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ORIENTATION FOR GRADUATE PROGRAM DIRECTORS Graduate College Staff September 28, 2010 OPENING REMARKS Dr. Frank Einhellig Dean of the Graduate College Associate Provost DUTIES OF GRADUATE PROGRAM DIRECTORS Dr. Tom Tomasi Associate Dean of the Graduate College Purposes of this Document:

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orientation for graduate program directors


Graduate College Staff

September 28, 2010

opening remarks

Dr. Frank Einhellig

Dean of the Graduate College

Associate Provost

duties of graduate program directors

Dr. Tom Tomasi

Associate Dean of the Graduate College

Purposes of this Document:

Ensure that students receive the best guidance toward degree completion

Ensure that no aspect of the process is inadvertently omitted

Document for administrators the effort & commitment needed for successful grad programs

Offshoots from this process:

Collecting info from across campus on how graduate Program Directors are compensated

Similar list of responsibilities (“manual”) for graduate advisors/mentors

Document Sections:




Record Keeping

Limitations & Caveats:

Not all responsibilities will apply to all programs

Responsibilities may be delegated to a variety of people:

Department Head

Departmental Graduate Committee

Advising office

Faculty mentors/advisors

Programs will divide responsibilities in a variety of ways . . . . . . and that’s OK

graduate college minimum admission requirements

Graduate College Minimum Admission Requirements

Eric Eckert

Coordinator of Admissions and Recruitment

minimum requirements
Minimum Requirements
  • Cumulative GPA of 2.75 or higher OR
  • Last 60 hour GPA of 2.75 or higher OR

(will only be calculated if cumulative falls below 2.75)

  • Satisfactory scores on the GRE, GMAT, or MAT
    • Satisfactory scores on GRE: Must score a 475 or higher on the verbal or quantitative section and no lower than 400 on the other section
    • Satisfactory score on the GMAT: Total score of 400 or higher
minimum requirements8
Minimum Requirements
  • Students achieving the minimums – application materials will be “sent to the department” via our online GRADS system for further evaluation and admission decision

(All program directors should have gone through GRADS training)

  • Students NOT achieving the minimums - will be sent a denial letter by the Graduate College
  • Coordinators and Directors can request an exception to the minimum requirements
application process materials needed
Application Process Materials Needed
  • Completing of Graduate College application
  • Paying application fee ($35.00)
  • Sending an official copy of transcripts to the Graduate College
  • Sending additional materials required by the program or department
    • Test Scores (GRE, GMAT, or MAT)
    • Letters of Recommendation
    • Resume
    • Program/Departmental Application
application process processing of materials
Application Process Processing of Materials
  • Graduate College ensures that minimum requirements are met
  • Scanned copies of the application materials are made available to the program coordinator/director via GRADS (application, transcript information, test scores, letters of recommendation, etc.)
  • Admission Recommendation Form on GRADS
  • Complete the form and “submit” to the Graduate College
  • Letter and copy of Admission Form sent to the student

Admission Recommendation Form

You have four choices:

  • Admit
  • Deny
  • Reapply
    • Really a “deny” with a note explaining what the student should do before he/she reapplies
  • Admission Offered/Declined by Student
    • This option is only used by programs that offer admission and THEN inform the Grad College

There is NO “conditional” or “pending” admission.

change of academic area form
Change of Academic Area Form

Used when student changes from one program to another

The form acts as their application

Admission process for changing programs is the same as mention above

Students must also submit additional materials to new program, if applicable

processing international applications admission


Lisa Gibson

Assistant Director, International Student Services

Office of International Services

international student services staff
International Student Services Staff
  • Jody Pritt, Director
  • Lisa Gibson, Assistant Director
  • Heejung Cromley, Admissions Coordinator
  • September Bickmore, SEVIS Coordinator
  • Kristina Guinn, Admissions Evaluator
  • Barbara Opfer, Administrative Specialist
  • Student Employees
international application deadlines
International Application Deadlines

