14th annual director of graduate programs & graduate ...1. “dissertation 101” seminar 2....

14th Annual Director of Graduate

Programs & Graduate Services

Coordinator Workshop/Retreat

July 30, 2013

Introduction & Opening Remarks

Rebeca Rufty

Graduate Student Support Plan

go.ncsu.edu/gssp

Katie Lester

FIVE W’S – WHO…QUALIFIES?

•Teaching Assistantships

•Research Assistantships

•Primary Fellowships (trump other appointments)

•FULL-TIME graduate students at all times!

•(DE sub-plan do not count)

•(Audit classes do not count, DE classes do count towards GSSP

eligibility)

•$8,000 annualized stipend!

•Appointment start on or before census!

FIVE W’S – WHAT…THEY RECEIVE?

•Health Insurance

•through BCBS

•Hill Chesson and Woody manages – 919-645-0240

•Tuition

•Fall and Spring semesters

•up to the on campus rate

•THE GSSP DOES NOT PAY STUDENT FEES!!!!

FIVE W’S – WHEN…ARE STUDENTS ELIGIBLE?

•Requirements-at-a-glance

•Health Insurance

•Unlimited number of semesters

•Tuition – Clock starts when student is ADMITTED!

•MR – 4 semesters

•DR with previous MR – 8 semesters

•DR – 10 semesters

REQUIREMENTS-AT-A-GLANCE

FIVE W’S – WHERE…ARE BENEFITS PAID FROM?

•Tuition and Health Insurance are paid from

the source of the students stipend!

•GSSP Funding chart!

FIVE W’S – WHY…DOES NCSU HAVE THE GSSP?

•The GSSP is a highly competitive support package

used to attract top graduate students to NCSU!!!!!!

HEALTH INSURANCE GSHI (GRAD SCHOOL HEALTH INSURANCE)

•GSSP Plan – BCBS

• $1,937.64 / year

•$161.47 / month

•University Mandatory Plan – BCBS

•$1,376 / year

•$688 / semester

HEALTH INSURANCE GSHI (GRAD SCHOOL HEALTH INSURANCE)

•Always starts on the 16th of the month and ends on the 15th!

•(except in January, starts 1/1 for new students)

•Billed monthly – source of students stipend

•TA’s whose appointment ends 5/15 will receive insurance until

•RA or Fellow has to have appointment through the summer to

receive insurance

•COBRA – once terminated have 60 days to elect COBRA

HEALTH INSURANCE

•Confusion!

•Why do students drop from insurance?

•GSSP lists are run around the 5th of each month, if a student

does not have a qualifying appointment at that time, they look

ineligible!

•They will be caught up next month (if department enters new

appt), no break in insurance!

HEALTH INSURANCE

•UNIVERSITY MANDATORY INSURANCE – BCBS

•Students are REQUIRED to have insurance!

•Waiver Deadline – 9/10/13 – I waive GSSP students

• 1st waiver list 7/31/13

•If GSSP students not waived, students will stay on the

mandatory plan

TUITION

•Tuition Remission = out-of-state tuition MINUS in-state tuition

TUITION

•First tuition list is submitted to the cashier’s office (7/31/13) the

day before bills are due (8/1/13)

•Lists continued to be run throughout the semester

•Source of students stipend – Funding chart

GRADUATE SUPPORT - SIS

DEPT APPROVAL FLAGS

• Dept Approval flags inform cashier’s office that the student

will be sponsored (does not submit tuition)

• Protect their schedule if their dept has not entered their appt

• Account must be up to date or will be cancelled

• **** These flags are only necessary if the student is not already

fully qualified for the GSSP!

• Enters a service indicator for that specific term

• An email will be sent to campus in June/December

reminding departments to check Dept Approval Flags

- User guide on GSSP website

TUITION REMISSION REMINDER

• Eligible students must either be an in-state

resident or have been denied in-state residency

BUT with good faith

• Out-of-State students past TWO semesters will

NOT have their TR submitted through the GSSP!

• Encourage students - go.ncsu.edu/ncres

EXCEPTIONS

•Approval for tuition support beyond the allowed

semesters

•Full Tuition charged directly to source of stipend

•Student graduating; do not prorate tuition

•Previous masters degree not in related field

•Dr. Willits reviews

•User guide on GSSP website!

