iu welcome personnel workshop autosaved.ppt workshop.pdf4 graduate affairs committee the graduate...

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Welcome to theGraduate Personnel Workshop

Agenda• Graduate Office Overview & Staff Introductions

• Graduate Affairs Committee

• Graduate School Bulletin

• Recruitment and Graduate Non-Degree Program

• Admissions and EAP

• Fellowships and Funding

• Graduate Student Resources

• Progress to Graduation

• Questions/Additional Resources

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GRADUATE OFFICE OVERVIEW

Mission StatementThe Graduate Office at Indiana University–Purdue University Indianapolis (IUPUI) is an office of the Indiana University Graduate School, and serves all graduate programs on the IUPUI campus.

The IUPUI Graduate Office is committed to the academic and professional development of a diverse community of graduate and professional students, faculty, and staff through effective delivery of services and innovative activities by fostering collaborations within and across disciplines, campus, and beyond.

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James Wimbush

Dean

jwimbush@iu.edu

Janice Blum, Associate Vice Chancellor for Graduate Education at IUPUI; Associate Dean of the University Graduate School,

Indiana University

jblum@iupui.edu

NaShara Mitchell

Assistant Dean and Director of Preparing Future Faculty and Professionals (PFFP)

nacmitch@iu.edu

Monica Henry

Assistant Director

mlhenry@iupui.edu

Jennifer Mahoney

Graduate Recruitment Coordinator

mahoney2@iupui.edu

Debra Barker

Indiana University Recorder

dbark@iupui.edu

Summer Layton

Purdue Graduate Admissions and Graduate Recorder

sllayton@iupui.edu

Dezra Despain

Curriculum and Recruitment Coordinator

dezdes@iupui.edu

Zach Smith

Graduate Admissions Coordinator

smithzt@iupui.edu

Marilyn Lomax

Administrative Specialist

gradoff@iupui.edu

MEET THE STAFF

GRADUATE AFFAIRS COMMITTEE

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Graduate Affairs CommitteeThe Graduate Affairs Committee (GAC) is the main graduate affairs governing and advisory body for the IUPUI campus, overseeing approval of new graduate degrees.

Graduate Faculty members from IUPUI, as well as Deans (or their representatives) from all schools on the IUPUI campus make up the Graduate Affairs Committee.

Resources:

Graduate office

Faculty & Staff Resources website page includes:• Meeting dates• Roster• Minutes and agenda

graduate.iupui.edu/faculty-staff/affairs-committee/index.shtmlPropose new or change existing Graduate Programs website page includes:• General matrix for the approval process• Cover page for new programs• Helpful links and suggestions

graduate.iupui.edu/faculty-staff/curriculum-programs/propose.shtmlForms website page includes:• Cover Page for New Degrees/Certificates• Propose a minor

graduate.iupui.edu/forms/index.shtml

Academic Program Development

Policies and Forms:• New Degree or Certificate• New Online Degree or Certificate• Name Change• Guidelines for the Development of certificate programs• CHE policies for new academic degree programs

uapp.iu.edu/programs/policies.shtml

Resources (continued)

IUPUI Office of the RegistrarResources for Academic Administration Academic Policy and Procedure

IUPUI academic program approval processregistrar.iupui.edu/resources_chairs.htmlregistrar.iupui.edu/chairs/degrees.html

Send proposals to both:Dr. Janice Blum jblum@iupui.eduDezra Despain dezdes@iupui.edu

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Graduate School Bulletinwww.indiana.edu/~bulletin/iu/gradschool/2013-2014/index.shtml

The Indiana University Graduate School (UGS) Bulletin is your comprehensive guide to graduate programs conferred through IU.

It provides up-to-date details on:• Admission requirements and processes• UGS policies and procedures• Degree requirements• Financial aid• Special academic opportunities• Programs and courses offered

The bulletin is updated annually in September. Your IUPUI contact person isDezra Despain at dezdes@iupui.edu or you can contact Jody Smith, assistant director of academic affairs at josmith@iu.edu.

