graduate coordinators workshop
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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 - PowerPoint PPT PresentationTRANSCRIPT
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/current/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
Interpersonal conflict between Student and
Advisor
Graduate Coordinator
Chair/Director
Assistant VP Grad Studies (informal mediation)
Dean may seek advice of the College Dean
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
Chair/Director
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
Dispute Resolution
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
Disruptive, abusive or destructive behaviour
on the part of the Student
Update on Policies and Practices
Maximum Duration Policy Plan of Study
Quality Assurance
Program Completion Period2
Progress Report & Plan of StudyTo A&P by Mid-Semester
Registration Blocked at End of Semester
Continuation with Approved Plan of Study
Maximum Program Duration
Masters
FT 6 7 7 8,9 9
PT 6 6.3 6.3 6.6 to 8 8
PhD
FT 12 13 13 14 to 16 183
PT 12 12.3 12.3 12.6 to 14 154
DE & T 16 17 17 18 to 20 225
DE & T - PT
16 16.3 16.3 16.6 to 18 196
DVSC
FT 9 10 10 11,12 12
PT 9 9.3 9.3 9.6 to 11 11FT, 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