QUESTIONS? go.ncsu.edu/gssp

Graduate Appointments &

Fellowship Update

Meghan Wilson

Graduate Faculty

• Associate

• Teach courses carrying graduate credit

• Chair master’s advisory committees

• Serve as a Grad School Rep

• Full

• Chair doctoral advisory committees

• Doctoral/terminal degree

• Rank of Assistant Professor or higher

• Recommendation/Nomination from department

Responsibilities of Graduate Faculty Status

Requirements for Membership

Graduate Faculty

• Completed by home department requesting change of Graduate

Faculty status

• Request “Full” or “Associate” status

• Approved by Department Head or DGP from the home department

requesting change of Graduate Faculty status

• Submitted to Graduate School for review & approval by Dean

• Adding programs to an existing member

• Department requesting addition of program(s) completes the form,

has their Department Head or DGP sign the form, sends to

Graduate School for review and approval by Dean

• Located on the Graduate School – For Faculty & Staff – Graduate

School Forms page

Graduate Faculty Nomination Form

Graduate Faculty For everything to work…

• Active Job in HR System

• Graduate Faculty status of Associate or Full

• Graduate Programs on Instructor/Advisor Record

What will this do?

• Update the Graduate Catalog

• Allow student to add to committees

• Graduate Faculty queries

ETD Approval Workflow

Lian Lynch

Committee Member(s) Sign

Exam Form

Committee Member(s) Pre-approves ETD

Unconditional Pass

Chair/Co-Chairs Sign Exam Form

Committee Member(s) Accepts Pre-Approval

ETD Editor Approves ETD

Committee Member(s) Declines Pre-Approval

Chair/Co-Chairs Approves ETD

Committee Member(s) Denies ETD

Committee Member(s) Approves ETD

ALL Committee Members Approved

Library

Committee Member(s) Sign

Exam Form

Unconditional Pass

Chair/Co-Chairs Sign Exam Form

Committee Member(s) Accepts Pre-Approval

ETD Editor Approves ETD

Committee Member(s) Declines Pre-Approval

Committee Member(s) Denies ETD

Student Triggers Approval Process

Student Updates ETD

Thesis & Dissertation Support

Services

go.ncsu.edu/tdss

Meagan Kittle Autry

Director of Thesis & Dissertation Support

Services

makittle@ncsu.edu

• Goals for new programming:

– Support development of scholarly writing for

graduate students

– Increase completion rates & decrease time

to degree

• Plan: Offerings grounded in principles

of scholarly writing

– Writing workshops

– Dissertation institutes

– One-on-one coaching

Fall Programming

1. “Dissertation 101” seminar

2. “Forming an Advisory Committee” panel

3. “Writing a Dissertation Proposal”

workshop

4. “Writing Your Dissertation in 15 Minutes a

Day” workshop

5. “Graduate Student Writing” workshop for

international graduate students

6. “Dissertation Bootcamp” days

Thesis & Dissertation Support

Services

go.ncsu.edu/tdss

Meagan Kittle Autry

Director of Thesis & Dissertation Support Services

makittle@ncsu.edu

“We put the creation of scholarship within reach of students.”

Refreshment Break

Policy Updates

Dan Willits

Recommendation for ABM Program

• Date on recommendation form is future

term for admission into graduate school, not

the date of admission into ABM program

• We will admit to that term conditional on a

BS and 3.5 GPA at time of admission

GSR Signature on Exam Reports

• A Graduate School appointed GSR need

only sign at the bottom of the report.

• A committee member also serving as the

GSR must sign as a member and as a

GSR Signature on Exam Reports

New Certificate Rules

• Transfer Credit into Certificate

– Up to six (6) hrs from PBS

– Up to six (6) hrs taken while in ugrad status at

NCSU if not used in bachelor’s

– Maximum is six (6) hrs from all sources (B or

better)

Newly Stated Certificate Rules

• Transfer Credit (cont’d)

– Up to 12 hrs of certificate courses taken prior to

enrollment in a degree program may be used in

that degree program (18 hrs unique to the MR

and 36 hrs to the DR).

– Transfer credit from other institutions is not

allowed

New Certificate Rules

• Double Counting

– Certificate courses may double count with

degree courses as long as18 hours remain

unique to each MR and 36 to the DR.

– Courses counted in a previous ugrad degree

shall not be counted in a certificate

– Certificate and graduate minor coursework

shall not be double counted.

Transfer of Graduate Credit from

Other Universities – into master’s

a) the course is a grad course

b) completed in grad or post-bacc status

c) not used for another degree

d) B or better. Courses with grades of B- or

lower not allowed

Other Universities May Use Different

Numbering Systems

• Eastern Kentucky University

– 500-599 are primarily for seniors and are linked

with 700 level courses

– 700-899 are for grad students only

– 500/700 are companion courses for grad and

undergrads. 700 (grad-level) must have

additional requirements for grad credit.

Numbering Systems

Duke University – starting fall 2012

• 200-399 - Ugrad above introductory level

• 400-499 - Advanced ugrad, senior seminars,

capstone, honors thesis

• 500-699 - Grad courses open to advanced ugrads

• 700-999 - Grad only courses (not open to ugrads)

Numbering Systems

Old New (as of fall 2012)

BME 253 BME 503

BME 254 BME 504

BME 255 ?