Website Tour

Key Stops

• Is It In The Bulletin?

• Apply to IUPUI

• Funding Opportunities (Admissions and Current Students)

• Forms, Forms, Forms….

• Theses & Dissertations

• Faculty & Staff Resources

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IUPUI Request Tracking System (RTS)

IUPUI Request Tracking System (RTS)

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RECRUITMENT AND GRADUATE NONDEGREE

Recruitment = Relationships

• Getting You To, Into, and Through IUPUI

• Graduate Recruitment Council– Meets quarterly

– Next meeting: October 16, 2:30 @ UL 1170

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Recruitment Activities

• DePauw

• Purdue Big Ten Expo

• Hanover

• National Organization for the Professional Advancement of Black Chemists & Chemical Engineers Conference

• Virginia Commonwealth University

• University of Evansville

• University of Illinois at Chicago

• Chicago Connect

• Getting You into IUPUI Open House

• Getting You into IUPUI Institute

• Annual Biomedical Research Conference for Minority Students

• Van Andel Institute Science Research Conference

Workshops/Events

• Accelerate Acceptance Speed Sessions – held in May

• Graduate School Boot Camp – held in July

• Graduate Expo – held in September

• Getting You Into IUPUI-held in October

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Graduate Non-Degree Program

• Pre-requisite Coursework Verification Form– To be signed by department advisor

ADMISSIONS

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Admissions

• How-To-Apply

• Important to list instructions on what to select on the Graduate eApp (i.e. Program/Plan, Term etc.)

• Check out some great examples:• http://shrs.iupui.edu/occupational_therapy/admissions/

• http://grad.medicine.iu.edu/how-to-apply/to-the-ph-d-program/

• http://liberalarts.iupui.edu/wlac/spanish_mat/admission

Admissions• International Applicants

– Foreign Credentials Analysis (FCA) Must be completed for all GINT and GRAD with education outside of the U.S.

• Attached to eDocs• Final Transcripts

• Indicating Bachelor’s degree has been awarded

• Missing Final Transcript – Negative Service Indicator placed for semester after admit term

• Must have a 3.0 Cumulative GPA or ↑• If below a 3.0 GPA, a justification letter to the

Associate Dean needs to attached for her to review with the other materials already provided

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Admissions

• Attached to eDocs Cont’d– Offer Letter (indicate conditions here)

– Permanent Residents, Political Asylees, Refugees, Undocumented

• Must have “visa documentation” attached to the eDoc

• No need to code residency – Grad Office does this for you

Admissions• eDocs (rerouting for action)

– No Transcripts attached

– No FCA

• Fee Waiver Form (submit via RTS)• eChecks (no REFUNDS!)

• Recruitment Categories (waiver or no waiver, that is the question!)

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Prior Misconduct Disclosure• Found on the “Additional Information” tab

• If applicant selects “Yes” and does not provide required information – this can delay their admission (if admitted) or can result in application cancellation

• Program must contact Monica if “Yes” is selected before processing admission

English for Academic Purposes (EAP) Placement Test

• SIS – Test Score Lookup• “Administrative Center” -> “Academics 2” tab ->

“View Test Scores”

• Most frequently used placement codes (EN310) are 002, 024, 025, and 028.

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Technology

• IUPUI Request Tracking System (RTS)

• IUIE Reports (Workshop October 23rd!)

• OneStart Graduate Office – IUPUI My Groups Page

– Add/Remove User Access eDoc

– IU eApp Admin Summary

• Grad eApp Annual Maintenance Requests?

– February Call for Requests

– Summer Implementation

IU eApp Admin Summary

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Admission Workshops

• Admissions Workshop – September 24th

10:00 AM – 11:30 AM (UL 1126) http://graduate.iupui.edu/faculty-staff/workshop-admissions.shtml

• IUIE Workshop – October 23rd

10:30 AM – 12:00 PM (UL 1130)http://graduate.iupui.edu/faculty-staff/workshop-iuie.shtml

• Others?

