Records Processing The Office of Graduate Studies

1. Records ProcessingThe Office of Graduate Studies Julie Wilson Director

2. Changes to OGS Processing Team • Most graduate student processing is split alphabetically between four processors: Dee Cooper, Andrea Reinertson, Jaime Waters, and Kim Widdison. • Includes most UIN-specific documents, such as degree plans, petitions, preliminary exams, proposals, final exams requests and results, special request letters, English language requirements, requests to work extra hours, and

3. Changes to OGS Processing Team • Alphabetical breakdown by student’s last name • None to C – Andrea • D to J – Dee • K to O – Jaime • P to Z – Kim • Graduation matters are handled by Andrea. • Petitions for Waivers & Exceptions come to Julie. • Brenda is assisting Dr. Butler-Purry.

4. Departmental Role in Oversight of Graduate Student Programs • OGS is responsible for maintaining all University requirements. Departments keep track of any additional requirements. • Departments can assist in making sure forms are properly filled out, signed by correct faculty members, and fall within guidelines for degree program. Make sure to follow the deadline calendars. • OGS can not make judgment calls. If the form’s intent is not clear, it will be returned for clarification.

5. Forms • Degree Plan – filed through On-line Degree Plan Submission System (DPSS) • Petitions – Once a degree plan is approved and on file, changes are made by petition. Petitions must be signed by full committee and department head or interdisciplinary faculty chair. • Petition for Change of Course Work • Petition for Change of Committee • Petition for Change of Major, Degree, or Program • Petition for Extension of Time Limits • Petition for Waivers or Exceptions

6. Forms • Preliminary Examination – Reports of the Preliminary Exams must be accompanied with the Preliminary Exam Checklist. • Proposal Title Page – A research proposal and title page must be on file for all masters thesis option and doctoral students. • Request to Schedule Final Examination – Departments should use Compass/Howdy resources to verify that student is eligible to take final exam. Exam forms are sent to OGS program contact for distribution to the student’s chair.

7. Helpful Hints • Print/type complete faculty names under signatures on forms. • State requests clearly and provide justification for requests when required. • Confirm that all required signatures have been provided and that only authorized departmental/program individuals have signed. • Provide original signatures when possible. Department Head/Interdisciplinary Program Chair signature must always be original. • Observe deadlines.

8. Graduate Classifications • G6G6 -Post Baccalaureate Non-Degree Seeking student • G7G7 MS - Master’s student • G7G7 PhD - Doctoral student without a Master’s degree • G8MA -Doctoral student who has completed a Master’s degree • G830 – Doctoral student without a Master’s degree who has completed 30 graded hours • G9G9 - Student who is missing an admission requirement

9. Degree Level Changes • Domestic students – must be made within first 20 class days in the fall/spring and 4 class days in the summer. • International – must be made within first 12 class days in the fall/spring and 4 class days in the summer. • G7 vs G8 PhD changes – follow same time line as above and can only be made by OGS staff

10. Grade Point Average (GPA) • All graduate students have two GPAs. • Degree Plan GPA • Cumulative GPA • Grade Points (per credit hour) A = 4, B = 3, C = 2, D = 1, F = 0

11. Degree Plans • Review Degree Plan Blocking criteria and make sure to warn students nearing block to submit degree plan. • Verify that all required academic credentials have been received and processed by Office of Admissions before approving degree plans. • Contact the Office of Graduate Studies if training is needed in the On-line Degree Plan Submission System (DPSS).

12. Examinations • Reports of the Preliminary Exams must be accompanied by the Preliminary Exam Checklist to be processed in OGS. • Running a student degree evaluation in Howdy before submitting an exam request form can keep the request from being returned.

13. Things to Remember • Identify students by legal names and University Identification Number (UIN) on all correspondence. • The Office of Graduate Studies only monitors University rules. • We all work together to make sure graduate students progress through degree programs.