Transcript Graduate Program Update - ASU Department of English

DEPARTMENT OF ENGLISH
PHD ADVISING SESSION
FALL 2013
Ron Broglio, Graduate Director
Sheila Luna, Program Manager
GRADUATE ADVISING
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Ron Broglio, director of graduate studies
Contact [email protected] for an appointment
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Doris Warriner, Rhetoric and Composition
Lee Bebout, Literature
James Blasingame, English Education
Elly van Gelderen, Linguistics
Barbara Lafford, Applied Linguistics
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http://english.clas.asu.edu/graduate_advising
Sheila Luna, Graduate Program Manager – [email protected]
BECOME FAMILIAR WITH POLICIES OR ASK
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Graduate students are responsible for familiarizing themselves with all university
and graduate policies and procedures. http://graduatedev.asu.edu/faculty_staff/policies
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Communicate with the program manager or DGS to be clear on expectations for
degree completion
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Check your MyASU account for up-to-date information regarding your status, holds,
items to attend to and other important information
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Maintain a working ASU email and check it regularly
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Check with your dissertation advisors well in advance of data collection to ensure
compliance with university regulations regarding the collection of data
ENROLLMENT STIPULATIONS
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Graduate students MUST remain continuously enrolled, otherwise they will
be withdrawn by the office of Graduate Education and will need to reapply
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Students taking an oral or written exam, foreign language exam, defending
in summer must be registered for at least one graduate credit
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If the exam, portfolio, defense, etc falls in between terms, registration for
the next session is required (after spring and before summer, students must
register for summer).
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Students must be enrolled in at least one graduate credit during the
semester or summer session that they apply for graduation
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If defending between terms, you must be registered for the following term
ENROLLMENT, CONTINUED….
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Teaching Assistants MUST be enrolled for six hours every semester (even if they
are done with coursework and research/dissertation hours)
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If enrollment is impossible due to personal or medical issues, students can
petition for a Request to Maintain Continuous Enrollment . Return the form with
your chair’s signature to Sheila Luna http://graduate.asu.edu/forms
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Students who are granted a petition to maintain enrollment lose their student
privileges (i.e., email, library, etc.)
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Enrolling in 1 credit of 795, continuing registration, can be a place holder
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A W, an I, or an audit do NOT count as continuous enrollment
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400-level courses do NOT count as continuous enrollment unless they are listed
on the plan of study
INDEPENDENT STUDY REGISTRATION
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Download the Independent Study form (http://english.clas.asu.edu/forms),
complete the top portion and obtain the required signature. If you are doing
research or dissertation hours (792, 799) you must get your committee chair’s
signature on the “instructor” line
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If you are doing a reading and conference (ENG or LIN 790), you must obtain the
signature of the professor with whom you will be working
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Return the completed and signed form to the English Department main office or to
the graduate studies office for clearance to register. You will be able to register
within 48 hours of returning the form
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This procedure must be followed each time you want to enroll in ENG or LIN 799,
790, 792, 795, etc.
GRADUATE PLAN OF STUDY (IPOS)
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The interactive plan of study (iPOS) is a list of what you have taken, are presently
taking, and will take to complete degree requirements
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Official notification to the office of Graduate Education of your committee
membership
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File early in program
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The iPOS must be reviewed and approved by the supervisory committee, the
graduation office, and the office of Graduate Education
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Ph.D. students must have an approved iPOS with entire committee approved before
the portfolio stage
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http://english.clas.asu.edu/gradstudies-pos
FILING THE INTERACTIVE PLAN OF STUDY
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Submit electronically, through the MY ASU, iPOS link
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Obtain committee chair’s signature on the summary page
before the Department approves the iPOS
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Only the chair is needed to submit the iPOS. Once an iPOS has
been approved by the Department and the office of Graduate
Education, the student can submit a Committee Change
Request and create co-chairs and members
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May select entire committee at once, eliminating the need to
add committee members later
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http://graduate.asu.edu/sites/default/files/Howto_iPOS_0.pdf How-To Guide
IPOS DETAILS
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Must submit iPOS before 50% of their program is completed.
