Workshop for Academic Administrators | August 2013

1. Workshop for Academic Administrators | August 2013

2. THE GRADUATE SCHOOLOffice of the Vice Provost and Dean of Graduate Studies ORGANIZATION, PROGRAMS, AND SERVICES Workshop for Academic Administrators August 2013

3. INTRODUCTION TO THE GRADUATE SCHOOL • The Vice Provost and Dean of Graduate Studies is responsible • for the overall quality and vitality of all graduate studies at • The University of Texas at Austin. • FACTS • The Graduate School was established in 1910 • Nearly100 fields of study • Over11,000graduate students • More than 800 doctoral degrees awarded annually • Almost 2,400master’s degrees awarded annually • The Graduate School is a top producer of PhDs to Hispanics in the U.S., and it is among the top ten schools in awarding PhDs to African Americans. • At the graduate level, over 40 UT programs and specialties rank in the top ten nationally. Over 50 others rank in the top 25. (U.S. News and World Report) • UT Austin and UC Berkeley: among largest producers of PhDs in the U.S.

4. PROFILE OF GRADUATE STUDENTS | 2012-2013 • Degrees Awarded | TOTAL 2,884

5. PROFILE OF GRADUATE STUDENTS | 2013 • Enrollment Data | TOTAL 10,622

6. DEGREE PROGRAM ADMINISTRATION • Each academic area that offers a graduate degree is governed by a Graduate Studies Committee, a group consisting of all assistant, associate, and full professors who are active in that degree program. Responsibilities include: • Setting admissions requirements • Setting requirements for degrees • Making recommendations to change the curriculum for its degree programs • Recommending the committee chairs and members for the supervision of theses and dissertations • Recommending students for doctoral candidacy and certifying that students have completed all degree requirements • One member of the GSC serves as the Graduate Adviser and is responsible for approving the registration of students, advising students, and maintaining student records. • The Graduate Adviser is assisted by a Graduate Coordinator.

7. ORGANIZATIONAL CHART (partial) Joanne Duffy Assistant Fellowship Manager

8. SERVICES AND PROGRAMS • The Graduate School provides a wide range of services to the University community, especially to graduate students, faculty, graduate advisers, and graduate coordinators. The office is organized by the following areas of responsibility: • Graduate and International Admissions • Student Academic Services • Fellowships • Faculty Development • External Relations • Development • Public Relations • Awards • Graduate Recruitment and Outreach • Graduate Assembly • Degree and Portfolio Proposals • Policy legislation

9. GRADUATE AND INTERNATIONAL ADMISSIONS • Application Processing | approximately 24,000 annually • Statistical data for each graduate program, e.g., • application/admission/enrollment • profile of students • test scores • Residency Status for admission and tuition purposes • Evaluation of Foreign Credentials • Liaison with Educational Testing Services regarding the TOEFL, GRE, and GMAT tests • Select Admissions • Conditional Admissions • Contact: Pat Ellison, Assistant Dean and Associate Director • Graduate and International Admissions Center (GIAC) • www.utexas.edu/ogs/admissions/

10. STUDENT ACADEMIC SERVICES • Registration procedures, add/drops, probation, withdrawals • Student Academic Employment • Academic policies • Degree Evaluation • Grievances and special problems – “ER” • Graduation • Support for Faculty and Departmental Administrative Staff • Graduate Coordinator Network • Contact: Terry Kahn, Assistant Dean of Graduate Studies • or Julie Meyer, Director of Student Services • www.utexas.edu/ogs/student_services/

11. FELLOWSHIPS • Administration of Graduate Fellowship Programs • Internal Fellowships • Recruiting, Continuing, and Diversity Fellowships • More flexibility at College level for allocating resources • Harrington • Approximately $11Mdistributed for AY 2013/14 • ~ $7.7M of this amount awarded at the college level (Decentralized Award Decisions) • External Fellowships • About a dozen external fellowships, e.g., NSF, Fulbright-Hays, and Ford Foundation (~$4M annually) • SB-29 – Beginning Sept. 1, 2011, Graduate Fellows with stipends of $10,000 or more per year have • access to group insurance plan. SB-29 does not provide funding to pay the medical premium for fellows. The bill only provides access to the group medical benefits plan. • www.utexas.edu/ogs/funding/fellowships/ins-benefit.html • Contact: Marv Hackert, Associate Dean of Graduate Studies • or Joanne Duffy, Assistant Fellowship Manager • www.utexas.edu/ogs/funding/

