sgs student services

SGS Student Services

General Meeting for Graduate Administrators

Wednesday, October 16, 20132:00 to 4:00 pm

GB 202, Galbraith Building

Agenda

• Welcome • Update from Systems & Records• Update from Information Systems• Update from the Quality Assurance & Governance

Offices• Changes to International Student Advising• Update from the Postdoctoral & Doctoral Examinations

Office• Update from the Graduate Awards Office • Update from Student Services• Questions

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Corey Dales, Director, Information Systems

Josie Lalonde, Associate Director, Student Services, Systems & Records

Sophia Kirschner, Student & Administrative Systems Support Representative

Scott Moore, Student Services Officer, Division II, Social Sciences

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New Faces at SGS

Update fromStudent Systems & Records

Josie LalondeAssociate Director, Student Services

Refusal of Access toOfficial Student Record

• Beginning November 2013 graduation

• SGS is withholding the diploma for graduate students with outstanding fees

• Not for Balance of Degree fees

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Refusal of Access toOfficial Student Record

• General email informed ALL students

• Targeted emails to those with arrears

• Many cleared their accounts

• 43 will have diploma withheld

• DO attend the ceremony─and celebrate this important day!

• Present proof of payment after the convocation period 6

Option to Access Services While on Approved Leave

• Access to services at the Faculty of Kinesiology & Physical Education, Hart House, and Student Life

• Cost-recovery fee

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Access to Services While on Leave

• Opt-in on the leave of absence form:

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Access to Services While on Leave• Pay on the SGS online payment site:

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JOINid

• Type of UTORid

• Assigned as soon as applicants are in ROSI

• Very limited access to services─MyRes

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JOINid & MyRes

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Eligibility of Members of Teaching & Administrative Staff

• SGS Admission Policy regarding staff members who are graduate students

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Student Systems & RecordsContact Information

• Josie Lalonde, Associate Director, Student Services, Student Systems & [email protected]

• Sofia Kirschner, Student & Administrative Systems Support [email protected]

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mailto:[email protected]


SGS Information Systems

Projects Overview

Corey DalesDirector, Information Systems


• Overviewo The team providing infrastructure and support to SGS

systems and services which support the graduate community (SGSDrive, online application, Ontario Graduate Scholarship, website, etc.)

o We have many projects which have been completed, are in progress, or are on the roadmap for the near or distant future.

o Today we will be covering a quick overview of these projects.

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• Projects completedo SGS website

In late July, SGS launched its new website – Updated look and feel– Improved content organization– Responsive design for mobile devices– Enhanced search

This required infrastructure updates– Two new servers running the latest versions

» Windows Server» SQL Server» SharePoint 2013

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• Projects in progresso Videoconferencing for Final Oral Examinations

Cisco TelePresence equipment will be installed at 63 St. George, room 111, including a display screen, video camera, and digital white board

A vendor has been selected and we are working to develop the implementation timelines

o Confirmation of Registration Web-based form allowing students to purchase a

confirmation of registration letter Awaiting final testing before putting into production

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• Projects in progressoConfirmation of registration letter

• Web-based form allowing students to purchase a confirmation of registration letter

• Final testing is occurring this week• Bug fixes and re-testing• Training, communications, and roll-out

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• Projects in progressoOntario Graduate Scholarship (OGS)

Migrated to SharePoint 2013 Updates to the application including:

– Individual applications by department– Addressed concurrency issues

» Ability for students, referees, and grad admins to edit the same application at the same time without losing data

– Rebranding to match new website– Updated status messages– And more…

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• Projects in progresso Online Calendar

Migrated to SharePoint 2013 Working to automate some of the behind the

scenes functions performed for QA&G staff– Word file generation for unit entries– Production of PDF

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• Projects in progresso Progress Tracker

System to facilitate tracking research-stream students through their program

Provide units a single location to view basic student information and capture progress/ committee reports

We are in the initial planning stages for this project (timing, funding, and data requirements)

