The University Graduate School Academic Affairs Workshop November
The University Graduate School Academic Affairs Workshop November 8 & 9, 2012 http: //graduate. indihhhhana. edu/pdf/achttp: // Jody Smith, Assistant Director of Academic Affairs josmith@iu. edu, 855 -4010
University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Presenters • James Wimbush, Dean, The University Graduate School, & Vice Provost for Graduate Education grdschl@iu. edu, 855 -8853 • David Daleke, Associate Dean daleked@iu. edu, 855 -6902 • Matt Boots, Master’s Recorder mboots 1@iu. edu, 855 -9345 • Kim Bunch, Director Of Finance & Administration kbunch@iu. edu, 855 -1119 • Jessica Durnal, Admissions Recruitment Coordinator jdurnal@iu. edu, 856 -4503 • Yvonne Dwigans, Graduate Fellowships & Awards Coordinator ylivings@iu. edu, 855 -8852 • Dana Harden, Doctoral Recorder druddick@iu. edu, 855 -1117 • Jennifer Rigsby, Systems & Database Specialist jyrigsby@iu. edu, 855 -8854 • Jody Smith, Assistant Director of Academic Affairs josmith@iu. edu, 855 -4010 • Yolanda Trevino, Assistant Dean ytrevino@iu. edu, 855 -8853
University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Agenda • Welcome (David Daleke, Associate Dean) • Update on the University Graduate School (James Wimbush, Dean) • Recruitment, Financial Support, and Admissions • • • Recruitment Efforts (Yolanda Trevino) Financial Support (Yvonne Dwigans) Grad. Grants Center (Kim Bunch, Yvonne Dwigans) General Admissions Procedures (Matt Boots) Continuing Nondegree Program (Jessica Durnal) CIC Traveling Scholar Program (Jody Smith) • Master’s Degree Requirements (Matt Boots) • Nomination of Research Committee (Matt Boots) • Doctoral Degree Requirements (Dana Harden) • e. Doc Lites (Jennifer Rigsby) • Bulletin, Curriculum, Degrees, and Graduate Faculty Status (David Daleke, Jody Smith)
Update on The University Graduate School Academic Affairs Workshop 2012 James C. Wimbush Dean, The University Graduate School Vice Provost for Graduate Education
Administrative Overview • Comprised of graduate faculty from all IU campuses; • Advised by the Graduate Faculty Council which consists of elected representatives from each IU campus; • Administers 281 graduate degrees and 37 graduate certificates on all IU campuses; and, • Confers the Ph. D. and master’s graduate degrees, not professional degrees. 5
Organization Chart 6
Mission 1. Promote excellence in all Indiana University graduate programs to assure that all degrees conferred by The University Graduate School represent the highest standards of quality and academic integrity; 2. Support and serve academic units and campuses in the shared responsibility for graduate education and graduate students, including serving as a home for inter-school/college graduate programs; 3. Assist academic units in recruiting, retaining, and graduating a diverse population of talented graduate students by building institutional support through programs and grants; 4. Enhance the overall quality of graduate and professional student life; 5. Provide graduate students and postdoctoral scholars with additional opportunities for career and professional development, including international experiences; 6. Build financial resources to support existing and future initiatives, and provide available funding to academic units for initiatives consistent with the priorities of The University Graduate School; and, 7. Advocate the efficacy of graduate education to the state, national, and international communities. 7
Key Activities 1. Facilitate approval of new graduate degrees, minors, and certificates; 2. Augment recruitment and retention, particularly in areas of special need such as diversity-building and STEM via fellowships and programming; 3. Assist academic units with program review; 4. Recording of graduate degrees and quality control of degree requirements; 5. Establish pipeline programs for transition from undergrad to graduate (e. g. , Mc. Nair Program [funded by DOE], Tsinghua Summer Undergraduate Research Program, and IU Undergraduate Research Conference) and graduate to postdoc and the professoriate (e. g. , Alliance for Graduate Education in the Professoriate [funded by NSF], IU Future Faculty Teaching Fellowship Program, and Preparing Future Professionals Program); 6. Advocate for the quality of graduate and professional student life by working with the Graduate and Professional Student Organization (IUB) and Graduate and Professional Student Government (IUPUI) on issues of graduate and professional student concern; 7. Operation of the Grad. Grants Center to assist graduate students with identifying and writing grant proposals; 8. Operation of the Office of Postdoctoral Affairs to provide programming for IUB postdocs; and, 9. National advocacy for graduate education through key leadership positions on the Board of Directors of the Council of Graduate Schools (Chair-Elect), GRE (Past-Chair), National Postdoc Association, and Executive Committees of the Midwest Association of Graduate Schools (Secretary/Treasurer) and AAU Association of Graduate Schools. 8
