Strategic Roadmap and Latest Initiatives of Deanship of Graduate Studies

1. Strategic Roadmap and Latest Initiatives of Deanship of Graduate Studies Deanship of Graduate Studies April 2009

2. Outline • Graduate Statistics • Strategic Roadmap • Evaluation of Admission Application Files • Online Application System (BANNER) • Progress of PhD Students • Role of a Graduate Coordinator • Awareness on the Rules & Regulations of Graduate Studies

3. Graduate Students MS Enrollment PhD Enrollment

4. Graduate Students

5. Active Master Students

6. Active PhD Students

7. Strategic Roadmap • Vision: To enable KFUPM be a leader in the region in providing quality graduate programs in Science, Engineering and Management • Mission: To provide quality graduate programs according to the best international practices that will enhance the research environment at KFUPM and contribute to the dissemination of knowledge

8. Strategic Roadmap • Goals: I. Enhance the research environment at KFUPM. II. Increase knowledge dissemination. III. Improve quality and efficiency of the graduate programs. IV. Increase quality and diversity in graduate student body. V. Increase the efficiency of the Deanship of Graduate Studies.

9. Strategic Roadmap Performance Indicators • Graduate to undergraduate student ratio • Graduate student to faculty ratio • Number of active PhD students • Average time for program completion • Retention Rate • Number of thesis-based degrees granted annually • Number of non-thesis degrees granted annually • Average processing time for admission application • Average processing time for academic petitions • Saudi to non-Saudi student ratio

11. Other Performance Indicators • Number of Lecturers-B and RAs who reported to KFUPM. • Number of admitted students. • Enrolled-to-admitted graduate students ratio. • Active-to-enrolled graduate students ratio. • Dropouts-to-active graduate students ratio. • Dismissed-to-active graduate student ratio. • Number of students on scholarship from internal and external agencies. • Success rate: Ratio of completed credit hours with a grade of B and above to total completed credit hours. • Percentage of enrolled students to those given admission. • Percentages of full & part-time students.

12. Suggested Strategies • Improve incentives for graduate students • Improve the salary package of RA’s and Lecturer-B’s (Proposal is under study) • Improve the salary package of Saudi Graduate Assistants (GA’s) (Approved) • Establish graduate scholarship programs that are funded by either KFUPM or companies (ARAMCO in ES and PETE, working for others)

13. Suggested Strategies • Introduce research-focused PhD programs • Introduce research-based courses in PhD Programs (proposal in University Board) • Introduce PhD programs with less course work requirement (Extension of above – not yet) • Provide more flexible and comprehensive PhD programs (To be discussed in Graduate Council)

14. Suggested Strategies • Reduce Visa delays • Utilize Student Visa for international graduate students (through scholarship programs) (Under study) • Speed up Visa processing time from the Personnel Department (Synchronization of processes was established) • Increase KFUPM Visa limit that was set long time ago (Request was submitted for CoRE’s and RI)

15. Suggested Strategies • Improve environment for graduate students • Provide on-campus housing for PhD married students (Done in 081) • Establish the following initiatives • Extend the role of the CAAC to handle the problems of graduate students. • Establish a Graduate Student’s Club. (Done) • Establish International Student Office (to serve their needs). • Organize a Welcome Day/week for Graduate Students. (Done, 1st Day was in 081) • Organize workshops for development of graduate students with the cooperation of DAD (e.g., in research, teaching, CV writing, proposal writing, etc.).