We will be engaging units in the near future

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• Projects to comeo Online Admissions Application (OAA)

Migrate to our development platform SharePoint 2013 Review structure and process (enhancements) We will be engaging units before redevelopment

occurso SGSDrive

Investigate SharePoint 2013 as an enhanced method to distribute data between units

We will be engaging units before redevelopment occurs

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• Projects to comeo Student Services forms

Provide web-based forms/workflows for our paper-based form

o Infrastructure Investigating the move from SGS-hosted virtual servers to

ITS-hosted VMWare solution Exploring campus-provided Office 365 to replace the SGS

email system Campus-based Active Directory to provide single sign-on to

SGS systemso And many, many more!

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Contact informationGeneral support: [email protected]

Corey DalesDirector of Information [email protected]

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SGS Dean’s Office and the Office of Quality Assurance and

Governance (QA&G)

TopicsOverview of School of Graduate Studies

Program Modifications (Major & Minor)

Academic Appeals

Academic Integrity

Revised/New SGS Guidelines

SGS Calendar

SGS Website

Contacts

SGS & QA&G Overview

• Promote excellence in graduate education and research

• Ensure consistency and high standards

• Define and administer University-wide regulations, policies, and guidelines for graduate education

• Provide expertise, advice, and information

• Review the design and delivery of programs

• Develop and advise on performance standards

• Support diversity, equity, fairness, and ethical conduct

Governance: New Programs & Major Modifications

• The UTQAP addresses the approval of new programs and the modification, closure, and cyclical reviews of existing programs.

• Major Modifications to programs include a wide variety of significant academic change including the creation of new fields/concentrations or a combined program.

• The Office of the Vice-Provost, Academic Programs coordinates the development of new program and major modification proposals.

Contact: Emma Thacker


Governance: Minor Modifications• Minor modifications include new courses, changes to existing

courses, changes to admission and program requirements, as well as some other curriculum changes.

• Updates: o Governance Forms B, C, and D updated o ROSI form eliminated (Form B and C)o eLearning definitions updatedo Form C─FCE weight for new courses

Contact: Erin McMahon


Graduate Academic Appeals

• Graduate Academic Appeals Policy is provided in the SGS Calendar’s General Regulations section.

• What can be appealed?

o Any academic decision, such as grades or termination of registration

• What is excluded and cannot be appealed?o Non-academic matters, such as feeso Decisions related to admissiono Student withdrawal from their program

Graduate Academic Appeals Four steps of appeal:

• Step One: Informal Resolution• Step Two: Departmental Appeal─GDAAC• Step Three: SGS Appeal─Graduate Academic Appeals Board

(GAAB)• Step Four: Governing Council Appeal (AACGC)



Graduate Academic Integrity

• The University’s policy on academic misconduct is found in the Code of Behaviour on Academic Matters.

• Other policies deal with the general conduct of students (the Code of Student Conduct) and with research ethics.

• Allegations of research misconduct─see website of the Vice-President, Research and Innovation.

http://www.research.utoronto.ca/

Graduate Academic Integrity The Code indicates an obligation to report alleged offenses; this

includes plagiarism and others.

Assignments worth more than 10% of the final mark for a course─ the Chair will refer the allegation to the SGS Dean.

SGS website resources: o What to do if misconduct is suspectedo Procedures for preparing a case file for SGSo Sample letters, checklists, information on jurisdiction and the

prevention of misconduct.

Contact: Erin McMahon



Guidelines: Final Oral Exams (FOEs)Updated, effective July 1, 2013: available on website. Highlights of revisions:

• An external appraiser should not be used more frequently than once every two years by a single supervisor or for committees with substantive overlap of members;

• Sample letter of invitation to a potential appraiser; • Student must participate in person and FOE may not be recorded.

Contact: Angelique Plata


New/Revised SGS Guidelines

• eLearning Guidelines (new)

• Upcoming: o Graduate Courses Guidelines (revised) o Termination Guidelines (revised)o Qualifying/Upgrading Year (revised)



SGS Calendar Production• The SGS Calendar is fully online to graduate students,

administration, and faculty members.

