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SGS Admin Staff Workshop

SGS Admin Staff Workshop. Room IIC-3001 Bruneau Centre for Research & Innovation 1 p.m. to 2 p.m. November 22, 2011. Agenda. Funding and scholarship matters Academic matters Q&A. Funding and scholarships - Agenda. Payroll Form Checklist Payroll calculator

merrill-peterson
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SGS Admin Staff Workshop

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  1. SGS Admin Staff Workshop Room IIC-3001 Bruneau Centre for Research & Innovation 1 p.m. to 2 p.m. November 22, 2011

  2. Agenda • Funding and scholarship matters • Academic matters • Q&A

  3. Funding and scholarships - Agenda • Payroll Form Checklist • Payroll calculator • Review of SGS guidelines regarding Fellowships

  4. Payroll form checklist • Please ensure you have all information complete including: • Name; Last, First (as entered in Banner) • Employee ID number (please request a Dept Listing if you don’t have a copy already) – write NEW if new set-up • SIN – all Canadian or; International with Graduate Assistantships • attach SIN & Study Permit copies with new International students • Graduate Assistantships – Both Bi-Weekly & Lump Sum payments require the number of hours and Lump Sum Amounts also requires days those hours were worked. Rate of pay is $20.33 as of Sept 2011 • Department signature required • Payroll forms are to be submitted to Graduate Studies • Account Codes Review and Earn Types (GAS, GSS, DGS) • Only GSS funds use the 413xx org number • One copy only required (original not necessary)

  5. TAUMAN • The standard GAship is still 56 hours per 14-week semester. The University can assign non-standard GAships amounting to fewer or more than 56 hours. (Article 13.01) The minimum is 2 hours per 14-week semester. (Article 13.01) • Grads can hold more than one GAship, as long as they don’t work more than 24 hours per week, “…unless otherwise approved by the Dean of Graduate Studies” – for extenuating circumstances only. (Article 13.02) • (h) “Graduate Assistantship” shall be a contractual agreement between the University and a full-time graduate student for a specified number of hours of teaching support and/or research support delivered over the course of a semester. Article 3.01 • Teaching Assistantships can only be set up on a semester basis. Research Assistantships can be set up for more than one semester. • http://www.mun.ca/facultyrelations/TAUMUN_CA_FINAL.pdf Article 12 and 26 – Appointments and Wages

  6. Payroll calculator • Excel Spreadsheet Instructions: • Enter Start and Stop Date • Enter P.A. rate if known • If P.A. rate not known, enter desired cost into “expenditure” cell to generate p.a. rate calculation • http://www.mun.ca/sgs/go/tools.php

  7. SGS guidelines - Fellowships • All Full time graduate students are not permitted to work more than 24 hours per week. • Funding caps for students receiving Fellowship only. $27,500 – Master’s, $35,000 PhD. Exception made for RDC recipients • Program of Study is only needed to adjust funding for students that have not arrived on campus. Current students funding can be adjusted with a payroll form • Change of Status form requires an explanation of whether the student is working more than 24 hours Deadline • For submission of requests to Payroll, Department of Human Resources, the deadline is the Wednesday two weeks prior to the requested payday. Therefore, any requests to Graduate Studies must be received by the Friday previous to that Wednesday. Requests received after this day will be processed only if time and resources allow.

  8. Academics - Agenda • Recruitment and marketing • Admissions • Registration • Fees • Requirements and progress • Outreach • Completion • Misc items

  9. Recruitment and marketing • Staff roles: • Recruitment and Retention Coordinator: solicits and fields inquiries, enrolment and TTC reports, GRIP administrator • Marketing Coordinator: manages marketing materials, website, MUNlive, social media, campaigns • Microsite • Social media profile • Email marketing • Foreign social media: RenRen, Mixi, Naver, Orkut • Webinars – regular information sessions through webinars • MUNlive – live support • Information sessions and fairs – http://www.mun.ca/become/graduate/fairs.php • International – DFAIT workshops, international MOUs, cotutelle agreements

  10. Admissions • Staff roles: • Records and Registration Officer: assigns Memorial student numbers and pushes web applications • Applications Officers (2): processes applications and supporting documents, advises applicants on requirements and instructions • Admissions Officer: supervisor for admissions unit, oversees applications, processes admissions, verifies supporting documents • Applicants: • Web application only • Application fee: $40 for Canadians and permanent residents; $80 for international • Supporting documents by email to gradapply@mun.ca (transcript, test scores, and degree confirmation must be sent by mail) • Applicants can check status of supporting documents and application online • Acknowledgement and decision by letter