Duke University

Numbering Systems

BME 253 BME 503

BME 254 BME 504

BME 255 BME 255

BME 888 ?

Duke University

Numbering Systems

BME 253 BME 503

BME 254 BME 504

BME 255 BME 255

BME 888 BME 200

Duke University

• What we need

– statement of course numbering system (i.e.,

is it a graduate course?)

• Transcript preferrable

• Otherwise a statement is needed

– from Graduate School, Registrar, or official

webpage of university

– not from course instructor or department website

• What we need (cont’d)

– statement of whether a degree was

obtained

• must be the official completed transcript

• What we need (cont’d)

– statement of degree or non-degree

classification

• usually on transcript (but not always)

Stay Tuned

• Letter-graded course minimum for

certificates?

• Limit on completed degree courses in

a new certificate program?

Full Time Registration Rules

Lian Lynch

Krista Domnick

(Director of Scholarships and Financial Aid)

Full Time

No Change

Full Time

No Change

9 hours

3-8 hours if that reaches an accumulated

total equal to the minimum hours required

by the program

Half Time

Academic Rules: 3 hours

Financial Aid: 4.5 hours

Financial Aid 4.5 hours

• Will not effect loan deferrals

• Will effect students applying for

Financial Aid

http://www7.acs.ncsu.edu/financial_aid/enrollmentstatus.html

Fall 2014

• Academic Rules = Financial Aid Rules

• Half Time = 4.5

• This will impact loan deferrals

Student Service Center > Acad Tab

Questions?

UGSA Update

UGSA Officers

University Graduate Student

Association (UGSA)

Who Are We, What We Do &

Updates on New Award for Conferences

Matt Melillo – President

Chirag Gajjar – VP of Internal Affairs

Efraín Serrano – VP of Academic Affairs

What is the UGSA?

• Governing body and voice of all

graduate students

• Comprised of student representatives

from departments across the university

• Goals

– Improve the lives of graduate students

– Disseminate important information

– Provide a forum for discussion

– Represent graduate student interests

What We Do: Services

• PawPrints Newsletter

• Community Service

• Teaching Awards

• Community Service

• Teaching Awards

• Social Events

• Leadership

Conference

What We Do: Funding

• Chapter Rebates

– Given to department GSAs to be used for

their own activities

• Block Grants

– Given for one-time events when

collaborating with another department

• Award for Conferences

– Prestigious award to cover entire cost of

conference (more to come…)

Departments Currently Represented

• Agriculture & Life

Sciences

– Agricultural & Extension

Education

– Animal Science

– Crop Science

– Entomology

– Genetics

– Horticultural Science

– Physiology

– Plant Biology

– Plant Pathology

– Poultry Science

– Soil Science

– Toxicology

– Zoology

• Design

• Education

– Adult Education, Training,

and Development

– Higher Education

Administration

• Engineering

– Biological & Agricultural

– Biomedical

– Chemical & Biomolecular

– Computer Science

– Electrical & Computer

– Mechanical & Aerospace

• Humanities & Social

Sciences

– English

– History

– International Studies

– Psychology

– Public Administration

– Social Work

– Sociology & Anthropology

• Poole College of

Management

– Master of Business

Administration

– Master of Accounting

– Economics

• Natural Resources

• Sciences

– Chemistry

– Marine, Earth &

Atmospheric Sciences

– Mathematics

– Physics

– Statistics & Biomathematics

• Textiles

– Textiles

• Veterinary Medicine

– Veterinary Medicine

Your Department at UGSA: Why?

• Funds for student activities in your department

every year

• Block Grants for events in collaboration with

other departments

• Community service and outreach opportunities

• Opportunity to develop leadership skills

• Networking across the campus

How to Join UGSA

• Department Graduate Student Association

• Constitution

• Letter of Credentials

• Appoint Representative

• FAS Account

• We can help!

– Contact VP of Internal Affairs:

ugsa-vpinternal@ncsu.edu

New Award for Conferences

Previous Travel and Thesis Fund New Award for Conferences

First-come, first-served Application deadline of February 15, 2014

Funds up to $250 per person Funds up to $1,500 per person

Supplement cost of conference Completely cover cost of conference

Submit receipts Rigorous application

Funding for thesis printing No funding for thesis printing

• Merit-based Award given to top researchers at

• High impact for both student and NCSU

– e.g. National conference favored over local conference

– e.g. Oral presentation favored over poster

DGP Involvement

• Sign application

• Currently, no limitations on applicants

• We may ask DGPs for help in

determining most qualified individuals

from their department

Thank you! • Matthew Melillo, President, ugsa-president@ncsu.edu

• Chirag Gajjar, VP of Internal Affairs, ugsa-vpinternal@ncsu.edu

• Efraín Serrano, VP of Academic Affairs, ugsa-vpacademic@ncsu.edu

• General Questions? Email group-ugsa-execs@ncsu.edu

• Check out our website for more information http://ugsa.ncsu.edu/

General Q&A

Rebeca Rufty

Door Prizes Morning

• Carolina Hurricanes regalia ($15)

