Spring 2018 Graduate Director Meeting

1. Spring 2018Graduate Director Meeting Slides will be emailed and will be available on our Website

2. Agenda • Welcome and Introductions • Special Enrollment (aka: Z-Status) • Registration in the semester of graduation requirements • “Early Clearance” • Timing of application to graduate • Commencement and Graduation and receipt of Diploma • Bonus Information

3. Special Enrollment (aka Z-Status) What is Z-Status? • Z – Status is a student enrollment classification that allows the University to declare a graduate student enrolled full-time, even though they may only be registered for as little as a single hour of course credit. Who is Eligible? • Students must be near the end of their academic program; meaning, enrolled in thesis (799) or dissertation (899) preparation, or another capstone experience. • Residents and non-residents (including International students) are eligible. • Students may not be employed more than ½ time outside of GA.

4. How do we use Z-Status? • Request for Special Enrollment, can be found in the forms library on The Graduate School’s web site • ( http://gradschool.sc.edu/forms/gs-zs.pdf ). • Students may request up to three terms (Spring, Summer, and Fall) on a single request form. • Graduate Directors or Major Professors must sign each request. The form must be COMPLETE (all information requested and signatures provided) to be considered for approval. Incomplete forms will be returned.

5. What does “Complete” mean? • Information is legible. • Student’s first and last name along with the USCID number. • Student’s address, email, and phone number • The Student’s school, major and degree. • Effective terms indicated (up to 3 terms on one form) • Indicate Graduate Director or Major Professor and Print name with email and phone. • There is more…..

6. Ensuring the form is complete…. Check all boxes that apply: • If the student has previously been enrolled with Z-status. • If the student is not employed or not for more than ½ time (other than as a GA). • Is the student working on a thesis or dissertation? • Has the student completed all coursework, other than a capstone? • Will the student be a GA? • Is this a request for Family Medical Leave Act FMLA) consideration and is medical documentation attached?

7. Not done yet….. • International students are eligible, but, these students must submit a request for an Exemption from Full-Time Enrollment form through the Office of International Student Services (ISS). • ISS must approve this request, BEFORE the Graduate School will process the Z-Status request. • So, there are two forms. • The student must sign and date. • The Graduate Director/Major Professor must sign and date.

8. What will delay processing the form? • The form is incomplete. • There is no Program of Study on file and approved. • Coursework has not been completed. • Students have not yet registered for at least 1 hour. • This is a request for more than 3 terms and no additional justification is provided.

9. Registration in Term of Graduation • “Use of University resources” means more than the library or a computer and printer. • Once materials are submitted, there is also the time and expertise of the faculty member(s), reviewing outstanding materials, and the administrative support to submit all required materials in the department and possibly college, Graduate School program coordinators review all eligibility criteria, Office of the Registrar staff review and process information for the student to receive the diploma, and for state and federal reporting requirements.

10. Exceptions to Registration to Graduate • When there is a “Structural” circumstance beyond the student’s control (e.g., there is an a priori arrangement between the department and the Graduate School for an external licensure exam that happens after the term ends). • When there is an unpredictable issue at an internship (e.g., the site supervisor retires; grant funding is delayed, etc.) • When there is a “compassionate” circumstance (personal or family illness, etc.) • “I just didn’t do the work” is NOT AN EXCEPTION.

11. What needs to happen? For a single semester exception: • Documentation is required – more than the “word” of the student: • Note from a doctor referencing dates of treatment (no diagnosis or confidential information is required) • Either a memorial program, newspaper obituary, or other indication of a loss. • Note from the site to indicate the issue • If more than a single semester is needed, the registration requirement will apply. • If in doubt, please check with the Graduate School before making any promises to students.

12. ”Early Clearance” • Students have missed the date to graduate in a given term. • Can they still graduate in a subsequent term without having to register? Yes, if….. • EVERYTHING is completed and approved before the first day of classes in the next term: • Fall term missed; can graduate in Spring (Approx. mid-January). • Spring term missed; can graduate in Summer before June 1st. • Summer term missed; can graduate in Fall (Approx. mid-August).

13. Application to Graduate • The Office of the Registrar publishes an application to graduate deadline—it is early in each semester. For Spring 2018, the “window” was open from December 19, 2017 to February 18, 2018. • The application triggers a number of events to allow us to prepare to confirm all degree requirements have been met. • When in doubt, apply to graduate; we can decline. • A student MUST apply to graduate in the semester for which they will actually graduate. Applying in Spring 2018, but, not finishing until Fall 2018 will require another application to graduate.

14. Commencement / Graduation / Diploma • Commencement is the ceremony where friends and loved ones celebrate an academic accomplishment. Actually being “finished” is not a requirement for participation – Except for Doctoral Hooding. • Graduation does not actually happen until all degree requirements have been met. • A Diploma is ordered by the Office of the Registrar approximately 90 days after commencement, and is usually received approximately 2 weeks after that. • A letter confirming degree completion can be issued from the Graduate School if needed (e.g., graduate school, employment, etc.).

15. Doctoral Hooding • The Doctoral Hooding ceremony is an exception to the “Early Walk” language for other Commencement Ceremonies. • To participate in either of the two Doctoral Hooding ceremonies, all degree requirements must be complete. • Finish in Fall, walk in December or later. • Finish in Spring, walk in May or later. • Finish in Summer, walk in December or later. • Doctoral Gowns (for UofSC students) are BLACK.

16. Bonus Information • The Graduate School will be relocating on April 20 to the Fifth Floor of Hipp (former Business School – Close-Hipp). • Phone and email contact information will remain the same. • There may be a slight delay in response time for a day or so while we get all email and phone connections activated and staff reorient to the new space.

17. Bonus Information • The Division of Human Resources will sponsor a Summer Compensation Webinar from 2:00 - 3:30 p.m. on Wednesday, April 11.  The webinar will address Faculty and Graduate Student Summer Compensation, and Summer Payroll Topics. • The webinar will be available on the HR pages after the session. • We will try to include a link to the webinar from the GS page, too. • Hiring and enrollment restrictions are tied Federal regulations confirming “Student” status rather than “Employee.”

18. Bonus Information • Professional Development Opportunities for Graduate Students: April 20 (All day in the Convention Center) • Discover USC April 20 in the Convention Center. April 23 (5-7 pm in Byrnes 311) • Start Smart Financial Literacy and Salary Negotiation Workshop April 27 (2-3 pm in Discovery Building, rm 140). • Navigating the Academic Publishing World Workshop