12. FACULTY DEVELOPMENT • Faculty Research Assignments (FRAs) • Summer Research Assignments (SRAs) • Similar to last year – decentralized award decisions • Deans should notify their faculty if they are going to have a competition with deadlines and procedures • On-line application (varies by college; typically early September to mid-October) • Apps automatically routed to Chairs for review and rankings • Decisions made at the College level – announcement ~Dec. • Faculty Travel Grants • $1200 per year for allowable travel expenses • On-line application available • Routes to authorized travel signer for RTA then to Graduate School • Big XII Faculty Fellowships • Up to two week visit to another Big XII Univ. to develop collaborative research • Contact: Marv Hackert, Associate Dean of Graduate Studies • or Maggie Keeshen, Executive Assistant • www.utexas.edu/ogs/fdp/

13. EXTERNAL RELATIONS • Development • Marketing and public relations • Social Media and Campus Outreach • Graduate School Student awards • Professional development workshops (in conjunction with the Center for Teaching and Learning) • Career Services Workshops • Special events and projects • New Graduate Student Orientation and Convocation • Consulting on effective recruiting strategies and best practices • Contact: John Dalton, Assistant Dean of Graduate Studies • www.utexas.edu/ogs/alumni/

14. GRADUATE RECRUITMENT AND OUTREACH • Prospective student information • Recruitment of under-represented populations • Outreach and graduate recruitment fairs • Electronic recruitment and tracking tool • Minority liaison program • Contact: John Dalton, Assistant Dean of Graduate Studies • www.utexas.edu/ogs/recruit/

15. GRADUATE ASSEMBLY AND LEGISLATION • Graduate counterpart of the University’s Faculty Council • Faculty governance body for the Graduate School with 31 elected members • Three standing committees • Academic Committee • Administrative Committee • Admission and Enrollment Committee • Graduate School facilitates legislation pertaining to policies, degree proposals, and portfolio proposals • E.g., Italian Studies, Global Policy Studies, 30-hour master’s, Indigenous Studies Graduate Portfolio, etc. • Contact: Michelle Broadway, Assistant Dean of Graduate Studies • Karen Bancroft, Executive Assistant • Michael White, Chair Graduate Assembly, Prof. of Classics and Religious Studies • www.utexas.edu/ogs/ga/

16. NEW THIS FALL • Milestones Agreement Form • UT System mandate for all new Ph.D. students entering this fall • Graduate School has developed an on-line implementation to meet mandate • Two parts to implementation • Advise all entering and potential students of general degree requirements and a timeline for meeting milestones to obtain the Ph.D. http://www.utexas.edu/ogs/admissions/milestones/ • Tracking that individual students have been advised of their degree requirements and milestone timeline will be available to the students, their graduate advisers and graduate coordinators through GCD (Graduate Coordinator Desktop) within EASI (Electronic Access Student Information) • Contact: Marv Hackert, Associate Dean of Graduate Studies • or Julie Meyer, Director of Student Services • http://www.utexas.edu/ogs/adv-coor/milestones.html

17. NEW THIS FALL • Tuition Reduction Benefit (TRB) • Flexible, nontaxable benefit for students assigned in TA, AI, and GRA job codes • Replaces Tuition Assistance Benefit (TAB) for TAs and AIs • Replaces tuition remission for GRAs • Applies towards resident tuition and certain course-related fees only • Provost’s funds currently budgeted for TAB will be used to cover TRB for TAs and AIs assigned on eligible accounts • Colleges need to create TRB (SS3) documents (up to 200 200 recipients per document • $3784 for 20 hour assignments • $1892 for 10-19 hour assignments • Office of Graduate Studies will monitor • FRMS will verify eligibility on 20th class day • Contact: Marv Hackert, Associate Dean of Graduate Studies • or John Dalton, Assistant Dean of Graduate Studies • http://www.utexas.edu/ogs/funding/tuition_reduction.html

18. QUESTIONS? • VICE PROVOST AND DEAN OF GRADUATE STUDIES • JUDITH H. LANGLOIS | jlanglois@austin.utexas.edu | (512) 232-3600 • ASSOCIATE DEANS OF GRADUATE STUDIES • MARV HACKERT | m.hackert@austin.utexas.edu | (512) 232-3604 • TERRY KAHN | tkahn@austin.utexas.edu | (512) 232-3634 • The Graduate School • Main Building, Room 101 • Campus Mail G0400 • Austin, TX 78712 • www.utexas.edu/ogs/