Published Application Deadlines

Fall Semester – May 1  

Spring Semester – September 1

required application materials
Required Application Materials
  • International application
  • $50 application fee
  • Transcripts
  • Proof of English
    • TOEFL, IELTS, ELI Completion
  • Graduate test scores (if required)
    • GRE or GMAT
  • Financial documentation
    • Statement of financial support (form or letter)
    • Sponsor’s bank statement or letter
evaluation of application files
Evaluation of Application Files
  • Determine if the Institution is recognized or accredited
    • World Higher Education Database
    • EDGE (Electronic Database for Global Education)
    • by AACRAO
    • NAFSA/AACRAO References
    • Internet websites and list-serves
    • Professional Contacts
    • Credential Evaluation Services
  • Verify Bachelor’s degree equivalency if graduate applicant
evaluation of application files18
Evaluation of Application Files
  • Calculate GPA
  • Research the country’s educational system (Resources are the same as in #1)
  • For graduate students
    • Complete Credential Evaluation Form for graduate applicants using the GRADS Dashboard
    • Graduate College processes and when the Status goes to Sent to Department the electronic file is available to the department to review for an admission decision
when a student is admitted we
When a student is admitted we…
  • Check financial documentation
    • Personal/sponsor funding or scholarship
  • Write admission letter
  • Create immigration form (I-20 or DS-2019)
  • Mail admission packet by DHL
    • Approx. 3-5 days to reach the student’s country
student receives admission packet
Student Receives Admission Packet
  • Apply for Student Travel Visa (Visa fee US $140)
  • Travel to Consulate (often in other cities)
  • NOTE

Students are not guaranteed a visa

Some students must make multiple appointments before obtaining the visa

  • Pay SEVIS fee ($200 for F-1’s and $180 for J-1’s)
  • Make appointments
    • Often available only weeks to months in advance
  • Find affordable plane tickets
      • Often available only months in advance
timing is crucial
Timing is Crucial
  • Visa and travel arrangements require a minimum of 2-3 months advance planning
  • Visa granted for a specific school, difficult to change
  • Students may receive admission packets from several schools
  • Students usually apply for visa based on first admission packet received
student arrival orientation
Student Arrival & Orientation
  • Student should notify ISS of arrival plans
  • Student must arrive by program start date
  • ISS helps arrange transportation to campus
  • Temporary campus housing is not normally available in January for spring semester
  • Student is normally allowed to register for classes only after attending International Student Orientation
encumbrances holds
Encumbrances (Holds)
  • IN First-time students for orientation and copies of immigration documents

May be used for other immigration issues

  • IT After registration for first semester

Sometimes takes several

semesters to clear

  • EN English Language Institute
enrollment requirements
Enrollment Requirements
  • Full-time is
    • 12 hrs for undergraduate students
    • 9 hrs for graduate students
  • A student is considered Out of Status
    • When they enroll less than or drop below full-time without PRIOR approval of ISS
  • Under-enrollment permission
    • Only reasons approved by theDepartment of Homeland Security/Department of State can be considered for an exception
online courses
Online Courses
  • Only one online or distance learning course (no more than 3 credit hours) per semester (fall and spring) will count toward a student’s full-time course load
  • Students may enroll in any number of online courses during the summer (summer course enrollment is not required)
failure to maintain status
Failure to Maintain Status
  • Specific requirement and regulations to maintain status
  • Refer the student to, or contact our office directly
  • Students who fail to maintain status lose the privileges of their student visa status and become subject to deportation
getting through the graduate program


Christy Graham

Executive Assistant III








graduate student grade requirements
Graduate Student Grade Requirements
  • A student becomes ineligible for graduate study if more than 9 credit hours of C+ or lower grades are earned in graduate courses, or if the student does not meet any specific retention requirements imposed by a degree or program
  • Once a student goes over the 9 hour limit, a hold is placed on his/her record preventing further registration
  • “C Grade letters” are sent to students following each semester – advisors also receive copies
thesis research funding
Thesis Research Funding
  • Each Fall and Spring semester graduate students can apply for thesis funding
  • Awards of approximately $500 are given to help defray real costs of conducting thesis research
thesis research funding things to keep in mind
Thesis Research Funding: Things to keep in mind…
  • The student must be writing a thesis
  • Use of the funding can vary according to the nature of the project, but there are limits
  • Prohibited Expenses- books that would become the personal property of the student - payments to the student or hiring of another student for research related work- printing and binding of the final thesis document
  • Valid Expense
  • field work travel
  • consumable supplies (e.g. lab chemicals; survey postage)
  • instrumentation (which would remain with the department)
thesis research funding34
Thesis Research Funding
  • Fall 2010 Application Deadline:

Friday, October 8, 2010

  • Spring 2011 Application Deadline:

Friday, February 18, 2011

Application Available Online at


graduate student travel funding
Graduate Student Travel Funding
  • Graduate students can apply for funding assistance to present their thesis research findings at conferences, symposiums, etc.
  • The maximum award amount is $300 
  • There is no deadline for travel funding. However, the request must be received by the Graduate College at least two weeks prior to travel
graduate student travel funding36
Graduate Student Travel Funding
  • An abstract of the research project being presented must be attached to the application
  • A letter of support from the research advisor must also accompany the application
  • If more than one student in a department or program will be attending the same conference, it is helpful to have the funding applications submitted together