  11. Admissions • Application processing: • Applications and supporting documents processed within 3-5 business days of receipt • Academic unit notified by email of web applications to be printed • Paper applications and supporting documents sent by internal mail • Grad WWW Applicants and Admission App Detail Self-Service reports • Departmental graduate studies committee meets to review files • Tools for assessment of transcripts: http://www.mun.ca/sgs/go/tools.php • Admission requirements: (1) undergraduate degree of second class standing, (2) and minimum two years relevant employment experience. • Decisions normally made 1-2 months after a deadline has passed • Admissions: Program of Study form • Rejections: Graduate Application Not Accepted for Admission form • Reason for decision • Application recommendation (close file or offer reconsideration for later semester?) • Applicants not accepted notified by letter from SGS • Graduate admissions: • Conditional admissions – admission pending receipt of supporting documents, completion of degree program, etc.); applicant is sent letter only • Full admission – applicant fully admitted to program, sent full offer letter, program of study form, and new student checklist; applicant is able to access Self-Service and register on appropriate date • SGS carries out verification of supporting documents

  12. Admissions • Post-admission: • Select payment plan (A or B) • New student website: http://www.mun.ca/sgs/newstudents/index.php • Accept/Decline form must be completed and returned to SGS by all fully admitted applicants • The Guide for New Graduate Students • Decline offer of admission or request deferral of admission if necessary • Register for courses (including GRIP) and graduate registration (SUBJ 9000/9900) (international students must submit valid study permit to SGS before they can register) • Pay fees by deadline • Graduate Student Orientation • Departmental orientation

  13. Admissions • Electronic offer letters for international admits • Letter to CDN Embassies December 2011 • CIC confirmation that all CDN Embassies are to accept electronic offer letters • Form integration with graduate web application (consolidation of departmental forms, writing sample, resumes/CVs, etc.) • Job evaluation for admissions staff • Additional staff hire for peak season • Enhanced post-admission communications (incl/ post-admission orientation by webinar) • Eye to: • Electronic document management through OnBase CMS • Departmental deadlines management

  14. Registration • Staff roles: • Records and Registration Officer: Ensures ESL requirement, maintains student files and records, administers leaves and withdrawals • Programs Officer: Oversees transfer of credit and academic changes to programs • Instructions: http://www.mun.ca/regoff/registration • Relevant dates: http://www.mun.ca/regoff/registration/graduate3/relevant_dates.php • Automatic roll of 9000/9900 and start of registration roughly 5 weeks before start of classes • Email to @mun.ca account notifying eligibility to register (3 weeks before registration) • Deadline of fees payment: start of classes • Last day to register: 2 weeks after start of classes • Last day to withdraw: 3 weeks after start of classes • Last day to drop courses: 7 weeks after start of classes • Confirmation of enrolment emails to @mun.ca • Must register for 9000/9900 in first semester or at end of leave of absence

  15. Registration • Register for program courses • If course not on program, submit Change of Program form first (for open electives, please define through CoP form before registration) • If taking multiple non-program courses or second program, Dean’s permission required • After 2 weeks, must register through Course Change form • Retroactive registration of courses requires letter or note from instructor • Only 9000/9900 registration needs approval from SGS • Transfer of credit: • Recommendation from head (through Change of Program form), official transcript, course syllabus • 30% cap, 7 year limit, unused credits (General Reg. 2.2.4.8) • Visiting Research Students: • Requirements: 1) letter from home university confirming grad student status, 2) letter from Memorial faculty member agreeing to supervision, 3) VRS application form, 4) Program of Study form • Registers for GRAD 9900 for each semester in residence (study permit may be required) • Charged health insurance each semester • http://www.mun.ca/sgs/current/visiting.php

  16. Fees • Payment plan selected at time of admission (fixed after 1st semester) unless Change of Route or transfer • For late registrants: 48 hours to pay fee (or complete payroll deduction form) after initial registration and charge • To opt out of recreation fee, complete Recreation Fee Exemption form and submit to Cashier’s Office • To opt out of GSU health and dental insurance, submit form by appropriate deadline (3 weeks after start of classes) to GSU • Retroactive leaves or withdrawals result in refund of only program or continuance fees ($25 admin fee also charged) • Change in status will automatically affect fees • Fees Committee