• NC State regalia ($20)

• iTunes gift card ($25)

• Carolina RailHawks ($90)

› 4 club seat tickets to any fall game

• North Carolina Symphony (+$100)

› 2 tickets to a Raleigh Classical

Series or Pops Series concert

Afternoon

• ARTS NC STATE ($35)

› 2 tickets to any event

• NCSU v. Richmond Football ($160)

› 4 tickets

• JOHN FOGERTY! (+$200)

› second row seats + DPAC VIP

amenities

*A sincere “THANK YOU!” to the following: Carolina Hurricanes, ARTS NC State, Carolina RailHawks, North

Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC

Room 1c/d

Residency Overview

Belen Gebremichael

Overview: Residency for

Tuition Purposes

• Residency Requirements

• Special Circumstances

• Good Faith Effort

go.ncsu.edu/NCRes

Residency Requirements

• Length of time in North Carolina

• Legal and financial ability to establish

a domicile

• Intent to stay in North Carolina

(Residentiary Acts)

go.ncsu.edu/NCRes

Special Circumstances

• Full Time UNC System Employees

• Active Duty Military Members

• Marriage Benefit

• Non US Citizens

go.ncsu.edu/NCRes

Good Faith Effort

• What is the process to obtain a good

faith effort?

• What constitutes a good faith effort?

go.ncsu.edu/NCRes

Questions?

Belen Gebremichael

residency_officer@ncsu.edu

go.ncsu.edu/NCRes

SIS & Admissions Overview

Lian Lynch

Lindsay Gentile

AY Updates

• Personal Statement

• Enrollment Form Available Earlier

• GMAT Included in

Auto-Complete

AY Updates

• Application Facelift

Reminders

• Admission Status

• Check Campus Safety

Questions?

Lindsay_Gentile@ncsu.edu

Document Management

Student Service Center

Document Mgmt Cont.

Questions?

Lian_Lynch@ncsu.edu

NextGen Admissions Update

Lindsay Gentile

Lian Lynch

Jack Foster

Thank You! Focus Group

• Andrew Sleeth – Engineering

• Ann Ross – CHASS

• Ashley Creech – Management

• Brooke Gangi – CHASS

• Cristina Carrillo – CHASS

• Derek Welsh – Management

• Jade Berry-James – CHASS

• Jason Swarts – CHASS

• Jeff Scroggs - PAMS

• Kimberly Weems – PAMS

• Nancy Penrose – CHASS

• Natasha Dillon – CALS

• Sarah Slover – Natural

Resources

• Shana Scott – Education

• Sujit Ghosh – PAMS

• Tamah Morant - Management

• Vilma Berg – Engineering

Phase 1 Nearing Completion

• New faculty application review

• Program application administration

• Highlights

Timeline

• Oct. 12 – New system launch

*Depts. can customize set-up and

start assigning applications for review

• Oct. 15-29 – Admin training offered

Highlights

• Mobile Device Access

• Detailed Searching & Filtering

• Mass Updates

• Visual Minimum Requirement

• Setup Page

• Document Management

• Review Assignment & Workflow

• Faculty Landing Page

Highlights

• Mass Updates

• Setup Page

Highlights

• Mass Updates

• Setup Page

Highlights

• Mass Updates

• Setup Page

Highlights

• Mass Updates

• Setup Page

Sign Up For Training

• http://ncsu.edu/grad/about-

grad/training.html

Future Phases

• Phase 2: More automation and real-

time updates

• Phase 3: Dynamic application with

supplemental department

questions/sections

• Phase 4: TA/RA slot assignments

Questions?

Conclusion & General Q&A

Rebeca Rufty

Door Prizes Morning

• Carolina Hurricanes regalia ($15)

• Carolina RailHawks ($90)

› 4 club seat tickets

• North Carolina Symphony (+$100)

› 2 tickets to a Raleigh Classical

Series or Pops Series concert

Afternoon

• ARTS NC STATE ($35)

› 2 tickets to any event

• NCSU v. Richmond Football ($160)

› 4 tickets

• JOHN FOGERTY! (+$200)

› second row seats + DPAC VIP

amenities

*A sincere “THANK YOU!” to the following: Carolina Hurricanes, ARTS NC State, Carolina RailHawks, North

Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC

14th annual director of graduate programs & graduate ...1. “dissertation 101” seminar 2....

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