Application Available Online at


funding process thesis research and student travel awards
Funding Process: Thesis Research and Student Travel Awards
  • Student funding awards are transferred directly into the appropriate departmental budget
  • Students must then work with departmental personnel, such as heads/directors or secretaries/assistants, to access their funding and complete any paperwork that might be required for purchases or travel reimbursements
advisor approved program of study
Advisor Approved Program of Study

The Advisor Approved Program of Study is a form listing all of the courses that will be used to fulfill the degree requirements:

  • Students should meet with the advisor to determine the courses needed
  • Advisor’s signature is required on the form
  • The form should be submitted to the Graduate College (Carrington 306)
  • The student and the advisor will receive a copy of the approved form from the Graduate College
program of study
Program of Study

Important to Note:

  • The Program of Study should be submitted before 14 credit hours have been completed; students may be encumbered from registering if the form is not submitted by this time
  • Changes to a finalized program of study may be made by completing a Change of Advisor Approved Program of Study Form
  • No course with a grade C- or below may be applied to a Program of Study
  • The forms are available online at http://graduate.missouristate.edu/forms.htm
comprehensive examinations
Comprehensive Examinations
  • Eligibility
    • Approved Program of Study must be on file in the Graduate College
    • 3.00 GPA
  • Comprehensive Examination Application/Result Form should be submitted to the department
  • Department must forward results to the Graduate College by the posted deadline
  • Written notification of results will be sent by the Graduate College to the student; a copy will also be sent to the advisor
  • The form is available in the Graduate College (Carrington 306) or online at http://graduate.missouristate.edu/forms.htm
application for graduation
Application for Graduation

An Application for Graduation needs to be

submitted the first week of the semester in which the student plans to graduate (or anytime prior to that).

  • The application is available in the Graduate College (Carrington 306) or online at http://graduate.missouristate.edu/forms.htm
graduate certificate programs
Graduate Certificate Programs
  • MSU currently offers 20 post-baccalaureate graduate certificate programs
  • Certificates can be completed as stand-alone programs or done concurrently with graduate degree programs
certificate program procedures
Certificate Program Procedures
  • Certificate programs require the same admission process as other graduate degree programs
  • A “Plan of Study”, much like the Advisor Approved Program of Study for a master’s program, must be completed by the student and signed by the certificate program advisor
  • If a change needs to be made to a Plan of Study once it has been filed with the Graduate College, a “Change of Certificate Plan” form should be completed by the advisor
certificate program completion
Certificate Program Completion
  • A “Notification to Complete a Graduate Certificate Form” must be submitted to the Graduate College during the semester in which the student plans to complete the program requirements
    • This initiates the final check and provides the information needed by the Office of the Registrar to order the formal certificate
  • The formal certificate is mailed to the student 8-10 weeks following the end of the semester. Completion is transcripted
certificate program resources
Certificate Program Resources
  • 2010-2011 Graduate Catalog (page 50)
  • Information regarding graduate certificate programs, including all forms, are available on the Graduate College website at


graduate assistantships

Graduate Assistantships

Valerie Murphy

Administrative Specialist II

financial benefits
Financial Benefits
  • Stipend for work on campus (20 hours/week)
  • Limited fee waiver scholarship (for graduate courses on program of study)
  • 10% discount at the bookstore
  • Option of purchasing reserved faculty/staff parking permit
  • Eligible to purchase Faculty/Staff Meal Plan through Sodexo
    • Block of 10 meals - $35.00 ($3.50/each)
    • For use at Blair-Shannon, Garst and Kentwood Dining Centers
2010 2011 stipends
2010-2011 stipends
  • $8,000 or $9,730 for the Academic Year (AY)
  • $4,000 or $4,865 for a semester (FA or SP)
  • $2,000 or $2,432.50 for summer

(Semester stipend ½ of AY stipend; SU stipend ¼)

payment of stipends
Payment of Stipends
  • AY: 9 equal payments received Sept-May*
  • FA: 4 equal payments received Sept-Dec*

(NO payment in Aug for FA or AY appt)

  • SP: 4 equal payments received Feb-May*

(NO payment in Jan for SP appt)

