PhD SLAT Student GradPath Presentation

1. PhD SLAT Student GradPath Presentation Nancy Lindsay

2. GradPath Main Features • Easy to Use • All main forms are now electronic rather than paper • Students who began with paper forms can continue/finish out in GradPath

3. Main Features - Continued • Easier for students/staff/faculty to track status and progress of submitted forms • Prevents many common problems • Forms are routed electronically for approval via email request

4. Navigation • In Student Center, you can access GradPath from the drop-down menu on the left side of the screen. • Follow the links to the GradPath information screens • Click on the My GradPath Forms button

5. Landing Page Sample

6. PhD Student Forms in GradPath • RCR – Responsible Conduct of Research • Required for each different program; pre-requisite to subsequent forms • Transfer Coursework Evaluation (only if using coursework from another institution) • Doctoral Plan of Study • Oral Comprehensive Committee Appointment • Announcement of Oral Comps Exam

7. PhD Student forms in GradPath, Cont’d. • Comps Exam Results (submitted by Chair) • Prospectus / Proposal Verification (submitted by Graduate Coordinator) • Final Oral Defense Committee Appointment • Announcement of Final Oral Defense • Results of Final Defense (submitted by Chair)

8. Committees and Special Members • Comps Committees require a minimum of 4 members from your major and minor(s). A minimum of 3 members must be in Tenured or Tenure Eligible status. The 4th (or more) member(s) may be a Special Member. • Final Defense committees require 3 members; all 3 must be in Tenured or Eligible status. Additional members may be Regular or Special Members. The minor may opt out. • GSAS keeps a list of approved Special Members. If yours is not yet approved, Shaun or Kelley will submit a Special Member Request online. • When the Special Member is approved, they will then be available to select on your Committee Appointment forms.

9. How Forms Function • Each form has a description and general instructions. • All forms except Transfer Credit form are specific to a degree. • Forms with pre-requisite forms are not available to student until pre-requisites are satisfied. • Student can always save a form and come back to it before submitting. • Many common errors eliminated – e.g. incorrect course number on Plan of Study, illegible committee names. • Forms check for data that violates policies – violations either trigger alert messages/comments or may prevent submission. • Forms with Validation Warnings may still be submitted and may be approved with a petition. (Note: Petition is not yet in GradPath.)

10. Forms Routed Electronically for Approval • Forms must go through approval routing in order to be approved • Each individual approver receives an approval request via email • You will be able to track where your form is in the approval process

11. Routing Details • Once student submits a form, it is routed for electronic approval. • Next approver receives e-mail notifying them form is awaiting review. • Comments may be entered by all approvers for all to see • If a reviewer denies a form, a comment must be entered. • Graduate coordinator is pre-reviewer for all forms (before faculty reviewers). • Graduate Degree Certification is final reviewer/approver. The form may not be modified until final approval is done. • Notification sent to student upon final approval or denial of form.

12. Sample Approval Routing • Sample routing from PhD plan of study

13. Email Notification Example • Student’s notification of Plan of Study approval:

14. Email Information • Your @email account is your official UA email address and will be used for all forms • It is very important that you check your email on a regular basis as this is the way you are notified when forms are approved or denied. • If you use an email account other than @email, be sure to forward your UA account to the other address

15. GradPath vs Paper forms • GradPath has been ‘live’ since October 1, 2012. • Any forms that were done by you on paper prior to that date DO NOT need to be re-done in GradPath unless the information has changed significantly. • If you cannot access a Grad Path form, please contact Nancy to check your milestones and troubleshoot the problem. • These forms are to go-live at a later date: • Graduate Petition • LOA Request • Change of Program – they will remain as paper forms for the present

16. Future • A version of a Graduate Student Academic report, similar to the Undergraduate SAPR is also in the works. • At this time, when a plan of study is submitted, it is locked and remains static. If it contains courses with open grades, they do not automatically update after the grades are assigned; the grades are entered manually in the Comments section of the form. • The new GSAPR will take care of this issue and show at a glance the items pending on your POS.

17. Common Troubleshooting • If you have two SLAT minors with different foci – e.g. Pedagogy and L2, GradPath will not let you submit the same minor twice. • You may either enter all coursework into one minor section and then enter a comment to clarify, or • You may use the Multidisciplinary minor as the second minor and use Comments to clarify. • On the exam announcements, select the buildings from the drop-down menu. If a building name is typed in, an error message occurs. • When selecting Advisors and Committee Members, just enter the first letters of the Last Name and select from the list.

18. Questions? • Frequently asked questions for GradPath issues can be found here: http://grad.arizona.edu/GradPath - look under Student FAQ • If you have questions, please call or email your SLAT degree counselor in the GSAS office, Nancy Lindsay, 626-1930, nlindsay@grad.arizona.edu