16. Suggested Strategies • Increase internal efficiency of the DGS • Improve admission/advising processes • Automate DGS processes (Done for Admission – project started for other functions) • Establish/Enhance the role of the Graduate Coordinators in departments. (In progress) • Reduce the file processing time at the departments and DGS (3 weeks at Dept.) • Establish a Thesis Office (Done) • Prepare an Academic Calendar (Done) • Revise tuition fees for part-time graduate students (In progress)

17. Suggested Strategies • Establish an outreach program • Annual visit program • Visit regional/international universities (Done – Egypt, India, Pakistan, Turkey) • Utilize MS scholarships from Gulf countries • Reach to Saudi honor students (Done in 081 and 082) • Enhance marketing material • Design easily accessible Website (Done) • Design brochures, handouts and presentations for marketing (Done) • Subscribe in advertising websites for graduate studies • Prepare standard presentations for visits and website (Done)

18. Suggested Strategies • Introduce research-based courses in MS-Engg. programs • Establish English programs for graduate students (In progress in coordination with CASS) • Revise graduate studies unified regulations(In progress) • Introduce different PhD and MS tracks • Establish new internationally recognized programs: • Specialist Degrees (below MS) • Professional Degrees (below PhD) • Establish international joint thesis supervision programs(In progress) • Provide graduate programs outside KFUPM campus

19. Mapping Goals/Strategies Matrix

20. Goals/Strategies Matrix

21. Graduate Council Dean Graduate Studies Assistant Dean Graduate Studies Dean’s Office Admission Office Academic Affairs Office Old Organizational Structure

22. Graduate Council Dean Graduate Studies Assistant Dean Graduate Studies Dean’s Office Reception Office Admission Office Academic Affairs Office Auditing Office Outreach Office New Organizational Structure

23. Evaluation of Admission Application Files

24. Sending and Receiving Files • Sending and receiving files in batches (by hand) has proven to be efficient: • No lost files • Less delays • Three batches are sent every semester, one every month • Departments kindly need to send back all these batches within the deadline (3 weeks) to facilitate timely admission decision.

25. Test Scores • The minimum TOEFL score required is (68 IBT) for Master and (79 IBT) for Doctoral Applicants. • IELTS is also acceptable. Min Score 5.5 – Master , 6.5 Doctoral. • Even if GRE/GMAT or TOEFL scores are not present, Departments kindly need to evaluate the files by clearly mentioning the required scores for admission.

26. Evaluation Method • We strongly recommend that admission applications be discussed in a committee meeting rather than circulating among the members. • This is to make the evaluation and recommendation more meaningful.

27. Pre-Graduate Admission • Non-Degree admission is NO longer accepted. • Students satisfying one of the following conditions: • GPA < 2.5 (at least 2-year experience) • Students with English Deficiency • Students is many deficiency courses • One year to finish the Pre-Grad Program • Pass 3 grad courses, 2 of which are core with > B in each • Monitored periodically to dismiss low-performing students • Grad courses taken are counted towards the degree

28. Online Application System (BANNER)

29. Background • The Graduate Studies has started using Banner for admissions. • As with other ERP systems, Banner brings multiple departments under one roof. • Better statistical reports. • Records will be stored forever. • System is scalable.

30. Future Plans • It is planned to include the Depts in Banner System for the admission (expected to start in 091). • This will consequently lead to a paperless environment. • The next phase for DGS is the implementation of Banner for All Academic Affairs like Readmissions, Degree Plans, Thesis Proposals, Oral Defense, etc..,

31. Progress of PhD Students

32. PhD Students • Entrance Exam is not anymore required by the University – (Optional to Dept. on student-by-student basis) • Student is required to pass the comprehensive exam by end of 2nd year of enrollment. • NO need to finish ALL courses before setting for the Comp. Exam (exam is on 4-6 courses only). • Thesis proposal needs to be submitted by end of 3rd year. • Currently, max duration for MS and PhD programs is being revised.

33. Role of a Graduate Coordinator

34. For Graduate Studies • Graduate Coordinators serve as liaisons between students, faculty and administration [Graduate Studies & Department] • DGS looks to Graduate Coordinators for input so that its services can be improved. • They should be familiar with the academic policies, procedures and standards. • A list of all Graduate Students should be maintained with their current progress [e.g. degree plan submission, courses completed, thesis proposal, comprehensive exam, etc. ]

35. For Department Faculty • The coordinators need to be the head of a Departmental Graduate Committee that works to efficiently serve students. • They need to be updated about the latest policies, procedures and standards of DGS and also keep the department informed about it.

