Graduate Coordinators Workshop

1. Graduate Coordinators Workshop October 4 & 7, 2011

2. 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

3. Board of Graduate Studies • Division committee membership • Faculty nomination process • Three categories • Regular • Associated • Special • New programs and course changes

4. 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

5. 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.

6. 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.

7. 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

8. Dispute over progress evaluation or failed qualifying /defense exam (may include procedural irregularity, questions of academic merit or extenuating circumstances, including medical or compassionate) Interpersonal conflict between Student and Advisor Graduate Coordinator Graduate Coordinator Chair/Director Chair/Director Board of Graduate Studies (Admissions & Progress Committee) Assistant VP Grad Studies (informal mediation) Dean may seek advice of the College Dean Departmental action, letter to Chair reporting on policies not followed Senate Committee on Student Petitions Dispute Resolution

9. Disruptive, abusive or destructive behaviour on the part of the Student Disruptive, abusive or destructive behaviour on the part of the Advisor Complaint at the departmental/school level – to Graduate Coordinator and/or Chair Complaint by Student to Chair/Director (informal mediation). If not resolved, or disciplinary action may be required, College Dean Complaint by Advisor, Graduate Coordinator, Chair normally to Campus Community Police who take carriage of complaint through the University’s judicial process Dispute Resolution

10. Update on Policies and Practices • Maximum Duration Policy • Plan of Study • Quality Assurance

11. FT, Full-time; PT, Part-time; DE & T, Direct entry and transfer from a master's program

12. Case Studies Review and Discussion

13. Recruitment • Coordinator Responsibilities • Information Sessions • One Pagers • Graduate Studies Preview Day • Graduate Recruitment Strategies – Website • Responding to Prospective Student Inquiries

14. 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

15. Admissions • Upgrading – OGS website • Transfers and alternate admissions • Admission appeals - Provisional

16. 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

17. Qualifying Examinations • Program’s process must be on file with OGS • Components (e.g. courses, examinations, written paper, oral exam) • Use of standardized forms

18. 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

19. 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

20. 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

21. Graduate Coordinators Workshop October 4 & 7, 2011