Graduate Coordinator Training

1. Graduate Coordinator Training UNLV Graduate College Campus Outreach November, 2011

2. Training Overview • The structure of graduate education @ UNLV • Admissions Policies & Procedures • Student Records Issues, Forms & Timeline • Graduation Policies & Procedures • General Graduate College Policies & Appeals • Graduate Council & Committee Information • GA Program Policies & Procedures • Mentorship Tips & Guidelines

3. Graduate Education @ UNLV • We have approximately 128 graduate programs. • Student admission, matriculation, separation or graduation are all both departmental and graduate college processes. • Department handbooks and policies must be consistent with NSHE, UNLV and GC policies. • The Graduate Council oversees graduate curriculum, new programs & program changes, program review, appeals, student funding & professional development.

4. Admissions Policies & Processes • Application Process: Apply Yourself “AY” • Deadlines & Fees; Processing Time • Official Transcript Requirements; Regionally Accredited • Up-front admit/deny by departments • Department decision emails • Full, Conditional & Provisional status: GC vs. Dept. Rec. • Admissions Requirements & Policies • Dual application process • Minimum 2.75, or 3.0 in last 2 years or 60 credits • Domestic vs. International Requirements: Credential Evals & PEP • Meeting Conditional & Provisional Requirements • Roll-over & Roll-back Policies • Non-degree Info.

5. Admissions/Records Policies & Processes • Matriculation • Immunizations & Residency Processes • Enrollment requirements • First Semester • 6 Grad Credits in 3 Semesters (incl. Summer) Registration Requirement • Annual review of graduate students • Good standing, probation & separation processes • Forms & Records Management: RIMS, now Retrievex • Department access to student records • Appeals and confidential docs not available • Scanning in-house for quick turn-around

6. Student Records, Forms & Timeline • “A form for everything, and a policy to match!” • Degree plan requirements (part A & optional part B) • Degree program form, parts 1 & 2 (& change form) • Committee appointment form (& change form) • Prospectus defense/Advancement to Candidacy forms • Final Exam & Oral Defense forms & cover sheets • Thesis/Dissertation forms • Leave of Absence form • Appeal form

7. Grad College Department Forms • Graduate Faculty Status Forms • GA Forms • Recommendation for Probation • Recommendation for Separation • Graduate Curriculum: New & Changes • Graduate Programs: New & Changes & Holds • UG Permission to Enroll • Authorization for Overload

8. Graduate Study Timeline • Meet your Advisor • Submit DEGREE PLAN REQUIREMENTS FORM before completing 15 graduate credit hours (including transfer credits); this triggers the student’s MyUNLV forms checklist • Determine if you need a Graduate Advisory Committee; if so, submit Committee Appointment Form • Submit Proposed Degree Program, Parts 1 & 2, to the Graduate College at the same time • Submit thesis/dissertation prospectus approval to the Graduate College (applies to thesis track and doctoral students only)

9. Graduate Study Timeline • Advance to candidacy (applies to doctoral students only): Deadline for submitting forms for stipend increase: 8/1, 12/23, 5/1. • Apply for graduation by appropriate deadline; all but final culminating experience paperwork must be submitted • Work with your Graduate Advisory Committee to draft your document and eventually submit final draft for their review no less than two weeks before your scheduled defense • Defend thesis/dissertation (Master’s Thesis and Doctoral Students ONLY) or Pass your culminating experience (professional paper, course, and/or exam)

10. Graduate Study Timeline • Submit final documents to the Graduate College by appropriate deadline; ensure formatting and forms are approved • Submit your final, approved E-version of your thesis or dissertation to ProQuest • Graduate!

11. Graduation Policies & Procedures • Submit all but final forms/documents • Transfer credit issues/guidelines: Avoid last minute pitfalls! • Graduation Application Process • Graduate Catalog program requirements • Preliminary Degree Check Process • Culminating Experience or Thesis/Dissertation Requirements • Committee Composition • Credits & Grades Posted & X grades changed • Defense & Documents • Degree Conferral Process & Timeline

12. Graduation Policies & Procedures • Graduate Advisory Committee Guidelines • Program Exam Process: Qualifying, Comprehensive, Final Exams • Thesis & Dissertation Process • Formatting Process • Paper Submission • E-Submission to Pro-Quest • Professional Papers • 6/8 year time limit extensions • Minimum of 3 graduate credits in final semester • Commencement Requirements

