Transcript Graduate Coordinators Workshop
GRADUATE COORDINATORS WORKSHOP
October 4 & 7, 2011
University Context
University of Guelph Senate Board of Graduate Studies Subcommittees of BGS: Programs Admissions and Progress Department Graduate Studies Committee Chair Internal Quality Assurance Process (IQAP) replaces the OCGS process
Board of Graduate Studies
Division committee membership Faculty nomination process Three categories Regular Associated Special New programs and course changes
Senate Policy on Rights and Responsibilities
Graduate Calendar: Policy on Responsibilities of Advisors, Advisory Committees and Graduate Students and Graduate Student-Advisor Mediation Procedures http://www.uoguelph.ca/registrar/calendars/graduate/curre nt/geninfo/geninfo-por-deptresp.shtml
Departmental responsibilities may be delegated to Graduate Coordinator
Departmental Responsibilities
May be delegated to Grad Coordinator and Graduate Studies Committee:
Establish appropriate deadline dates and regulations associated with review, examination and submission of the thesis or research project Make available information about current courses, areas of expertise of faculty members, and pertinent information not already outlined in the Graduate Calendar. Match students and advisors not later than within six months of initial registration.
Approve the advisory committee/graduate degree program form no later than the end of the student's second registered semester.
Departmental Responsibilities
Establish procedures by which the Graduate Coordinator and, if appropriate, the Graduate Studies Committee can
monitor progress of graduate students through reports
by the Advisor, student, and appropriate others, and to communicate this progress to all involved parties.
Investigate situations where an Advisory Committee has
not met for two or more consecutive semesters. In addition, investigate perceived irregularities in student/Advisor/Advisory Committee relationships.
If a student has received an unsatisfactory evaluation report for two consecutive semesters then the Departmental Graduate Coordinator will meet with the student, the Advisor and the Advisory Committee to consider the lack of progress and any possible remedial measures.
Departmental Responsibilities
Maintain a list of scheduled faculty leaves and, where warranted, assist in making satisfactory arrangements for the advising of the student when the Advisor is on leave or on extended absence from the campus.
Inform Graduate Program Services should there be
unresolved concerns about either the Advisor's effectiveness or the student's performance.
Allow students to change Advisors
In the event that an Advisor or Advisory Committee
member withdraws because of a conflict of interest, work with all parties to mitigate any negative consequences of the withdrawal
Dispute Resolution
Interpersonal conflict between Student and Advisor Dispute over progress evaluation or failed
qualifying /defense exam (may include procedural irregularity, questions of academic merit or extenuating circumstances, including medical or compassionate)
Graduate Coordinator Graduate Coordinator
Chair/Director Chair/Director Assistant VP Grad Studies (informal mediation) Dean may seek advice of the College Dean Board of Graduate Studies (Admissions & Progress Committee) Senate Committee on Student Petitions Departmental action, letter to Chair reporting on policies not followed
Dispute Resolution
Disruptive, abusive or destructive behaviour on the part of the Advisor
Complaint by Student to Chair/Director (informal mediation). If not resolved, or disciplinary action may be required, College Dean
Disruptive, abusive or destructive behaviour on the part of the Student
Complaint at the departmental/school level – to Graduate Coordinator and/or Chair Complaint by Advisor, Graduate Coordinator, Chair normally to Campus Community Police who take carriage of complaint through the University’s judicial process
Update on Policies and Practices
Maximum Duration Policy Plan of Study Quality Assurance
Program Completion Period 2 Progress Report & Plan of Study To A&P by Mid-Semester Registration Blocked at End of Semester Continuation with Approved Plan of Study Maximum Program Duration Masters FT PT PhD FT PT DE & T DE & T - PT DVSC FT PT
6 6 12 12 16 16 9 9 7 6.3
13 12.3
17 16.3
10 9.3
7 6.3
13 12.3
17 16.3
10 9.3
8,9 6.6 to 8 14 to 16 12.6 to 14 18 to 20 16.6 to 18 11,12 9.6 to 11 9 8 18 3 15 4 22 5 19 6 12 11
FT
, Full-time;
PT
, Part-time;
DE & T
, Direct entry and transfer from a master's program
Case Studies
Review and Discussion
Recruitment
Coordinator Responsibilities Information Sessions One Pagers Graduate Studies Preview Day Graduate Recruitment Strategies – Website Responding to Prospective Student Inquiries
Admissions
On behalf of the graduate studies committee, recommend admission of new graduate students Sign all forms pertaining to admission Recommendation for Admission, Recommendation to Waive English Language Requirements, etc.
New funding form in line with union requirements
Admissions
Upgrading – OGS website Transfers and alternate admissions Admission appeals - Provisional
Records
Advisory Committee Forms Facilitate establishment of the student’s Advisory Committee and academic program Submit Advisory Committee forms to OGS by the mid point of the student’s second registered semester (full time) or by
semester 5 for part time students
Semester Evaluation Reports Filed each semester, even if Satisfactory Unsatisfactory must come to OGS Students must sign
Qualifying Examinations
Program’s process must be on file with OGS Components (e.g. courses, examinations, written paper, oral exam) Use of standardized forms
Recommendations to A & P
A & P Guidelines http://www.uoguelph.ca/registrar/graduatestudies/files/a&p.pdf
When OGS rejects applicant, submit appeal and support documentation Recommendations on program transfers, extending LOA, resolving course failures. Recommendations for Withdrawal Documentation Student Petitions Departmental summary and support documents
Counselling Students
Sensitivity to ESL students, both domestic and visa Communication Academic Misconduct Sensitivity to personal issues that may affect performance and progress Monetary Health Family Referrals Student Financial Services Student Health Services Counselling Services
Funding and Awards
New awards Trillium – update Upcoming awards requiring attention Trudeau Award reference letter sample are available on OGS website Assistance with different awards processes OGS & SFS Students with funding difficulty Financial Assistance
GRADUATE COORDINATORS WORKSHOP
October 4 & 7, 2011