Enrollment 9
Total Enrollment, Fall 2012 10
Domestic and International Enrollment, Fall 2012 Regional Campus Percent Domestic Percent International Domestic Regional 97. 6 2. 4 Indianapolis 78. 8 21. 2 Bloomington 71. 3 28. 7 Indianapolis International Bloomington 0 500 1000 1500 2000 2500 3000 3500 4000 4500 11
Enrollment by Field, Gender, Fall 2012 Field Percent Female Percent Male Arts and Humanities 62. 5 37. 5 Business 32. 8 67. 2 Education 67. 6 32. 4 1600 1400 1200 1000 800 33. 1 600 Male Female Physical and Earth Sciences 28. 8 71. 2 400 Social Sciences 52. 8 47. 2 200 Other Fields 59. 6 40. 4 al a nd ts th er O ci F en ie ld ce s s s al S ci Ph ys ic Ar So S th ar E Li fe S ci ci en c at uc Ed en ce es n io ss ne a nd H um an iti es 0 si 66. 9 Bu Life Sciences 12
Domestic Student Enrollment, Ethnicity, Fall 2012 Reported Ethnicity Percent of Domestic Students American Indian/Alaska Native 0. 51 Asian 4. 55 Black/African American 7. 06 Hispanic/Latino 4. 80 Native Hawaiian/Pacific Island 0. 07 Two or More Races 2. 39 3432 er ns w hi te W to A e R d or O th er /R Tw ef u o o se r M ac i n/ P ia ai H aw e iv ac la Is fic c/ ni pa is 38 es nd o La t ic Am an fri c /A ac k Bl 103 3 in an n ia As at iv N ka as Al an / In di an ic Am er H 0. 88 er Other/Refused to Answer 207 N at 79. 72 e White 304 196 22 13
Key Quality Indicators 14
Time-to-Degree and Completion for the Ph. D. Average time to degree in years from time of enrollment in Ph. D. program (over past four years) 6. 87 10. 0 9. 3 8. 2 8. 0 6. 9 7. 0 6. 0 Percentage Completion Rates 7. 3 7. 7 6. 2 UGS Peer 5. 0 4. 0 3. 0 Ten Years 62. 2 2. 0 Seven Years 57. 7 1. 0 0. 0 Humanities Life Sciences Mathematics & Physical Science Social Sciences 15
IUB Ph. D. Placement from Exit Survey, July 2008 -June 2012 16
Challenges and Initiatives 17
Challenges in Graduate Education 1. Lengthy time-to-degree and poor completion rate for the Ph. D. ; 2. Availability of graduate student funding and increasing student debt burden; 3. Decreasing federal student support; 4. International competition for graduate students; 5. Lack of a diverse pipeline for graduate school, particularly in STEM fields; and, 6. Inadequate career preparation and knowledge of different career pathways, particularly for Ph. D. recipients. 18
Initiatives to Address Challenges 1. Fundraising to support initiatives and graduate student degree completion; 2. Recruitment initiatives for under-represented students, particularly in STEM fields; 3. Preparation of undergraduates for graduate school and the professoriate; 4. International activities to recruit students as well as provide current Ph. D. students with opportunities for international professional and career development experiences; and, 5. Ph. D. alumni career tracking beyond the first placement, and professional and career development programs for current Ph. D. students. 19
Questions and Comments 20
Broadening Participation Recruitment resources to tap into … Yolanda Treviño, Ph. D. Assistant Dean
University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Recruitment Efforts Summer 2012 • Research Experiences for Undergraduates Programs • Herbert Scholars (IU and IUPUI) Fall 2012 • Recruitment tables at Math. Fest, California Diversity Forum, IUPUI Grad Expo • CIC Free. App Program • Mc. Nair Scholar National Database – September • Membership with The National GEM Consortium • Getting You into IU Preview Weekend – October • Project 1000 • Emissaries for Graduate Student Diversity • California Diversity Forum
University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Emissaries for Graduate Student Diversity The goal of the Emissaries for Graduate Student Diversity program is to connect trained IUB graduate students to assist in the various stages of the graduate application and admission process. Each cohort of emissaries provide information and referrals on campus resources; in addition to building community and networking with prospective graduate students.
