A Guide to Graduate Education

1. A Guide to Graduate Education

2. Housekeeping • Break & Restrooms • Cell phones, pagers, text messaging • Workshop counts for Pro3 certification: Academic Department Support • Do not need to do anything to get credit; it will be given automatically based on roster • Roster completed at end of class today • Questions

3. Evaluations! • To assist the University of Florida’s efforts in sustainability we have moved to electronic evaluations • Within next 3 days you should receive email request to provide feedback on today’s class • Please help us assess the quality of our training by completing the evaluation Thank you!

4. Session Objectives • To increase understanding of Graduate Education and related policies • To introduce key processes and tools to perform duties associated with Graduate Education

5. Session Objectives • We will review specifically • The Lifecycle of a Graduate Student • Policies • Graduate Faculty Appointments • Supervisory Committees • The Graduate Information Management System (GIMS) • Best Practice!

6. Lifecycle of a Graduate Student

7. Introduction • Who is a graduate student? • Someone who has been officially enrolled in an approved graduate program • Types of programs • Masters: MA, MS, MBA, etc • Doctoral: PhD, EdD, AuD, DPM, DNP • Specialty degrees: EdS, Engineer • Research: thesis, project in lieu of thesis, dissertation • Non-research (masters only)

8. Introduction Note! • Not a student in a professional program such as DMD, MD, DVM, PharmD, JD

9. Introduction • Components • Classroom experiences • Research experiences • Field work • Exams • All programs have a final comprehensive exam • Research programs have additional requirements

10. Introduction • ‘Lockstep’ = defined curriculum • Timelines for Completion • Masters = 1 to 2 years • Coursework, final exam/culminating experience, thesis or project • Doctoral = 4 to 7 years • Coursework, qualifying exam, admission to candidacy, dissertation research, final exam/dissertation defense

11. Introduction • How does the graduate student find us? • Advertising & Recruitment Activity • Academic unit • College • Graduate school • Office of Graduate Minority Programs • Annual admissions brochure • Website includes PhD Program Profiles

12. PhD Program Profiles • http://graduateschool.ufl.edu/academics/program-profile

13. Introduction • Who plays a role? • Program Graduate Staff • Program Graduate Coordinators • Committee Chair/Mentor • Supervisory Committee • Graduate School • International Center • Everyone else who appreciates graduate education !

14. Office of Graduate Minority Programs OGMP • Part of Graduate School commitment to fostering diversity • Who uses OGMP services? • All graduate students • Students who are under-represented in grad ed • African American • Hispanic/Latino American • Native American • Native Alaskan (Eskimo or Aleut) • Native Pacific Islander • Low income and first-generation college graduates

15. OGMP Programs • Designed to increase under-represented minority participation • Campus Visitation Program (Fall and Spring Semesters) • Board of Education Summer Fellowship Program (Summer B) • Funding opportunities for recruitment • Student retention support • Professional development activities

16. Funding Opportunities for Recruitment • Stipend, tuition, health insurance • McKnight Doctoral Fellowships • FAMU Feeder • NSF Bridge to Doctoral Fellowships • McNair Fellowship • Top-ups • NSF Social, Behavioral and Economic Sciences Grant

17. Student Retention Support • Supplemental Tuition Awards • Open to all students • Up to six credit hours of tuition during last three semesters • Santa Fe College/UF Partnership in Faculty Development Program • Some stipend and tuition/fees paid • Delores Auzenne Dissertation Awards • Open to URM students and women in science • $5000 plus 3 dissertation credit hours

18. Doctoral Research and Completion Awards • Graduate School Dissertation Scholarship Award – selected SBE majors • Final term+ • Summer C, Summer B+Fall, Fall, Spring, Spring + Summer A • Up to $10,000 scholarship; NO appointment • Minimum registration tuition at in-state rate • Graduate School Doctoral Research Travel Award – selected SBE majors • via Travel process • Up to $5,000 • Student must be registered

19. OGMP Sponsored Workshops • Open to all graduates • Professional Development Workshops • 10-12 annual sessions • Prep for Thesis/Dissertation Submission, Managing Your Money, Getting a Job, etc • Grants and Fellowships Conference • Fall and Spring • Workshops for graduate students planning to apply for fellowships (Ford Foundation, NSF, NIH, etc)

20. Overview Student applies and application evaluated Offer made from academic unit Student enrolls Supervisory Committee formed Plan of study developed Define scope of research or project Qualifying exam (PhD/EdD only) Final comprehensive exam/Defense Degree awarded