Failure to do so may result in a hold on registration
Choose this option: 84 credit hours, oral exam, prospectus and
a foreign language exam
Obtain committee chair’s signature on summary page and
return to Sheila Luna so it can be officially approved
Committee Change Requests, Petitions, Course Change
Requests and Masters in Passing applications are also
submitted electronically.
http://english.clas.asu.edu/gradstudies-pos
COURSEWORK
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PhD plans of study must have 84 hours, 12 being dissertation
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List 12 (and only 12) hours of Dissertation (799)
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Research (792) can be used as coursework hours when applicable and in
consultation with the committee chair
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A student with a previously awarded master’s degree can apply it to the iPOS for
a blanket 30 hours. The student must then list 54 hours taken at ASU after
admission to PhD
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The committee chair will review the coursework before signing to make sure all
requirements have been met
PRE-ADMISSION COURSEWORK
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Twelve hours of pre-admission coursework from another institution or
from ASU, not applied to a previous degree, may be applied
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The office of Graduate Education must have official transcripts from
the institution where the classes were taken
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Must have been completed within three years of admission to the
ASU degree program
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A grade of B or better is required for all transfer and non degree work
applied to a Plan of Study
FOREIGN LANGUAGE REQUIREMENT
Must demonstrate a competent knowledge of a natural language other than modern English
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Earning a “B” (3.00) or higher in a 400- or 500-level course
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Demonstrating native speaker proficiency in a language approved by the student’s supervisory
committee
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Earning a “B” (3.00) or higher in both ENG 530 Old English and ENG 531 Old English Literature
or their equivalent;
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Holding a bachelor’s degree in an approved foreign language;
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Fulfilled a foreign language requirement during MA
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For languages which the School of International Letters and Cultures does offer above the 200
level, two years (4 semesters) of college coursework at the 100 and 200 level with a C or
better, completed no more than six years prior to admission to the degree program.
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http://english.clas.asu.edu/gradstudies-flr
LANGUAGE REQUIREMENT: THINGS TO REMEMBER!
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The Foreign Language Reading Exam is offered by SILC two times per year
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Must be enrolled in at least one graduate English credit during the semester
of the exam
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Exam results must be posted before student can take examinations or
schedule a defense
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Fulfill the requirement early in the program so it does not hold up
graduation.
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If a student fails the exam, a petition must be submitted to the office of
Graduate Education to retake the exam, including why the student failed,
what the student will do to prepare for the next exam, and why the exam is
needed. Note: Only two retake petitions are allowed. Allow three months to
study for the next exam.
http://silc.asu.edu/testing/graduate
TAKING THE FOREIGN LANGUAGE EXAM
Select your language on the iPOS
 Take exam
 Results received six to eight weeks after exam
 Results cannot be posted if the student does
not have an approved ipos with entire
committee on file
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LANGUAGE EXAM DATES FOR 2013/14
 October
 March
4, 2013 (apply by September 13, 2013)
4, 2014 (apply by February 4, 2014)
USING OLD ENGLISH TO FULFILL REQUIREMENT
Select Old English from the drop down list on
the iPOS
 Contact Sheila Luna when grades are posted
for both 530 and 531
 The requirement will remain “incomplete” until
notification of grades is received
 Cannot post results without an approved iPOS
with entire committee
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IF ENGLISH IS YOUR SECOND LANGUAGE
Choose your native language from drop down
list on the iPOS
 When iPOS is approved by office of Graduate
Education, notify Sheila Luna and she will
waive the language requirement on your iPOS
 Cannot waive requirement without an approved
iPOS with entire committee
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TAKING A CLASS TO MEET THE LANGUAGE
REQUIREMENT
Student takes an upper division SILC course
(approved by the advisor)
 Must be taught in the language
 After the grade of B or better is posted on your
transcript for this course, contact Sheila Luna
 Cannot post language results without an
approved iPOS with entire committee
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READING KNOWLEDGE CLASSES
B or better in FRE 494 French for Reading
Knowledge; ITA 494 Italian for Reading
Knowledge; GER 494 German for Reading
Knowledge
 Do not need background in language to take
 Fulfills the language requirement
 Contact Sheila Luna after grade is posted
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OTHER WAYS TO MEET THE LANGUAGE
REQUIREMENT
If you are meeting the requirement in another
way (BA or MA in approved language, etc)
contact Sheila Luna AFTER your iPOS has been
approved
 Foreign language requirement results cannot
be posted without an approved iPOS with entire
committee on file.