Blog: Graduate Student Life @ IU Wisdom from the Indiana University Emissaries for Graduate Student Diversity on the Bloomington campus http: //www. indiana. edu/~gradlife/ August • What I did this past summer September • Rankings: What are they good for? • Attending academic conferences with a recruitment connection in mind October • Finding the right match: Top, Middle, and Safety Net Schools • The personal statement: How many drafts should I write? • Strong letters of recommendation November • Tips for a successful application package • CV or Resume: What’s the difference? December • Relationship between grades, GRE scores and funding • Application for graduate school admission checklist January • What to do while waiting on the admission decision • Finding a mentor, before you’re even there February • Should I visit; or should I not? March • Finding portable funding • Living within the means of the fellowship/funding package April • Creating your support network • Three things I wish I would have done to make “my first year as a Ph. D student transition” smoother
Emissaries • Blog, respond to email, give campus tours, serve as panelists (in person and Adobe Connect) • Offer resources and workshops to graduate programs Ø How and where do we find diverse students Ø What do we say to them? Ø How do we get them to accept their offer of admission?
Recruitment Awards for 2012 -13 • Graduate Scholars Fellowship • Adam W. Herbert Graduate Fellowship • Mc. Nair Graduate Scholars Fellowship • Educational Opportunity Fellowship
Highlighted 2012 -13 Eligibilities Graduate Scholars Fellowship Nominee must belong to an underrepresented minority group (African American, Hispanic American, Pacific Islander/Native Hawaiian or Native American, with tribal enrollment card or proof of descent); and applying to a Ph. D or MFA program. Adam W. Herbert Graduate Fellowship Supports graduate study at Indiana University for graduates of Historically Black Colleges and Universities (HBCUs) in STEM programs. Ph. D Fellowships are four (4)-year stipend awards of $25, 000 per year. Masters fellowships are single year awards of $10, 000. Graduate Mc. Nair Scholars Fellowship Nominee must provide documentation from their undergraduate Mc. Nair Scholars program certifying status as a Mc. Nair Scholar; and applying to a Ph. D or MFA program. Educational Opportunity Fellowship Must be first generation college or low income.
Financial Support Award and Fellowship Nomination Submission Procedures… Yvonne Dwigans Graduate Fellowships and Awards Coordinator
The University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Share. Point Site • The University Graduate School has created a Share. Point site for the submission of award and fellowship nominations. • For those of you not familiar with Share. Point, it is a cloud service for IU Faculty, grad students, and staff which allows document storage and sharing via the web using various online tools such as Word, Excel, Power. Point, and One. Note. It is managed by the University, so your data is protected and compliant with University policy.
How to Submit a Nomination 1. Open the Share. Point site: https: //www. sharepoint. iu. edu/sites/UGSAwards. And. Fellowships/default. aspx • We suggest adding this site to your favorites
How to Submit a Nomination 2. Click the Award and Fellowship Nominations link under Libraries
How to Submit a Nomination 3. Click on your Department’s folder (you might only see yours)
How to Submit a Nomination 4. Click on the Add document link
How to Submit a Nomination 5. The upload document window pops up • Leave the “Overwrite …” checkbox checked • Click “OK” to save, this will bring up another window
How to Submit a Nomination 6. This window has a few questions you need to answer A. Select the Award/Fellowship for which you are submitting the nomination B. If you are submitting more than one nomination • Attach one nomination per file • Select the rank of the one you are attaching, one being the highest C. Enter the student’s university ID D. Leave the Title field blank
How to Submit a Nomination 7. Click save • The window will go away and you will see your file has loaded to the site • If you have more nominations to submit, click the “Add document” link
Awards and Fellowships Share. Point Site • To be added or removed from the UGS Awards and Fellowships Share. Point site, requests must be sent by email to Ms. Yvonne Dwigans, ylivings@iu. edu. • Requests must include your username and department.
Fellowship Details Refer to the University Graduate School website, http: //www. indiana. edu/~grdschl/internal-awards. php, to access the: • Guidelines for the nomination material which is required for each fellowship. Ø What materials need to be included Ø The order in which material needs to be submitted per nomination pdf Ø And any other important information • Application pdfs which the student needs to submit
Nomination Deadline for 2013 -14 Award Competition Wednesday, February 6, 2013
Admissions Matt Boots Kim Bunch Jessica Durnal Jody Smith
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Admissions Frequently Asked Questions and Information for: • • The College International Students GRE Scores and Fees Training
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 To Whom Should I Send Applications and Updates? • This Spring we will be moving towards a paperless admissions process. Ø Attach Admission Letter to the e. Doc. Ø Make sure to submit an original final undergraduate transcript. • Programs outside of The College should send materials directly to me.