  17. Requirements and progress • Non-academic requirements: • GRIP: Please ensure students register for and complete in semester, and GRIP Completion Form submitted to SGS • English Placement Test (and possibly ENGL 102F and ENGL 9992) required for all grad students with TOEFL or IELTS • Second language requirement (PhD) • Animal Care Seminar • Adjustments to programs: • Changes in status requires Change of Status form • Changes to courses, committee membership, research title on Change of Program form • Changes to route (thesis, course, internship, etc.) requires Change of Route form • Transfer (MEd CTLS to MEd PSS, master’s to PhD, etc.) requires Program of Study form • Leave of Absence: students must submit Leave of Absence form to SGS by last day to withdraw • Extension: Request for Extension form submitted at start of last semester in program • Withdrawal: letter to Dean of Graduate Studies (last day to withdraw 3 weeks after start of classes) • Forms: http://www.mun.ca/sgs/current/general_forms.php

  18. Requirements and progress • Annual Progress Report: must be submitted once a year • Failed grades: if no departmental regulations, allowed 1 repeat of failed course (or substitution for elective) with recommendation from head • Exam/paper rereads: application plus $50 to Registrar’s Office within 1 month of grade release • Incomplete grades: Head can permit INC grade up to one semester; further extension requires approval from ACE • Termination of program

  19. Outreach • Staff roles: • Senior Career Development Coordinator: career advising, resume edits, interview prep, 1-1 and workshop • Marketing Coordinator: manages marketing materials, website, MUNlive, social media, campaigns • Graduate Student Orientation: normally September each year; email invitations • Webcast of 2012 Orientation • Pre-orientation webinars in Spring 2012 • GradShare (www.gradshare.com): online forum for Q&A and expert advice for grad students in US and Canada • E-Newsletter (The Edge): information on scholarships and awards, academic deadlines and dates, professional development opportunities, general resources • Career and Professional Development Services • Workshops: http://www.mun.ca/sgs/ccd.php • 1-1 sessions for graduate students • Services for distance graduate students • Alignment of EDGE with CAGS 2008 statement on professional skills development for graduate students • Proposal (with International Centre) to develop entrepreneurship training program for international graduate students

  20. Completion • Staff roles: • Programs Coordinator: supervisor for programs unit, manages ethesis and edefence projects • Programs Officer: processes master’s and PhD exams, arranges for oral defences, oversees academic changes to programs, assists with Convocation • Programs Assistant: processes appointment of examiners letters, processes results of thesis exams, prepares brochures for and assists with oral defences • Comprehensive exams: Recommendation for Comp Exam form; results memo • Guidelines for theses: http://www.mun.ca/sgs/go/guid_policies/guidelines_intro.php • Master’s exam procedures: http://www.mun.ca/sgs/masters_examinations.pdf • PhD exam procedures: http://www.mun.ca/sgs/PhD_examinations.pdf • Graduate students must apply to graduate for Spring or Fall through Self-Service (at time of thesis submission to supervisory committee) • Recommendations for Award of Degree: financial audit, academic audit, completion, overnight notification to Registrar’s and Cashier’s Office

  21. E-… • Full suite of e-theses templates available: http://www.mun.ca/sgs/etheses/templates.php • Google Docs environment for online thesis collaboration available Fall 2011 • Electronic thesis submission Winter 2012 • e-defence: http://www.mun.ca/sgs/current/edefence.php • Departmental procedures: http://www.mun.ca/sgs/current/edefence/edefenceprocedure.php

  22. GRIP • To discontinue for Fall 2012 admissions • Graduate students conducting research involving human subjects will have to complete Course on Research Ethics (CORE) developed by Interagency Advisory Panel on Research Ethics • Complies with TCPS-2 (December 2010) • Additional programming being developed to address Tri-Council Policy Statement on Integrity in Research and Scholarship (January 1994) • IP • Plagiarism

  23. Dean’s Awards • The Dean's Awards for Service Excellence recognize the work and contributions of graduate staff members (administrative/support and academic) that exceeds the expectations for those positions. The following criteria are used to select two candidates each year for this honour: • Job performance • Service to the School of Graduate Studies • Service to graduate students, faculty, and staff • Commitment to quality and/or innovation in the workplace • Contributions to achievement of goals of graduate department or program • Contributions to raising profile of graduate program(s) locally, nationally, and internationally • A maximum of two awards will be granted each year, one each to an individual who is: • An administrative or support staff member • A graduate officer or person holding an equivalent position • Nominations must be emailed to SGS by February 1, 2012. • Details online: http://www.mun.ca/sgs/go/deansawards.php

  24. Thank you! Questions?

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