• Calendar production for the 2014-2015 edition will not change significantly for graduate units.

• Dates, deadlines, and calendar entries for governance are now posted to the website.

• Calendar content is approved via governance.

Contact: Lily Lee-Sloan

http://www.sgs.utoronto.ca/calendar/Pages/default.aspx


SGS New Website

• Launched in the summer of 2013

• Graduate community profiles are a prominent feature. SGS will be approaching graduate administrators to feature in future profiles.

• Your feedback has been appreciated. • Please continue to let us know your thoughts or concerns:

[email protected]

Contact: Lily Lee-Sloan



Contacts: QA&G

Jane Alderdice [email protected] Director, Office of Quality Assurance and Governance

Emma Thacker [email protected] and Policy Coordinator

Erin McMahon [email protected] Governance and Policy Officer




Contacts: Communications Office

Lily Yee-Sloan [email protected] Communications Officer

Karen Shim [email protected] Communications Associate



Contacts: Vice-Deans’ Office

Luc De NilVice-Dean, Students

Elizabeth SmythVice-Dean, Programs

Angelique Plata [email protected] Executive Assistant to the Vice-Deans

Sue Murphy [email protected] Assistant to the Vice-Deans



Update from the Centre for International Experience

Miranda Cheng

Director, Centre for International Experience

Update from the SGS Postdoctoral & Doctoral Examinations Office

Lisa HaleyPostdoctoral Administrative Officer

Doctoral Exams & Graduate Convocation

• Final Doctoral Examinationso Approval of Exam Committeeo Exam booking procedures and quorumo Exam facilities

• Graduationo Degree recommendationso Diploma holdso Balance of degree feeso Final-year fees

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Postdoctoral Fellows

• Postdoc registration database

• Postdocs: employees vs. traineeso Funding sourceo Letterso Benefits

• Parchment of completion

• Conflict resolution

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Update from the SGS Graduate Awards Office

Kerri HuffmanAssociate Director, Student Services

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• OGS online application now available to students!

• Enhancements/changes for applicants:

o Must create new application if applying to more than one graduate unit (so that there can be a customized plan of study for each department);

o Referees will need to submit references for each application;

o Option to upload a PDF file for Plan of Study instead of using text box;

o Research Contributions section includes publications and significant academic accomplishments (2-page limit).

2014-15 OGS Application Update

Tri-Agency Harmonization of the Canada Graduate Scholarships Canada

NSERC, CIHR, and SSHRC are currently involved in the tri‐agency harmonization of the CGS programs at both the master’s and doctoral level. The implementation of the newly harmonized CGS Doctoral Program is expected to launch in the fall of 2014. The tri-agency Canada Graduate Scholarships-Master’s (CGS M) Program description and single window application is now available to students.

Canada Graduate Scholarships-Master’s (CGS M)• Allocation of awards to universities

U of T allocation: CIHR: 60NSERC: 120SSHRC: 125

• Simplified application and adjudication • Common eligibility/program requirements and selection criteria• Unified post award policies and regulations‐

Former CGS M Programs (CIHR, SSHRC, NSERC)

Harmonized CGS M Program

Application Process:• Three separate applications in both online and

paper formats• Three sets of deadlines imposed by units, SGS,

and federal agencies• Different application process , websites accounts

Application Process:• Common single online application via the

Research Portal (can apply to 5 universities)• Common student deadline: December 1st (no departmental deadline for students)• No paper copy submission required

Evaluation:Graduate Units:• receive departmental quota • conduct internal selection process• forward list of quota candidates to SGS SGS :• central adjudication by SGS Awards Committee• forwards quota applications to granting agencies Federal Councils (NSERC/CHIR only): • hold national competition

Evaluation: Graduate Units:• Unchanged • Unchanged • Unchanged SGS :• Unchanged • SGS Awards Committees makes final award

decisions Federal Councils:• No national competition

CGS M Application: What’s New

Former CGS M Programs (CIHR, SSHRC, NSERC)