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 What About International Students? • No paperwork now sent for international students • Make sure all students are BACH EQUIV in i. Start before you approve; or they will be returned. • International Admissions will handle all updates in SIS, so make sure to copy them on any updates or not comings.
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 What About GRE Scores and Fees? • Check SIS for GRE scores as they are loaded there first. • Domestic application fee is $55. • Contact Kim Bunch for Mc. Nair and CIC fee waivers.
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Training? • I am happy to do one-on-one training for anything on which we might work together, just contact me: Matthew Boots, 855 -9345, mboots 1@iu. edu • For Apply Yourself or IUIE one-on-one training and user groups contact: Nan Harvey, 856 -5226, nlharvey@iu. edu Kim Bunch, 855 -1119, kbunch@iu. edu
University Graduate School Academic Affairs Workshop - Jessica Durnal November 8 & 9, 2012 Continuing Nondegree Program Answers to Common Questions • On Bloomington Campus only • Bloomington UGS approves international citizens holding E 2, F 2, H 1, H 4, J 2, L 2, G 2, F 1 -OPT, or J 1 -Scholar visas (not J 1 -Student). • CND Program allows enrollment in graduate courses, undergraduate courses, or combination. • Financial aid is not available. • Departments can request some exceptions. • http: //graduate. indiana. edu/continuing-non-degree-program. php
University Graduate School Academic Affairs Workshop - Jody Smith November 8 & 9, 2012 CIC Traveling Scholar Program Enables doctoral-level students at any CIC university to take advantage of educational opportunities at any other CIC university without change in registration or increase in tuition. University of Chicago University of Illinois Indiana University of Iowa University of Michigan State University of Minnesota University of Nebraska Northwestern University Ohio State University Pennsylvania State University Purdue University of Wisconsin Student completes online application at https: //www. cic. net/Home/Projects/Shared. Courses/TScholar; Introduction. aspx
Master’s Degree Requirements Matthew Boots
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Frequently Asked Questions and Information • • • Thesis: Traditional and Electronic Applications Deadlines Revalidation Backdated Degrees
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Traditional and Electronic • Traditional: Ø 2 Copies required by UGS Ø 100% cotton paper Ø Deadline: 27 th • Electronic: Pro. Quest Ø Deadlines: 15 th and 27 th Ø Acceptance Page § Signed Copy § Unsigned for PDF • Same Guidelines for Both
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 What about the Application for Graduation? • e. Doc System Ø Combines application and recommendation form into one e. Doc Ø e. Docs are preferred over paper applications Ø Use Route Log to track the location and status of e. Doc. • Time Frame on Paper Applications Ø Allow enough turnaround time for recommendation form to be sent, returned, and reviewed Ø Deadlines to be included in Commencement program will be passed on when we are informed by Registrar
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Deadlines? • To Have Degree Conferred Ø 27 th of Month (5: 00 p. m. ) EXCEPT May and December Ø 15 th of Month for initial Electronic • What Needs To Be Finalized By This Deadline: Ø Recommendation Form Ø Grade Changes Ø Final Undergraduate Transcript Ø Thesis
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 What About Revalidation? • All Courses Over 5 -Year Limit ØMust be individually revalidated ØMust use Bulletin guidelines Ø 6 Years for Dual Degrees Ø 4 -Step Process § § List Course Brief description of course Method of revalidation Brief explanation of how method was used to revalidate course
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 How Does a Backdated Degree Request Work? • Reason For Backdating Ø Must be administrative error Ø Cannot be student’s fault or because they forgot to turn in application to graduate • Approval Required by: Ø Department, UGS, and Registrar Ø Memo should be addressed to Dean Daleke and sent to me
Nomination of Research Committee (NOR) Matt Boots
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Frequently Asked Questions and Information • New e. Doc • Committee Membership Requirement • Change of Research Committee • Nomination of Research Committee and Candidacy
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Nomination of Research Committee Now an e. Doc • • • e. Doc is initiated by the student. You can also check the status and location of the e. Doc via the route log. This routes to both the department and the committee members for their approval. Paper NOR’s will still be accepted but we encourage you to switch to the new e. Doc with students going forward. Any questions about route order should be directed to Jennifer Rigsby (jyrigsby@iu. edu).
