[Ahs-grads] New Procedure for Student Initiated Annual Departmental Evaluation of Grad Students

[Iselda Salgado]

Dear Students,

If you have not submitted your Annual Mentoring and Evaluation Petition in R'Grad<https://rgrad.ucr.edu/app>, please do so as soon as possible.   Please review the pre-populated fields and confirm the information is correct.  The "Major Professor" is your Faculty Advisor.  If your Faculty Advisor is not displaying in the "Major Professor" field, please check the box "check here if the major professor listed is incorrect" and you will be able add your faculty advisor ( do not "Add Faculty" because this will route the petition incorrectly).


[cid:image001.png at 01DBD9FE.FC4F0800]

Let me know if you need assistance.


Iselda Salgado
Graduate Program Coordinator
Departments of the History of Art and Visual Art
U N I V E R S I T Y  O F  C A L I F O R N I A,  R I V E R S I D E
Department of the History of Art<https://arthistory.ucr.edu/> | Department of Visual Art<https://art.ucr.edu/>
Phone (951) 827-7878
Email | iselda.salgado at ucr.edu
Virtual Walk-In Hours on Zoom |Monday-Friday 9:00AM-11:00AM<https://ucr.zoom.us/j/99781287472?pwd=MFN3cXN3K2tCRzFrVDdiVmRlNWZIdz09>

From: Iselda Salgado
Sent: Tuesday, May 27, 2025 2:32 PM
To: ahs-grads at lists.ucr.edu; Faculty listserv <ahs-faculty at lists.ucr.edu>
Subject: New Procedure for Student Initiated Annual Departmental Evaluation of Grad Students

Hello everyone (students and faculty),

The Graduate Division is shifting to a new process for the annual evaluation of continuing MA and PhD students. They have devised a new standardized form, the Annual Mentoring and Evaluation (AME) petition for us to use. The form is meant to streamline evaluation across the campus while also enabling students to contribute to the process through self-evaluation. Please note, if a student will have graduated by spring or summer of 2025, then no evaluation is necessary.

I've attached the details on the AME process as they appeared in a recent email from Grad Div. I have also attached an AME template and a FAQ form. Please read them carefully, as they detail how and when students will see their advisor's comments and visa versa.  Other important changes are:

1) Each student must initiate the form. (My understanding is that once the student section is submitted, the form automatically will be forwarded to the primary advisor.)
2) The primary advisor will complete the faculty evaluation component. (If the student's primary advisor is not yet identified, it will route to the Graduate Advisor.)
3) A hold will be placed on the student's fall enrollment if the form is not completed by September 30.

I ask students to complete their portion of the AME asap-by June 9 if at all possible. I encourage primary advisors to complete the form asap once it is routed to them. It would be great if we could have this wrapped up by June 30, though I know that might not be possible.

This is a fairly big change for us all. Please reach out to me if you have any questions.

Yours,
Jason

Jason Weems
History of Art Department, Director of Graduate Studies
University of California, Riverside
http://arthistory.ucr.edu

Description of the AME Process from Graduate Division


 We are excited to let you know that the Annual Mentoring and Evaluation form is now available in R'Grad. This form will ease the process of submitting and tracking PhD students' annual evaluations to the Graduate Division. As per the Graduate Council's regulation, all PhD students must be evaluated on an annual basis. The form will also help graduate students and their major professors and/or program advisors to clearly articulate and align goals for the academic year with the intent to enhance communication and mentoring. At this time, each program can opt to have students and faculty complete the entire form or attach the evaluation that is already in place. If the choice is the latter, the major professor or graduate program advisor will also have to indicate if progress is satisfactory or unsatisfactory. If the student's progress is unsatisfactory, a remediation plan will have to be described with what the student needs to do to get back to a satisfactory status within one academic year. All forms need to reach the Graduate Division by September 30th. The program is responsible for communicating with the students and ensuring they initiate the form. Students who do not submit the form by the deadline will have a registration hold in the Fall.

The steps for completion of the form are:

     *   Step 1: Student completes the Annual Mentoring and Evaluation (AME) in R'Grad<https://rgrad.ucr.edu/app/>.

o   (optional) If additional collaborators are required to be part of the annual student review, they can be added into the routing. They have the option to add comments regarding the student's academic progress.

     *   Step 2: Student's major professor completes information regarding the student's progress. If the student doesn't have a major professor yet, the Graduate Advisor will complete this portion.

        *   If an internal program evaluation has already been completed, that can be attached here.

     *   Step 3: The AME returns to the student to review the assessment by the major professor and any collaborators.
     *   Step 4: Graduate Staff review to track student progress and note completion of the AME for students in the program.
     *   Step 5: Graduate Advisor review for final approval.
     *   Step 6: Graduate Dean/Graduate Academic Affairs review.

        *   The AME for students making satisfactory progress will continue through the routing process and reviewed by the Graduate Division Academics Affairs office. All AME's with unsatisfactory progress will be reviewed by the Vice Provost and Dean of Graduate Studies


AME Template and FAQ Attached

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