21. Let’s start with the Application…

22. Application • Student submits online or paper application to: • UF Office of Admissions to determine eligibility for admission • Academic unit to determine eligibility for program • UF International Center also evaluates non-US student applications to determine eligibility for student visa

23. Application Note! • Graduate School is not involved with admission process except for conditional admissions: • Applicant does not meet minimum admission standards for GPA and/or English language skills exams

24. Application This site is linked from the main Graduate School homepage and has a wealth of information for the prospective graduate student: http://www.graduateschool.ufl.edu/admission/

25. English Language Institute Conditional Admissions • Scenario: • International applicant with external funding • No GRE or IELTS/MELAB/TOEFL scores • Steps to be taken: • Applicant first completes UF ELI program • Applicant then posts acceptable GRE and TOEFL scores • No enrollment in graduate courses until both of the above are met • Duration: Could take up to a year • I-20: Released by ELI, not UFIC • Contact • Megan Forbes: mforbes@eli.ufl.edu • UF ELI: http://www.eli.ufl.edu

26. Application This is the UF Office of Admissions site for prospective Graduate Students found at http://www.admissions.ufl.edu/grad/

27. After the Application comes the Offer

28. Offer • Applicants can be offered admission • Without funding • With funding without employment (Fellowship) • With funding and employment (Assistantship) • Graduate Assistant, Teaching Assistant, Research Assistant • Tuition waiver • Paid bi-weekly through payroll

29. Offer • Offer of admission made by academic unit • April 15th – acceptance date for students on appointment (cannot require student response before then)

30. Offer • Templates available at • www.hr.ufl.edu/academic/categories.asp#assistants • Admission letter for a graduate assistant • Appointment letter for a graduate assistant • Department or program or college may have additional guidelines or examples • For further information attend • PRO318 Hiring Graduate Assistants & Fellows

31. The student needs a Plan of Study

32. Plan of Study • Plan of study depends on academic unit culture, e.g., • Registration procedures • Enrollment adjustments • Developed with help from academic unit and Supervisory Committee • Type of program • Certain requirements, e.g., eligible coursework • Timing of research credits • Transfer of credits

33. Plan of Study Note! • See also Graduate Catalog • Field of instruction defines major credit • General information section has other important details • Catalog can be viewed at http://gradcatalog.ufl.edu/

34. Plan of Study • Academic unit and Graduate School are involved with student progress throughout the program • Graduate School provides the Graduate Information Management System (GIMS) as a tool to help monitor this progress and make changes/updates as necessary (more later!)

35. The degree is done! Now to graduation…

36. Graduation • Degree Certification Process checks student has satisfied all criteria necessary for award • Tiered process to build consensus • Academic unit/program • College • Graduate School

37. Graduation • Degree certification is the actual awarding of the degree • Certification Day is the day after Grade-A-Gator closes • Official transcript available the next day • Registrar handles diploma orders • Mailed to permanent address ~ 6-8 weeks

38. Reporting Job Data

39. Request from President Summer 2009 Launched Fall 2009 PhD graduates employment data – outcome measure Data to be used in PhD assessment, PhD Program Profile Located in GIMS Data entry to be completed by mid-point of semester following graduation Job Placement System

40. Job Placement System

41. Any questions?

42. Graduate Education & The Graduate School

43. Do you know? For 2012-2013: • Graduate Enrollment • Graduate Faculty • Number Degree Titles • Degree Majors • # Doctoral Degrees awarded • # Masters Degrees awarded 13,556 2,300 52 310 825 3,871

44. Graduate Education Structure President & Provost Graduate School College Academic Unit Graduate Coordinator Graduate Staff

45. Graduate Education Responsibilities • Responsibility for daily operations of graduate programs is vested in the individual colleges, schools, divisions, and academic units • Most colleges have an associate dean or other administrator who is directly responsible for graduate study in that college

46. The Graduate School • Partners with academic units to allow flexibility for programs within the general standards • Co-ordinates the graduate programs of the academic units • Certifies all graduate degrees

47. Graduate School Organization Chart

48. Graduate School Responsibilities • Implementation of Graduate Council policy • Degree certification • Graduate curriculum • Graduate Catalog • Communication, Communication!

49. Graduate School Website Visit http://graduateschool.ufl.edu/ Click on Personnel and Policy

50. Graduate School Personnel & Policy Website This page has all the options available for view including Directories, Faculty, Coordinator and Staff Resources and GIMS. We will look at these today.