14 th Annual Director of Graduate Programs Graduate

14 th 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

FIVE W’S – WHO…QUALIFIES? • 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 – WHAT…THEY RECEIVE? • 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 – WHEN…ARE STUDENTS ELIGIBLE? • 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

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!

FIVE W’S – WHY…DOES NCSU HAVE THE GSSP? • The GSSP is a highly competitive support package used to attract top graduate students to NCSU!!!!!!

HEALTH INSURANCE GSHI (GRAD SCHOOL HEALTH INSURANCE) • GSSP Plan – BCBS • $1, 937. 64 / year • $161. 47 / month • University Mandatory Plan – BCBS • $1, 376 / year • $688 / semester

HEALTH INSURANCE GSHI (GRAD SCHOOL HEALTH INSURANCE) • Always starts on the 16 th of the month and ends on the 15 th! • (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 INSURANCE • Confusion! • Why do students drop from insurance? • GSSP lists are run around the 5 th 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 • 1 st waiver list 7/31/13 • If GSSP students not waived, students will stay on the mandatory plan

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

DEPT APPROVAL FLAGS • Dept Approval 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

TUITION REMISSION REMINDER • Eligible students 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

EXCEPTIONS • 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!

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 Requirements for Membership • Doctoral/terminal degree • Rank of Assistant Professor or higher • Recommendation/Nomination from department

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) Preapproves ETD Committee Member(s) Sign Exam Form Committee Member(s) Accepts Pre-Approval Chair/Co-Chairs Sign Exam Form Committee Member(s) Declines Pre-Approval ETD Editor Approves ETD Committee Member(s) Approves ETD ALL Committee Members Approved Committee Member(s) Denies ETD Chair/Co-Chairs Approves ETD Library

Unconditional Pass Committee Member(s) Sign Exam Form Committee Member(s) Accepts Pre-Approval Chair/Co-Chairs Sign Exam Form 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 Services go. 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 1. “Dissertation 101” seminar 2. “Forming an Advisory Committee” panel 3. “Writing a Dissertation Proposal” workshop 4. “Writing Your Dissertation in 15 Minutes a Day” workshop 5. “Graduate Student Writing” workshop for international graduate students 6. “Dissertation Bootcamp” days

Thesis & Dissertation Support Services go. 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) hrs from PBS – Up to six (6) hrs taken while in ugrad status 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 hrs of 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 as 18 hours remain unique to each MR and 36 to the DR. – Courses counted in a previous ugrad degree 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 a) the course is a grad course b) completed in grad or post-bacc status c) not used for another degree d) 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 Duke University – starting fall 2012 • 200 -399 - Ugrad above 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)

Other Universities May Use Different Numbering Systems Duke University Old BME 253 BME 254 BME 255 New (as of fall 2012) BME 503 BME 504 ?

Other Universities May Use Different Numbering Systems Duke University Old BME 253 BME 254 BME 255 BME 888 New (as of fall 2012) BME 503 BME 504 BME 255 ?

Other Universities May Use Different Numbering Systems Duke University Old BME 253 BME 254 BME 255 BME 888 New (as of fall 2012) BME 503 BME 504 BME 255 BME 200

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: //www 7. 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 • Paw. Prints Newsletter

What We Do: Services • Paw. Prints Newsletter • Community Service • Teaching Awards

What We Do: Services • • • Paw. Prints 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 Previous Travel and Thesis Fund First-come, first-served New Award for Conferences Application deadline of February 15, 2014

New Award for Conferences Previous Travel and Thesis Fund New Award for Conferences First-come, first-served Application deadline of February 15, 2014 Funds up to $250 person Funds up to $1, 500 person

New Award for Conferences Previous Travel and Thesis Fund New Award for Conferences First-come, first-served Application deadline of February 15, 2014 Funds up to $250 person Funds up to $1, 500 person Supplement cost of conference Completely cover cost of conference

New Award for Conferences Previous Travel and Thesis Fund New Award for Conferences First-come, first-served Application deadline of February 15, 2014 Funds up to $250 person Funds up to $1, 500 person Supplement cost of conference Completely cover cost of conference Submit receipts Rigorous application

New Award for Conferences Previous Travel and Thesis Fund New Award for Conferences First-come, first-served Application deadline of February 15, 2014 Funds up to $250 person Funds up to $1, 500 person Supplement cost of conference Completely cover cost of conference Submit receipts Rigorous application Funding for thesis printing No funding for thesis printing • 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) i. Tunes gift card ($25) Carolina Rail. Hawks ($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) i. Tunes gift card ($25) NC State regalia ($30) ARTS NC STATE ($35) › 2 tickets to any event • NCSU v. 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 Rail. Hawks, North Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC

Lunch Room 1 c/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. GPo. W

Questions? Lian_Lynch@ncsu. edu

Next. Gen 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 Sujit Ghosh – PAMS Tamah Morant - 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/aboutgrad/training. html

Future Phases • Phase 2: More automation and realtime 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) • i. Tunes gift card ($25) • Carolina Rail. Hawks ($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) i. Tunes gift card ($25) NC State regalia ($30) ARTS NC STATE ($35) › 2 tickets to any event • NCSU v. 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 Rail. Hawks, North Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC