14th annual director of graduate programs graduate services coordinator workshop retreat
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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. Teaching Assistantships Research Assistantships

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14th Annual Director of Graduate Programs & Graduate Services Coordinator Workshop/Retreat

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14th Annual Director of Graduate Programs & Graduate Services Coordinator Workshop/Retreat

July 30, 2013


Introduction & Opening Remarks

Rebeca Rufty


Graduate Student Support Plango.ncsu.edu/gssp

Katie Lester


  • 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 – Who…qualifies?


  • 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 – What…they receive?


  • 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

Five W’s – When…are students eligible?


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!


  • The GSSP is a highly competitive support package used to attract top graduate students to NCSU!!!!!!

Five W’s – Why…does ncsu have the gssp?


  • GSSP Plan – BCBS

    • $1,937.64 / year

    • $161.47 / month

  • University Mandatory Plan – BCBS

    • $1,376 / year

    • $688 / semester

Health InsuranceGSHI (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 8/15

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

  • COBRA – once terminated have 60 days to elect COBRA

Health InsuranceGSHI (Grad School 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

Health Insurance


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


  • DeptApproval 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

Dept Approval Flags


Tuition Remission Reminder

  • Eligiblestudents 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


  • 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!

Exceptions


GSSP

QUESTIONS?

go.ncsu.edu/gssp


Graduate Appointments & Fellowship Update

Meghan Wilson


Graduate Faculty

Responsibilities of Graduate Faculty Status

  • 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

Requirements for Membership


Graduate Faculty

Graduate Faculty Nomination Form

  • 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

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


  • Unconditional Pass

  • Committee Member(s) Pre-approves ETD

  • Committee Member(s) Sign Exam Form

  • Chair/Co-Chairs

  • Sign Exam Form

  • Committee Member(s) Accepts Pre-Approval

  • Committee Member(s) Declines Pre-Approval

  • ETD Editor Approves ETD

Committee Member(s) Approves ETD

Committee Member(s) Denies ETD

  • Chair/Co-Chairs

  • Approves ETD

ALL Committee Members Approved

Library


  • Unconditional Pass

  • Committee Member(s) Sign Exam Form

  • Chair/Co-Chairs

  • Sign Exam Form

  • Committee Member(s) Accepts Pre-Approval

  • Committee Member(s) Declines Pre-Approval

  • ETD Editor Approves ETD

Committee Member(s) Denies ETD

Student Updates ETD

Student Triggers Approval Process


Thesis & Dissertation Support Servicesgo.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

  • “Dissertation 101” seminar

  • “Forming an Advisory Committee” panel

  • “Writing a Dissertation Proposal” workshop

  • “Writing Your Dissertation in 15 Minutes a Day” workshop

  • “Graduate Student Writing” workshop for international graduate students

  • “Dissertation Bootcamp” days


Thesis & Dissertation Support Servicesgo.ncsu.edu/tdss

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

Meagan Kittle Autry

Director of Thesis & Dissertation Support Services

makittle@ncsu.edu


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.


GSR Signature on Exam Reports


GSR Signature on Exam Reports


New Certificate Rules

  • Transfer Credit into Certificate

    • Up to six (6) hrsfrom PBS

    • Up to six (6) hrstaken while in ugradstatus 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 hrsof 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 ugraddegree 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

  • the course is a grad course

  • completed in grad or post-bacc status

  • not used for another degree

  • 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.


Other Universities May Use Different Numbering Systems

  • 200-399 -Ugradabove 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)

Duke University – starting fall 2012


Other Universities May Use Different Numbering Systems

Duke University


Other Universities May Use Different Numbering Systems

Duke University


Other Universities May Use Different Numbering Systems

Duke University


Transfer of Graduate Credit from Other Universities – into master’s

  • 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


Transfer of Graduate Credit from Other Universities – into master’s

  • What we need (cont’d)

    • statement of whether a degree was obtained

      • must be the official completed transcript


Transfer of Graduate Credit from Other Universities – into master’s

  • 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

OR

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


What We Do: Services

  • PawPrints Newsletter

  • Community Service

  • Teaching Awards


What We Do: Services

  • PawPrints Newsletter

  • 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 (GSA)

  • Constitution

  • Letter of Credentials

  • Appoint Representative

  • FAS Account

  • We can help!

    • Contact VP of Internal Affairs: ugsa-vpinternal@ncsu.edu


New Award for Conferences


New Award for Conferences


New Award for Conferences


New Award for Conferences


New Award for Conferences

  • Merit-based Award given to top researchers at NCSU

  • 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/

Questions?


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

  • NC State regalia ($25)

  • iTunes gift card ($25)

  • NC State regalia ($30)

  • ARTS NC STATE ($35)

    • 2 tickets to any event

  • NCSUv.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


Lunch

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


FACELIFT

AY Updates

Application Facelift


Reminders

  • Admission Status

  • Check Campus Safety


Questions?Lindsay_Gentile@ncsu.edu


Document Management

Student Service Center


Document Mgmt Cont.

GPoW


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

  • SujitGhosh – PAMS

  • TamahMorant - 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

  • Mobile Device Access

  • Detailed Searching & Filtering

  • Mass Updates

  • Visual Minimum Requirement

  • Setup Page

  • Document Management

  • Review Assignment & Workflow

  • Faculty Landing Page


Highlights

  • Mobile Device Access

  • Detailed Searching & Filtering

  • Mass Updates

  • Visual Minimum Requirement

  • Setup Page

  • Document Management

  • Review Assignment & Workflow

  • Faculty Landing Page


Highlights

  • Mobile Device Access

  • Detailed Searching & Filtering

  • Mass Updates

  • Visual Minimum Requirement

  • Setup Page

  • Document Management

  • Review Assignment & Workflow

  • Faculty Landing Page


Highlights

  • Mobile Device Access

  • Detailed Searching & Filtering

  • Mass Updates

  • Visual Minimum Requirement

  • Setup Page

  • Document Management

  • Review Assignment & Workflow

  • Faculty Landing 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)

NC State regalia ($20)

iTunes gift card ($25)

Carolina RailHawks($90)

4 club seat tickets

North Carolina Symphony (+$100)

2 tickets to a Raleigh Classical Series or Pops Series concert

Afternoon

  • NC State regalia ($25)

  • iTunes gift card ($25)

  • NC State regalia ($30)

  • ARTS NC STATE ($35)

    • 2 tickets to any event

  • NCSUv.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


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