Progression Review — Admin Workflow

What is a Progression Review?

A Progression Review (also called a BSA — Board of Student Affairs review) is a formal assessment of a student's progress toward graduation. It combines evidence from assignments, quizzes, and project work with professional judgment to make decisions about the student's status: continue, support with intervention, transfer, or exit.

Your role as an admin

Admins set up the framework for reviews. Once defined, coordinators and mentors use it to conduct individual reviews.

Step 1: Create a Review Definition

  1. Go to Settings → Progression Review Definitions
  2. Click Create Definition
  3. Set up the framework:
  4. Name: e.g., "BSA 2026 – Year 3 Completion Review"
  5. Decision Stages: Typical stages include Assessment → Intervention → Decision
  6. Thresholds: e.g., "students with >3 failing outcomes are flagged for intervention"
  7. Evidence Requirements: before issuing a binding decision (transfer/exit), what evidence must be collected? E.g., "warning issued", "intervention plan documented", "student acknowledgment recorded"

  8. Optional Policy Document: upload a PDF outlining the institutional policy for this review cycle

  9. Save

Step 2: Monitor Reviews via Coordinator Dashboard

  1. Go to Student Support → Progression Reviews
  2. View cohort-level statistics:
  3. Number of reviews in progress, completed, overdue
  4. Per-program breakdown

  5. KPIs tracking overall cohort health

  6. Click on a class or program to drill down

  7. View individual student reviews and their status (not yet started, in progress, completed)

Step 3: Understand the Review Timeline

Once a definition is active, coordinators can trigger reviews. The system automatically: - Pulls evidence from all graded work (assignments, quizzes, projects) - Calculates student learning outcome snapshots (based on rubric grades) - Surfaces alerts if a student is at risk (e.g., multiple failing outcomes, missing prerequisites) - Tracks decision requirements (e.g., "decision cannot be issued until intervention plan is documented")

Key Policies to Know

  • Evidence Rule: Before issuing a transfer or exit decision, the system enforces the decision policy. All required evidence (warning issued, intervention documented, student acknowledgment) must be present.
  • Mentor Assignment: Only a student's assigned mentor can open a review for that student. See Setting Up a Mentor for role and assignment setup.
  • Status Tracking: Each review has a clear status (not started, in progress, completed) visible to all stakeholders. Overdue reviews are flagged in the dashboard.