36. For Graduate Students • Should be the first contact point for students encountering difficulties. • Provide students with advices on provisional status, degree plans, possible research topics, available resources and advisor availability. • Monitor progress towards completion by all candidates enrolled in the Dept. • Keep students updated of relevant policies, procedures, due dates. Etc.

37. Awareness on the Rules & Regulations of Graduate Studies

38. Academic Petition • Specific Form present on the website of Graduate Studies. • It can be used for: • Changing status from provisional to regular. • Waiving GRE/TOEFL/Deficiency Courses etc. • Transferring Credits from an unfinished degree at another institution. • Registering more hours than allowed, etc..

39. Flow of Academic Petition Student (Initiation) Department’s Graduate Coordinator (Approval) Department Chairman (Approval) Dean of Graduate Studies (Final Approval) Registrar (Proper Action)

40. Provisional & Regular Status • A student admitted with academic deficiencies is referred to as a PROVISIONAL STUDENT • Such academic deficiencies could be GRE, GMAT, TOEFL, Deficiency Courses, GPA in first 6 hours • Students should fulfill these deficiencies within the first semester of admission. • If not changed into Regular within first semester, students will be held from registration in next semester.

41. Removal of Provisional Status • The students should use the academic petition form when they have fulfilled the academic deficiencies. • If such a petition is approved, the student will become a regular student.

42. Hold List • The list is prepared twice every semester. • Contains names of students who are still on Provisional Status. • Such students should arrange to remove the names from the list by changing into Regular. • Students failing to do so will be put on registration HOLD and will not be allowed to register for the forthcoming semester.

43. Degree Plan • Specific Form available on DGS website in excel format. • It is a roadmap for earning a degree. • Shows what a student has achieved and what is still needed for completing the degree requirements. • Prevents a student from taking unnecessary courses that may not be approved, which could waste his time. • Students should submit their Degree Plans in the second semester of admission at maximum.

44. GPA & Warning Policy • Any graduate student has to maintain a minimum GPA of 3.00. • Students with GPA less than 3.00 will be placed on an academic probation and they should eventually raise their GPA. • Their status is reviewed every semester and will be issued Warning or Severe Warning letters. • Failure to raise the GPA above 3.00 will result in dismissal from the program.

45. Thesis/Dissertation Registration • All students need to register for the Thesis once they finish their courses. • Otherwise, they will be considered inactive and need re-admission. • A student needs to register for the thesis in order to: • Submit the thesis proposal. • Defend the thesis.

46. Thesis/Dissertation Proposal & Committee Appointment • Proposal and Committee should be approved by Department Council, College Council and by Deanship of Graduate Studies. • All the required forms available on DGS website. • Please refer to the chapter on Thesis in the updated Graduate Bulletin on the website of Graduate Studies.

47. Public Oral Defense of Thesis/Dissertation • A public oral defense is required from all M.Sc and PhD students as a part of their degrees. • The oral defense form has to be submitted 2 weeks to DGS before the intended date of defense. • The minimum gap between the proposal approval date and oral defense request is 3 months. • Oral defense is not allowed during the registration periods, final examinations and summer semesters.

48. Readmission • For the following students: • Have been inactive even for one semester. • Have dropped ALL courses in a semester. • Full-time graduate students, RAs, Lecturers-B are NOT allowed to drop a semester or withdraw from ALL courses. • A student can get re-admission for 3 times at max. • The form should be submitted at least 4 weeks before the start of the intended semester to the department. • For students inactive for more than 6 semesters, their cases have to be approved by Dept., College and Graduate Councils!!!

49. Important Deadlines at DGS

50. THANK YOU