Harmonized CGS M Program(Tri-Agency)

Eligibility requirements:

• Not all imposed an academic minimum

• SSHRC and CIHR funded only first master’s degrees

• Eligible months of study completed were calculated using different methods/dates

Eligibility requirements:

• Have achieved a first-class average (3.7 GPA or A-) in each of the last 2 completed years of study

• Need not be applying to fund first degree

• As of December 31 of the year of application, have completed between zero and 12 months of full-time studies (or equivalent) in the master’s or direct-entry PhD program for which they are requesting funding (e.g., undergrad, 1st-year master’s students)

CGS M Eligibility: What’s New

Eligibility of Degree Requirements

A CGS M eligible graduate program must have a significant research component.

“A significant research component is considered to be original, autonomous research that leads to the completion of a thesis, major research project, dissertation, scholarly publication, performance, recital and/or exhibit that is merit/expert reviewed at the institutional level as a requirement for completion of the program.”

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Master’s programs that are based only on coursework are not eligible since they do not include a significant research component.

Clarification: course-based programs serving as basis for admission to tri-council eligible doctoral program are considered eligible.

Eligibility of Degree Requirements

• Unit allocations for 2014-15 are forthcoming

• Summary of Enhancements for Administrators (to be available in late November):o Ability to see applications in progresso Single PDF layout of application with imbedded transcripts

(in development)

• Thank you to all those who filled out the online survey.

2014-15 OGS Update for Graduate Administrators

CGS M Selection Process

• December 1st tri-agency imposed deadline: no departmental deadlines (new)• Graduate units access/review applications online (new for SSHRC only)• Graduate units forward list(s) of quota candidates to SGS (unchanged)

• Central adjudication by SGS Awards Committee (unchanged)

• SGS Committee awards the CGS M─no national competition (new for

NSERC/CIHR)• SGS informs graduate units of departmental results in late February (new) • Universities make official offers to students online the first week in April (new) • Students have 3 weeks to decide and accept an offer; must decline others

• Must hold CGS M at the university offering the award; not transferable (new)

Update from the SGS Grad Room

Karen McCrankProgramming Coordinator

Grad Room

• The Graduate Professional Skills (GPS) programming office

• Maybe Monday: quiet study and peer academic support/resources

• International Transition Advisor Wednesday, 3 pm to 5 pm • Multi-Purpose Space seats 30 people boardroom-style or 40

people lecture-style

• http://uoft.me/GradRoom

http://uoft.me/GradRoom

Opening Doors: Creating Careers for Graduate Students

• Monday, November 11, 4:30 to 8:00 pm, Bahen Centre

• 30 to 40 panelists with primarily U of T master’s or PhD research based degrees

• Panelist will have graduated with degrees in all areas such as the humanities, life sciences, social sciences and physical sciences

• Contact: [email protected]


AGENDA

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AGENDA

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Update from SGS Student Services

Don MacMillanDirector, Student Services

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This fall we have introduced Hobson’s Connect, which allows prospective students to customize their own VIP page with program information tailored to their interests.

A feature that will be of interest to many of you is that we now have the ability to provide your unit with the names and email of everyone who has indicated an interest in your program.

If you are hosting an outreach activity such as an Open House, you can obtain an easy contact list.

Implementation of Hobson’s Connect

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Upcoming Events• Online Application Workshop

Date: Wednesday, October 23, 2013 Time: 2:00 pm to 4:00pm Location: Grad Room, 66 Harbord Street

• Admission Procedures WorkshopDate: Wednesday, November 27, 2013 Time: 2:00 pm to 4:00 pmLocation: Grad Room, 66 Harbord Street

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Upcoming Events• 14th Annual Workshop on Foreign Credentials: “Focus on Africa”

Date: Monday, December 16, 2013 Time: 8:30 am to 4:30 pm

• Please register by November 29 to [email protected]


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And now your questions…

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