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TIME TO DEGREE - DOCTORAL
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Maximum time limit is the shortest of the following:
 Ten years from admission
 Five years from comp exams
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If more time is required, students may submit a detailed
petition to the office of Graduate Education with the extension
request
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Department of English recommended time to degree is 7 years.
Average is 6 years. Students are given TA eligibility for 5 years
PHD TIMELINE
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Five years is typical for those with master’s degrees
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Meet with committee chair or director of program annually to
discuss progress
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Failure to submit signed timeline will result in a hold on
registration for 792/799
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http://english.clas.asu.edu/gradstudies-phdtimeline
SATISFACTORY ACADEMIC PROGRESS
Adherence to timeline
 Timely completion of coursework and exams
 Minimum 3.0 GPA each semester
 No more than three I’s (Incomplete) on
transcript
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CHOOSING A DISSERTATION COMMITTEE
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At least three members on the graduate faculty, ordinarily specialists in the
area of the student’s project
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Confer with selected chair about other suitable members for the committee
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Identify committee chair and members early and look to them for guidance
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Petitioning to have a committee chair from outside the department's
graduate faculty must be approved by the department chair in consultation
with the director of graduate studies
PHD EXAMS (PHD RCL, APL)
I.
Portfolio: two scholarly essays and a bibliography
II.
Oral or Written Exam: based on bibliography
III.
Colloquy: Defense of the dissertation prospectus. After completing this
step, submit Report of the Doctoral Dissertation Prospectus form to Sheila
Luna for candidacy processing
http://english.clas.asu.edu/gradstudies-exam
PHD EXAMS: REVISED EXAM STRUCTURE FOR
LITERATURE
I.
Essay: One scholarly essay and a bibliography
II.
Oral Exam: based on bibliography and essay
III.
Colloquy: Defense of the dissertation prospectus. After completing this
step, submit Report of the Doctoral Dissertation Prospectus form to
graduate program manager for candidacy processing
http://english.clas.asu.edu/gradstudies-exam
WHAT IS CANDIDACY
PhD students achieve candidacy in a letter from
the office of Graduate Education upon
completion of:
foreign language requirement
 qualifying examination
 defending the dissertation prospectus
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DOCTORAL DISSERTATION
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Based on original and independent research/creative activity conducted by
the student, under the guidance of the graduate supervisory committee
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Demonstrate the candidate's mastery of research and scholarly
methodologies, theory, and tools of the discipline
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Demonstrate the candidate's ability to address a major intellectual problem
and to propose meaningful questions and hypotheses, as well as utilize the
methods with which to study the proposed research question(s) and related
hypotheses, and draw conclusions
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12 hours of dissertation (ENG or LIN or APL 799) are required on the plan of
study. They can be taken all at once, or split up. 1 hour of dissertation can
also be taken to maintain enrollment
DEFENSE ANNOUNCEMENTS
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Dissertation defenses are announced via e-mail to the Department of
English. A student preparing for his/her defense should send an e-mail to
[email protected] which will include student name, dissertation title, date,
time, room, committee chair, committee members, and a brief abstract. The
abstract should be in the body of the e-mail, not as an attachment.
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Contact Chris Floyd in the main office to schedule a room for the defense.
AUTOMATED FORMATTING
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Run your dissertation through the format tool
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Make sure you are using the most recent version of the Format Manual from
office of Graduate Education website
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http://graduate.asu.edu/format/format_and_submit_document
office of Graduate Education Graduation Deadlines and Procedures
http://graduate.asu.edu/graddeadlines.html
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SCHEDULING A DEFENSE
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Schedule your defense on your MyASU defense schedule tab
no later than 10 working days before the defense date
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Initial format review must be performed by office of Graduate
Education prior to defense
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After scheduling your defense, submit complete draft to
[email protected] for format review
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Day before defense, student will receive email with next steps
for the defense of the dissertation and submission of final
document to ProQuest
DEFENSE SCHEDULING, CONTINUED
Several requirements must be met before the defense schedule link will
appear on your MyASU:
 Approved iPOS with full committee
 Minimum 3.0 overall graduate GPA
 Minimum 3.0 GPA on iPOS
 No pending course changes, committee changes
 Satisfied all requirements (written/oral exam, language, etc.)
