Pending Items, you will first be directed to the My Approvals tab.

The My Approvals tab

The My Approvals tab is organized into sections, which have large orange-red headers. Each section represents a role or responsibility that you may hold: Adviser, Committee Chair, Committee Member, Option Representative, or Division Chair. Please note that only PENDING requirements are listed on this tab, and if you do not have any pending requirements in a role, the section will not be displayed. For example, you may be the adviser to several students, but if there are no pending adviser requirements for those students, the "As Adviser" section will not be displayed.

Figure 2. The My Approvals tab showing a pending approval as Committee Chair.

There are four basic types of requirements. Please see the detailed explanation of each requirement type below in "Understanding Requirements." Each role has a particular type of requirement associated with it: Committee Chairs and Committee Members will have only Examination Result type requirements; Advisers, Option Reps, and Division Chairs will have only Approval type requirements.

To enter an approval or examination result, simply click on the appropriate action link under the Action column. A pop-up confirmation screen will appear and you will be given the opportunity to enter notes pertaining to the action. Notes are mandatory if you are entering a negative result (a "No Pass" or "Withhold Approval") but are otherwise optional. After you confirm the action, you will be returned to the My Approvals tab and the requirement you just entered will no longer be displayed in the list.

Some requirements may be waived; in those cases, a "Waive" link will also appear in the Action column. Although notes for waived requirements are optional, please enter the circumstances regarding the waiver for documentation purposes.

Within each section, you can sort the list by clicking on a header name.  Click on the header name again to reverse the sort order.

If you wish to see the student's entire Graduate Degree Progress Report, click on the student's name. The Report will appear in a new window. Please refer to this documentation that explains the Report from a student perspective. It is also possible to enter approvals or examination results directly in the Report.

NOTE: Option Representatives have an additional responsibility related to the Plan of Study for students in their option. Please refer to this documentation for more details.

The My Committees tab

The My Committees tab is included for your information. It includes all of the committees of which you are currently a member, whether or not it is time for you to enter an examination result. Your inclusion on a committee does not necessarily mean that the committee has been approved by the appropriate person(s). If there is a problem with your committee assignments, please contact the student directly or speak to the graduate student administrator in your department.

Figure 3. The My Committees tab.

As with the My Approvals tab, within each section you can sort the list by clicking on a header name. Click on the header name again to reverse the sort order.

Clicking on the student's name will bring up the Graduate Degree Progress Report for that student, but only the tab pertaining to the committee will be displayed. For example, if you are serving on a candidacy committee, only the PhD Candidacy tab is shown. Again, it is possible to enter examination results directly in the Report.

If you click on the Email link under the Action column, a new email message will open in your default email client.

Understanding Requirements

There are four basic types of requirements: Data, Approval, Examination Result, and Information Only.

Approval requirements are the equivalent of a signature or a signoff, and must be entered by the person in the appropriate role. These begin in the status of "Not Started." At the appropriate time (which may triggered by an action or based on the academic calendar), the status will change to "Pending Approval." When the appropriate person has given their approval, the status becomes "Approved."

Examination Result requirements are a specific type of Approval requirement, and represent a faculty signature or signoff on a candidacy exam or thesis defense. Before the examination takes place, the status will be "Pending Exam Date." After the exam has occurred, the status will be "Pending Result" until the committee members enter their results, at which point a "Pass" or "No Pass" will be recorded on the candidacy examination, or a "Thesis approved" or "Thesis not approved" on the thesis defense.

Data requirements are automatically fulfilled by information in the system and do not need any human intervention. These will have a status of "Not Fulfilled" or "Fulfilled." You will never see Data requirements in My Approvals; they are only on the student view.

Information Only requirements are strictly to provide information. No action is required. You will never see Information Only requirements in My Approvals; they are only on the student view.

Data and Approval requirements can be waived by someone with the appropriate role. In that case, the status will show as "Waived."

Notes can be attached to requirements when they are marked fulfilled or approved or when a result is posted. If a requirement has a note, a hyperlink will appear next to the status and you can bring up the note in a pop-up window. Notes are required when a requirement is waived or a negative examination result is posted. If you see Notes, you should definitely read them, as they may contain important information.