13. Academic Policies • Program Information: • Catalog & Websites • GCNP: New Program Proposals & Program Changes • Simultaneous Enrollment • Changes to Program, Plan, and/or Sub-Plans • UG to Grad Fast Track Programs • Dual Degree Programs • Graduate Certificates • Course Information: • Grading System & X “hold” grades; S/F, S/U • Grade Changes, Withdrawals, Etc. • Course numbers: 500-700 • Repeat Credits & Double Counting Courses

14. Academic Policies • FERPA Training Online • Rebel Mail Requirement • Credit Load Limitations • GPA Requirements • Leave of Absence Policy • Academic Dishonesty or Conduct Code Issues • Probation & Separation Requirements • Student Refunds

15. Graduate Council • Faculty Leadership of Graduate Council • Meetings 4+ Times per Year • Committees: • Executive • GCNP • GCCC • Faculty & Student Issues • Student Funding • Professional Development • Program Review

16. GA Program Info & Recent Changes • 2010 Transition to PeopleSoft & MyUNLV • Winter 2011 Transition to AY-GA ; CC Dyer joins GA team • Late spring departure of Dir. of Graduate Financial Services, Eric Lee; Moved to Grad Student Services under Dr. Fred Krauss • Late summer hire of GA Program Coordinator, Brianne Heinle • Fall 2011 Creation of Business Process Guides

17. GA Process Overview: Part 1 • Students apply by set deadline in AY-GA • Departments appoint by set deadline in AY-GA • Grad College reviews appointment details • Confirms funds are available • Clarifies/reviews student offer • GC publishes letter to student w/email notification

18. GA Process Overview: Part 2 • Student accepts or declines offer within 2 weeks or offer is rescinded automatically. If s/he accepts… • GA receives email invitation to participate in contract signing, as well as a link to website with appropriate forms/documents; Internat’l GAs must register w/ OISS • GA registers for contract signing (separated by new domestic, new international, renewals) • GA brings completed & signed docs to session; Internat’l GAs must have work letter from OISS sent to GC • GA completes process • Externally funded students must complete the pink course enrollment form & submit to GC • International students must have social security card

19. GA Process Overview: Part 3 • GC reviews accounts, pulls data from AY into Access Database, codes student in PS • GC processes tuition waiver for state students immediately; we process waiver for externally funded students upon return of completed pink course form • GC processes contract in HRMS for stipend • GC submits health insurance for students who accept it (mandatory for internat’l students through OISS, not the GC); non-refundable

20. Apply Yourself – GA Module • Faculty/Staff Training & Users Guide • Overview Dept. process • State GA Appointments vs. Externally Funded • Tracking of Funds & Expenditure Reports • GA Trend Data Available Moving Forward • Note: Grad Students (not GAs) hired on LOAs are processed by departments

21. GA Program Policies • GAs must receive a stipend to be considered a GA and derive benefits (residency, etc.); they must be an active, enrolled regular grad student • GA full time status = 6 grad credits; GAs must be enrolled in a min. of 6 grad cr. • Fixed appointment periods with min. stipend amounts: fall & spring, fall, spring, June, summer, or full year • GAs may work up to 20 hours per week on teaching or research; no ‘busy work’

22. GA Program Policies, cont. • Spr. ’12: New internat’l GAs must take SPEAK test and may be required to take ELC class before teaching • Dean has fixed state funded allocation for 3 year period; dean’s office distributes funds to departments • 80% of state funded GAs (GTAs) must teach 6 credits, or equivalent, per semester • Approved additional employment form required for up to 10 hours per week of paid work outside GA position

23. Thoughts on Mentorship • Scholarly expertise & research • Training future colleagues (not just customers) • RCR • Professional Socialization • Regular and substantive feedback/reviews • Advocacy within the system • Policies & Procedures: IRB, Hazardous Materials, Computer Use, Tech Transfer, etc. • Department & GC Requirements and Forms • Equity, Fairness, Professionalism

24. We are a Resource for You! Graduate College: 895-3320 • Kate.korgan@unlv.edu • 895-5950 • Frederick.krauss@unlv.edu • 895-5773 • Kara.wada@unlv.edu • 895-1211 • Janine.barrett@unlv.edu • 895-3346 • Megan.wilson@unlv.edu • 895-2747