  • SU: 2 equal payments received June-July*

*Direct Deposit at end of month

limited fee waiver scholarship
  • Covers up to 15 hours of graduate courses that are part of student’s program of study for each of the FA and SP semesters, plus 6 hours in the SU for those with a G.A. position in the SP (Maximum cumulative credits will not exceed 10% beyond minimum credit hour requirements of the degree)
  • Sept 15 & Feb 15 –Deadlines for the appointment PAF to be received by the Graduate College for student to be eligible to receive fee waiver benefit
  • Hours carried by G.A. subject to same course fee drop penalties as any other student


  • The fee waiver scholarship WILL pay for:
    • The minimum $224 for MO-Residents or $428 for Non-Residents (per credit hour) of Basic Fees-Tuition of any Regular Instruction graduate level course, or up to $275 (per credit hour) for any Internet Based Instruction graduate level course, within the above stated hour limits
    • Student Services Fees assessed for any graduate course enrollment.


  • The fee waiver scholarship will NOT pay for:
    • The new (effective Fall 2010) $32 College of Business Administration (COBA) or $25 College of Health & Human Services (CHHS) Differential Fee assessed for any enrollment—regular instruction or internet based instruction—in the specified courses in the 2010-2011 Required Student Fees schedule are not covered. (NOTE: The COBA and CHHS differentials will appear on student statement broken out from Basic Fees as a separate “Additional GR Tuition” charge.)
    • Supplemental Course Fees assessed on any course are not covered.
    • Student health insurance, books, or other miscellaneous fees are not covered.
department unit eligibility
Department / Unit Eligibility*
  • Must have the funding for the stipend
  • Grandfathered in Fee Waivers
  • Transfer of funds for fee waivers when required

*See G.A. website for details on these issues

student eligibility
Student Eligibility
  • Initial:
    • Must be admitted into a degree program
    • Must have:
      • 3.00 GPA undergraduate cumulative OR
      • 3.00 GPA on last 60 hours of undergraduate OR
      • 3.00 on 9 hours of graduate work
  • To Maintain Eligibility:
    • Must be enrolled in 6 hrs of graduate level classes during a regular semester & 3 hours during SU semester
    • Must maintain a 3.00 graduate GPA
  • See G.A. website for details on length of eligibility
  • Students submit applications directly to the respective department

Recruitment & Selection

  • Process set by the hiring department/office
  • Postings may be placed on G.A. website (Send your posting as an email attachment to Carla Coorts)
personnel action form paf appointment
  • Needs to be complete (details on website)
  • Routing for signatures
    • Dept Office
    • Dean’s Office
  • Graduate College
    • Student eligibility checked
    • Fee waiver availability checked
    • Fee waiver entered
    • Appointment letter and form prepared and mailed to student
appointment steps cont
Appointment Steps Cont.
  • Students should carefully read & then sign form
  • Return signed form to Graduate College
  • PAF then sent to HR
  • I-9, W-4, and Direct Deposit Forms (complete at the hiring office)
    • ALL new grad assistants
    • Prior to, or on, 1st day of work
    • Proper ID needed (originals)
    • Sent to Dean’s office for e-Verify
foreign national employees
Foreign National Employees
  • Cannot begin working until cleared by International Payroll (see link under “Appointment Steps” for details on clearance process)
  • Not allowed to work over 20 hrs/wk during the FA & SP semesters per US Immigration law
  • Teaching Assistantship eligibility – see link under “Appointment Guide” for details

Time Sheets:

  • Required of non-teaching/research G.A.s
  • To be completed monthly & retained in the hiring dept/office
  • Subject to auditing by Payroll Office

Other Employment on Campus:

  • Not allowed during G.A. appointment period except between FA & SP semester & over SP break
miscellaneous cont
Miscellaneous Cont.


  • Teaching G.A.s -- Mandatory orientation given by Graduate College every August, but department specific training should also be given by hiring department
  • Non-teaching & Research G.A.s -- Training is responsibility of individual units

*See G.A. website for details on all of these issues

research information


Dr. Thomas Tomasi

Associate Dean of the Graduate College and Biology Professor

research integrity aka responsible conduct of research
RESEARCH INTEGRITY(aka, “Responsible Conduct Of Research”)

Specific topics in Federal Regulations include:

  • Plagiarism
  • Fabrication or rejection of data
  • Retention & sharing of data
  • Authorship of papers
  • Conflict of Interest
  • Mentor/Trainee responsibilities
  • Compliance with Federal Requirements
    • Human participants
    • Biosafety
    • Animal use
    • Radiation
    • Export control
research compliance

Required by federal regulations:

Only for a few faculty & students working on a project funded by certain federal grant programs

On-line modules are no longer sufficient

In-person training is required

Group discussions

1-on-1 specifics for the research lab

Required by Missouri State University:

Human Subjects on-line module & IRB approval

Vertebrate on-line module & IACUC approval

missouri state university

The Office of Research Compliance & Graduate College are working to provide:

On-line training modules (CITI)

Workshops for training

Human Subjects research

Nonhuman Vertebrate Animal research

Research Integrity (other 8 components)

Laboratory Safety

Maintaining records of Workshop attendance

Assistance in documenting 1-on-1 training

“Recognition” of completed training on student co-curricular transcripts

mentoring research projects

All graduate programs must include a research experience for their students

This requirement is met in discipline-specific ways:

Research Methods class

Seminar paper, Degree paper, non-thesis project

Thesis project

These require varying degrees of faculty investment (Program Directors and mentors)

Some programs give students a choice, others don’t

before the research
Before the Research…
  • Pick a journal for possible publication of work
  • Read our Thesis Guide for formatting details
  • Determine format of references (journal or guide)
  • Write a thesis proposal using these formats
    • Introduction + Literature Review
    • Methods
    • References (avoid referencing by number at this point)
  • Get approvals (if needed)
    • Human subjects
    • Vertebrate animals
    • Bio-safety

Thesis Guide

  • Formatting details
  • Set up as an example of format
  • Lists style guides
  • Student Checklist
  • First 10 pages are set up already
    • (Paste text into these rather than visa-versa)



thesis guide
Thesis Guide

Some Things Are Prescribed

  • Placement & font for headings/subheadings ….
  • Format for initial pages, margins, …..
  • Placement of headings, figure & table captions, table gridlines …….

Things NOT Prescribed

  • Sections or “chapters” of the thesis ….
  • Method of reference citation……
after the research
After the Research…

If writing a thesis:

  • Re-read the Thesis Guide
  • Update Introduction and Methods
  • Write Results and Discussion
  • Prepare the preliminary pages
  • Prepare PowerPoint presentation (if required by department)
thesis completion

(-14 weeks) stop collection data/information

(-14 weeks) statistics, graphs & tables (software?)

(-12 weeks) 1stassembled draft to advisor

(-10 weeks) 1st assembled draft back from advisor

(-9 weeks) 2nd draft to advisor

(-7 weeks) 2nd draft back to advisor

(-6 weeks) 3rd draft to committee

(-4 weeks) 3rd draft back from committee

(-3 weeks) “defendable draft” to committee

(-1 week) oral presentation and/or oral defense (if required)

Thesis Deadline for semester (late April, late Nov, mid-July)

most common mistakes
Most Common Mistakes
  • Margins
  • Page numbers
    • Mismatch with Table of Contents
    • Wrong location
  • Degree program vs. tracts (preliminary pgs)
  • Headings (placement and font used)
  • Table gridlines
  • In-text reference to figures & tables
  • Text and reference list
    • Mismatched
    • Inconsistent
thesis approval process
Thesis Approval Process
  • Avoid plagiarism with Turnitin.com
  • Satisfy the chairperson and other members of your committee; they sign!
  • Review by the Graduate College
    • This “review” copy should have been prepared to meet all guidelines
    • Submit hardcopy and digital versions
  • Final edits and submit final copies
    • Hardcopies for binding ($9.25 each)
    • Enter thesis info into Graduate College database
    • Upload electronic copy
grading of the thesis
Grading of the Thesis
  • Some programs use regular grading; others use Pass/Not Pass
  • Thesis grades are not assigned until the final product is complete; since the enrollment often is over several semesters, a “Z” grade is assigned prior to completion
gen 798 active in research
GEN 798 – Active in Research
  • Zero credit hour course
  • $75.00
  • For those students with only their research requirement remaining to be completed
  • Provides access to university resources, including:
    • Access to the library
    • Opportunity to purchase a parking pass
    • Access to computer services, including e-mail
    • Taylor Health Center services
  • Graded as a “P” or “N”
  • Register online like any other course
18th Annual

Graduate InterdisciplinaryForum

April 2, 2011

workshops this year
Workshops This Year
  • Degree Planning 101 – Sept. 9, 4-5:30
  • Library Research - Sep. 14, 4-5
  • Research - Oct. 12, 4-5:30pm, PSU 314BC
  • Career Search - Oct. 19, 4-5:30pm, PSU 315A
  • Human Subjects in Research - Nov. 9, 4-5pm, PSU 315AB
  • Animal Care and Use - Nov. 19, 4-5pm, PSU 315AB
  • Thesis Writing 101 [mid - January]
  • Abstract Writing [mid - February]
  • Presentations Do’s & Don’ts [mid - March]