FELLOWSHIPS AND FUNDING

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Fellowships and Funding• University Fellowships (1 year stipend, health insurance)

– Call for applications in January

– Deadline Tentatively February 20th, 2015

• Travel Fellowships (Up to $1000)

– New application and application process!

– Fall deadline (October 17th, 2014)

– Spring deadline (February 14th, 2015)

• Diversity Fellowships

– The Adam W. Herbert Graduate Fellowship (4 year award – February deadline)

– President’s Diversity Recruitment Award (2 year award – February deadline)

– President’s Diversity Dissertation Award (Deadline TBD – must have Candidacy approved)

• Block Grant Funds

– Call for applications November

– Deadline Tentatively December 5th

University FellowHealth Insurance

• Student Health Insurance

• UF Supported Students– Supplement Stipend with an SAA through

HR?

– SAA account trumps UF account and insurance can be billed to it!

– Work to prevent with Budget Office / Fiscal Officer….

– Or we can transfer the insurance funds to you

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PROGRESS TO GRADUATION

Progress to Graduation

IUPUI - UGS Degrees Awarded (8/1/13 to 7/31/14) Graduate Certificates – 23

Master of Arts – 105

Master of Science – 66

PhD – 52

Total – 246

Look for the following eDocs to launch this year: Nomination of Candidacy (just launched)

Commencement

Nomination to Research Committee

Defense Announcement

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Certificate Highlights Deadlines – we will not accept requests made after the

deadlines of:

April 14th (for May graduates)

July 14th (for August graduates)

November 14th (for December graduates)

Termination of Study (for all degrees)

Program must notify our office as soon as possible to prevent student from registering after termination.

Grades must be posted by grade posting deadline given by the Office of the Registrar or the form will become invalid and the program will have to re-submit the form.

Make sure the correct bulletin (admit term or current) is listed on the Recommendation for Graduate Certificate Completion form.

Graduate Certificate Progression Checklist

Graduate Certificate: Needed: When to Submit: Send to: Where to Find:

Admission letter Required When admitted Attach to eDoc Program creates & attaches to admissions eDoc

Final transcript  Required When admitted or ASAP eDoc or via RTS Program receives and verifies that the 

undergraduate degree date is listed.

Track EAP 

requirements

Required for non‐

native English 

speakers

Verify required courses were taken 

before submitting the 

Recommendation for Graduate 

Certificate Completion Form

OneStart/SIS will show test results 

Recommendation for 

Graduate Certificate 

Completion Form  

Required May Graduates:

Deadline is April 14th 

August Graduates:

Deadline is July 14th

December Graduates:

Deadline is November 14th

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Transfer Credit When appropriate Within the first semester gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Course Substitution When appropriate Within the first semester gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Course Revalidation When appropriate With Rec. for Graduate Certificate 

Completion Form or before.

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Termination Form   When appropriate ASAP to avoid student registering 

after termination

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Leave of Absence(LOA) When appropriate Student request gradoff@iupui.edu Provided by school/department

Return from LOA form When appropriate When a student returns from a LOA gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Graduate Professional 

Program Update Form  

When appropriate When a student is returning to a 

program after being out for more 

than 12 months.

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Grades must be posted by grade posting deadline given by the Office of the Registrar or this form becomes invalid and the program will have to re‐

submit.

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Master Degree Highlights Bound thesis is no longer a requirement for deposit and

graduation. This is the department’s responsibility. The bindery should deliver directly to the program.

Encourage students to attend a workshop.

Make sure the correct bulletin choice is selected on the eDoc (admit term or current).

Deadlines – we will not accept eDocs submitted after the deadline of the 15th of the month prior to graduation.

Master Degree Progression Checklist

Master Degree: Needed: When to Submit: Send to: Where to Find:

Admission letter Required When admitted Attach to eDoc Program creates & attaches to admissions eDoc

Final transcript  Required When admitted or ASAP eDoc or via RTS Program receives and verifies that the 

undergraduate degree date is listed.

