iu welcome personnel workshop autosaved.ppt workshop.pdf4 graduate affairs committee the graduate...
TRANSCRIPT
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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
Janice Blum, Associate Vice Chancellor for Graduate Education at IUPUI; Associate Dean of the University Graduate School,
Indiana University
NaShara Mitchell
Assistant Dean and Director of Preparing Future Faculty and Professionals (PFFP)
Monica Henry
Assistant Director
Jennifer Mahoney
Graduate Recruitment Coordinator
Debra Barker
Indiana University Recorder
Summer Layton
Purdue Graduate Admissions and Graduate Recorder
Dezra Despain
Curriculum and Recruitment Coordinator
Zach Smith
Graduate Admissions Coordinator
Marilyn Lomax
Administrative Specialist
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 [email protected] Despain [email protected]
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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 [email protected] or you can contact Jody Smith, assistant director of academic affairs at [email protected].
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
[email protected] http://graduate.iupui.edu/forms/index.shtml
Transfer Credit When appropriate Within the first semester [email protected] http://graduate.iupui.edu/forms/index.shtml
Course Substitution When appropriate Within the first semester [email protected] http://graduate.iupui.edu/forms/index.shtml
Course Revalidation When appropriate With Rec. for Graduate Certificate
Completion Form or before.
[email protected] http://graduate.iupui.edu/forms/index.shtml
Termination Form When appropriate ASAP to avoid student registering
after termination
[email protected] http://graduate.iupui.edu/forms/index.shtml
Leave of Absence(LOA) When appropriate Student request [email protected] Provided by school/department
Return from LOA form When appropriate When a student returns from a LOA [email protected] 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.
[email protected] 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 [email protected] http://graduate.iupui.edu/forms/index.shtml
Course Substitution When appropriate With eDoc submission or before [email protected] http://graduate.iupui.edu/forms/index.shtml
Course Revalidation When appropriate With eDoc submission or before [email protected] http://graduate.iupui.edu/forms/index.shtml
Plan of Study (POS) Required With eDoc submission or before [email protected] Example of Master's Plan of Study
Termination Form When appropriate ASAP to avoid student registering
after termination
[email protected] http://graduate.iupui.edu/forms/index.shtml
Leave of
Absence(LOA)
When appropriate Student request [email protected] Provided by school/program
Return from Leave of
Absence Form
When appropriate When a student returns from a
LOA
[email protected] 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.
[email protected] 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 [email protected] http://graduate.iupui.edu/forms/index.shtml
Change of Advisory
Committee Member
When appropriate When a change occurs [email protected] http://graduate.iupui.edu/forms/index.shtml
Transfer Credit When appropriate Within the first semester [email protected] http://graduate.iupui.edu/forms/index.shtml
Converting grades When appropriate With NTC eDoc or before [email protected] Provided by school/department
Course Substitution When appropriate With NTC eDoc or before [email protected] http://graduate.iupui.edu/forms/index.shtml
Course Revalidation When appropriate With NTC eDoc or before [email protected] http://graduate.iupui.edu/forms/index.shtml
Minor Form Required With NTC eDoc or before [email protected] http://graduate.iupui.edu/forms/index.shtml
Plan of Study (POS) Required With NTC eDoc or before [email protected] 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.
[email protected] http://graduate.iupui.edu/forms/index.shtml
Change of NOR Member
Form
When appropriate When a change occurs [email protected] http://graduate.iupui.edu/forms/index.shtml
Defense Announcement Required At least 30 days before defense [email protected] http://graduate.iupui.edu/theses‐
dissertations/defense/index.shtml
Termination Form When appropriate ASAP to avoid student registering after
termination
[email protected] http://graduate.iupui.edu/forms/index.shtml
Leave of Absence(LOA) When appropriate Student request [email protected] Provided by school/department
Return from LOA When appropriate When student returns from a LOA [email protected] 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.
[email protected] http://graduate.iupui.edu/forms/index.shtml
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Questions?
IUPUI Graduate OfficeUniversity Library
Room 1170755 W. Michigan StreetIndianapolis, IN 46202
(317) [email protected]
http://graduate.iupui.edu