 Achieved candidacy
 Active student and currently enrolled
MASTER’S IN PASSING (MIP)
For PhD students who do not hold an MA in
English
 Must complete 33 hours of coursework and
pass the portfolio
 MIP iPOS is submitted electronically
 Student must file for graduation
 http://english.clas.asu.edu/gradstudies-mip
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TYPES OF PETITIONS
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Graduation Extensions: Must be include a detailed justification: Why petition is
needed, what happened to cause delay. When do you intend to graduate. A detailed
timeline on progress toward defense such as: chapter 1 is due on ___, chapter 2 is
due on ___. Include student statement: “I understand that there will be no further
extensions petitioned, failure to meet agreed upon deadline will result in dismissal
from the program.” Use paper petition form
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Retaking Language Exam: Must include why you failed, how you will prepare for the
next exam and why the exam is needed. Petition can be done online on iPOS link
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Petitions to Maintain Continuous Enrollment: Used to discontinue enrollment. The
maximum is two semesters during entire program. Use the paper form: Doctoral
Request to Maintain Continuous Enrollment
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http://graduate.asu.edu/forms
DISSERTATION FELLOWSHIPS
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Graduate Education Dissertation Fellowships (deadline January
15, 2014 for 2014/15)
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Graduate Education Completion Fellowships (deadline:
October 7, 2013 for spring 2014)
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Katharine Turner Dissertation Fellowships (deadline February
3, 2014)
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Graduate Travel Awards
http://english.clas.asu.edu/graduate_scholarships
GRADUATE EDUCATION TRAVEL AWARDS
Presenting papers at scholarly conferences
 $350 from Graduate Education; $350
additional funds from English
 Only three students funded per cycle
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October 4, 2013: for travel November 15, 2013 through February 21, 2014
January 10, 2014: for travel February 22, 2014 through May 16, 2014
March 14, 2014: for travel May 17, 2014 through June 30, 2014
http://english.clas.asu.edu/graduate_scholarships
IMPORTANT DEPARTMENT FORMS
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Independent Study Form (to register for
research/dissertation/reading and conference)
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PhD Oral Exam Form
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PhD Report of Dissertation Prospectus form
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Portfolio: Statement of Intent (to accompany the portfolio
papers)
http://english.clas.asu.edu/forms
GSEA/ENGLISH WORKSHOPS
Sept 20th CV and Cover Letters 11:30 am LL
316
 Oct 25th Applying to Conferences/Submitting
for Publication 3:00 pm LL 316
 January 24th Applying for
grants/fellowships/awards 3:00 pm LL 316
 March 28 (tentative) Digital Media Workshop
 Dec 12th Mock Interviews
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UPCOMING LECTURE
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Navigating Your Career in Higher Education: A
Conversation with Beverly Ann Chin
Thursday, Sep. 26, 2013 3:15-4:30 p.m. LL 316
Finishing the PhD, searching for the right job, and
learning tenure and promotion.
Q & A with Dr. Chin.
GRADUATE EDUCATION JOB SEARCH
WORKSHOPS
Preparing CV part 1, Sept 18, 3 pm MU
 Creating a resume and cover letter Sept 20th,
1:30 pm
 Academic Job Search Oct. 1 1:30
 Preparing CV part 2 Oct 4 3:00 pm
 Interviewing for Academic Jobs Oct 14 10:30
am
 http://graduate.asu.edu/grow/sfs/events
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INFORMATION ONLINE
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The English Department website, graduate student
page contains many useful links, such as FAQs, how to
file an iPOS, doctoral exams, etc.
http://english.clas.asu.edu/graduate
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Graduate Education website http://graduate.asu.edu/
Contains information on university policy, graduation
deadlines and procedures, Graduate Education forms,
professional development, etc.