GSR FAQs - flagging of concerns

These frequently asked questions (FAQs) cover the flagging of concerns within GSR. Content will be added to this page as Student Systems receives queries.

For further FAQs, please refer to the GSR FAQs menu.

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There are three different levels of concern in GSR, which can be used to flag a concern relating to a student's academic progress. Guidance is in the relevant dashboard Quick Reference Guide on the GSR training materials page.

Please refer to question 2 for definitions of the three levels of concerns.

Student concerns should relate directly to academic progress. If students are dissatisfied with any other aspects of provision eg their supervisory relationship or their working environment, they should raise these with the Director of Graduate Studies (or equivalent) in the first instance, and pursue them through the department’s complaints procedure if necessary.

Supervisors should discuss any concerns about academic progress with the student before flagging a concern in GSR. 

Directors of Graduate Studies should review all flagged concerns and take action as appropriate. A severe concern should result in a meeting with the Director of Graduate Studies without delay. Directors of Graduate Studies should briefly note any action being taken to resolve the matter.

Minor concerns – Satisfactory progress is being made, but minor issues have been identified where further action may be required to keep progress on track

Major concerns – One or more factors are significantly affecting progress, and further action is required now to keep progress on track

Severe concerns – Progress is being seriously affected by one or more factors, and a meeting with the Director of Graduate Studies should be held as soon as possible to discuss further action to get progress back on track

Supervisors, college advisors, Course Directors and DGSs will all receive an automated GSR email notification if a concern is raised at any level, and the same applies when a flag is removed.

When you view your dashboard in GSR, the highest level of unresolved concern raised about student’s academic progress will be displayed in the student, supervisor or DGS columns. If no open concern remains, the highest level of resolved concern will be displayed, and marked as resolved.

The highest level of concern that has been flagged by a supervisor will display in the dashboard. If the supervisor who has flagged the concern at the highest level subsequently removes the concern, any remaining, lower level of concern will still show in the dashboard until the supervisor that raised it, removes it.

Concerns will not show until the report is saved and submitted, and there will be an option to cancel a flag if raised in error. Details will be published in a Quick Reference Guide, available soon.

The Course Director or DGS can add a comment, but no one else can. GSR is designed in line with the principle that any discussion about concerns should happen outside of the system, and the final comment from the Course Director/DGS should be a summary of the outcome. The comment must be entered before the reporting period closes, but if this is not possible, the recommendation is to carry the note forward into the next reporting period.

No, once the reporting period is closed, no further changes can be made.

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