Track EAP 

requirements

Required for non‐

native English 

speakers

Verify required courses were 

taken before submitting  Master's 

eDoc

OneStart/SIS will show test results 

Master's Application 

for Advanced Degree

Required No later than the 15th of the 

month prior to graduating

eDoc http://graduate.iupui.edu/forms/index.shtml 

Transfer Credit When appropriate Within the first semester gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Course Substitution When appropriate With eDoc submission or before gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Course Revalidation When appropriate With eDoc submission or before gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Plan of Study (POS) Required With eDoc submission or before gradoff@iupui.edu Example of Master's Plan of Study

Termination Form  When appropriate ASAP to avoid student registering 

after termination

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Leave of 

Absence(LOA)

When appropriate Student request gradoff@iupui.edu Provided by school/program

Return from Leave of 

Absence Form

When appropriate When a student returns from a 

LOA

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

Graduate Professional 

Program Update Form  

When appropriate When a student is returning to a 

program after being out for more 

than 12 months.

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml 

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PhD Highlights Encourage students to attend a workshop.

Acceptance page hard copy submission on cotton paper is no longer a requirement of UGS.

Bound dissertation is no longer a requirement for deposit and graduation. This is the department’s responsibility. The bindery should deliver directly to the program.

Nomination to Candidacy (NTC) form:

We must have the Plan of Study and Minor form to process this form.

Course substitutions, credit transfers, course revalidations and converting grades (MD to PhD) forms need to be processed before submitting the NTC.

Nomination of Research Committee (NOR) form:

Dissertation Prospectus and IRB are required with the submission of this form.

PhD Degree Progression ChecklistPhD Degree: Needed: When to Submit: Send to: Where to Find:

Admission letter Required When admitted Attach to eDoc Program creates  & attaches to admissions eDoc

Final  transcript  Required When admitted or ASAP eDoc or via RTS Program receives  and verifies  that the undergraduate 

degree date is l isted.

Track EAP requirements Required for non‐

native English 

speakers

Verify required courses  were taken within 

the first year

OneStart/SIS will  show test results 

Appointment of Advisory 

Committee 

Required Within the first year gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Change of Advisory 

Committee Member 

When appropriate When a change occurs gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Transfer Credit When appropriate Within the first semester gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Converting grades  When appropriate With NTC eDoc or before gradoff@iupui.edu Provided by school/department

Course Substitution When appropriate With NTC eDoc or before gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Course Revalidation When appropriate With NTC eDoc or before gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Minor Form  Required With NTC eDoc or before gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Plan of Study (POS) Required With NTC eDoc or before gradoff@iupui.edu Example PhD Plan of Study form  

Nomination to 

Candidacy (NTC)  

Required Must be approved at least 8 months  

before graduating.

eDoc http://graduate.iupui.edu/forms/index.shtml  

Nomination of Research 

Committee (NOR)

Required Must be approved no less  than 6 months 

before defense. Prospectus and IRB are 

required with NOR.

gradoff@iupui.edu  http://graduate.iupui.edu/forms/index.shtml  

Change of NOR Member 

Form

When appropriate When a change occurs gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Defense Announcement Required At least 30 days before defense gradoff@iupui.edu http://graduate.iupui.edu/theses‐

dissertations/defense/index.shtml

Termination Form  When appropriate ASAP to avoid student registering after 

termination

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Leave of Absence(LOA) When appropriate Student request gradoff@iupui.edu Provided by school/department

Return from LOA  When appropriate When student returns from a LOA gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

Graduate Professional  

Program Update Form  

When appropriate When a student is returning to a program 

after being out for more than 12 months.

gradoff@iupui.edu http://graduate.iupui.edu/forms/index.shtml  

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Questions?

IUPUI Graduate OfficeUniversity Library

Room 1170755 W. Michigan StreetIndianapolis, IN 46202

(317) 274-1577gradoff@iupui.edu

http://graduate.iupui.edu