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Committee Membership Requirements • Three main requirements: Ø Ø Must have 4 current IU Members All 4 must be listed on the Graduate Faculty or Emeritus Lists Two (2), including the Chair, must have the endorsement You can check the status of members on the Graduate Faculty and Emeritus lists on the University Graduate Schools website, http: //www. indiana. edu/~grdschl/faculty-resources. php. • Outside Members Ø Members from outside the University may serve on a committee, but they are be in addition to the 4 main members. Ø Include their CV with the NOR
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Change of Research Form • This is now an e. Doc like the Nomination Form Ø Any change must adhere to the original committee requirements Ø No deadline on the Change of Research form, so can be submitted right before the student’s defense if needed
University Graduate School Academic Affairs Workshop – Matt Boots November 8 & 9, 2012 Nomination of Research Committee and Candidacy • Candidacy must be approved before Nomination of Research Committee can be approved. Ø New e. Doc has place to list Candidacy approval by UGS Ø I will hold NOR that is pending Candidacy for a few weeks before sending it back. Ø If e. Doc is sent back it will require all members to approve it again.
Doctoral Degree Requirements Dana Harden
Frequently Asked Questions and Information • • Nomination to Candidacy G 901 Defense Announcement Completion of degree requirements • Important deadlines
Nomination to Candidacy • Transfer of graduate credit from other institutions. • Date of Qualifying Examination • Continual Enrollment
G 901 • When may a student enroll in G 901? • How many semesters is G 901 offered? • Does G 901 accrue towards the 90 credit hour requirement?
DEFENSE ANNOUNCEMENTS By e. Doc System • Use route log to track location and status of e. Doc • 30 -Day deadline • Final undergraduate transcript required
Completion of Degree Requirements Traditional and Electronic Submission Deadlines: 15 th of the month for initial submission 27 th of the month – all degree requirements must be completed. • Revised dissertation submission • Submission of the two required documents: Doctoral Acceptance page and the Abstract both must contain the original signature of the each research committee (Not accepted: proxy, photocopies, fax, or scanned signatures). • Grade changes • Continual enrollment and enrolled in the semester in which the degree requirements are completed.
University Graduate School Academic Affairs Workshop – Dana Harden November 8 & 9, 2012 Important Deadlines • The qualifying examination must be passed at least eight months before the degree can be awarded. • The Nomination of Research Committee Form must be approved by the University Graduate School at least six months before the defense of the dissertation. • At least 30 days prior to the scheduled defense of the dissertation, the candidate must submit to the University Graduate School a one-page announcement of the final examination. (See the format for the announcement in the ‘Guide to the Preparation of Thesis and Dissertations, ’ http: //graduate. indiana. edu/appendix-a. php. ) • Degrees are awarded monthly. If the dissertation and the required documents are submitted to the University Graduate School by 5: 00 p. m. on the 27 th of the month, the degree can be awarded the same month; otherwise, it is granted the following month. • Submission deadline for May and December are different and are established by the Office of the Registrar, please contact the Recorders (Matt or Dana) in February for the May deadline and September for December deadline.
e. Docs Jennifer Rigsby
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 e. Doc Lite • A system to replace paper forms that route to various people for approval • The e. Docs are set-up with a structured route path that each e. Doc follows • The University Graduate School forms route based on the department, or departments, the student has selected on the form Ø Each department has designated one or more people who should approve the documents
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby e. Doc Lite (continued) • Benefits Ø More efficient for the student to complete Ø Approval process is more efficient Ø Easy to track November 8 & 9, 2012
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 e. Doc Lites Managed by UGS • Currently available Ø Master’s Application and Recommendation for Advanced Degree Ø Ph. D. Commencement Participation Application Ø Defense Announcement Ø Nomination of Research Committee and Change of Research Committee • In Development Ø Nomination to Candidacy
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Nomination of Research Committee • Put into production in August of this year • Student fills out most of the form, including the Research Committee member information • It routes to Department’s staff, who: Ø Enters the date the candidacy was approved Ø Verifies that at least two members of the committee are endorsed (including the chair) Ø Approves any members that are in the section for outside members
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Nomination of Research Committee, (continued) • Then it routes to the Research Committee Ø All members receive the document for approval at the same time Ø It can be approved by them in any order • After the Committee has approved the document, you have the option to have the document route back to a person in the department, or directly to the University Graduate School. • When Matt Boots gives the Nomination his official University Graduate School approval, he will enter that date in the “For University Graduate School Use Only” section
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Change of Research Committee • This form is similar to the Nomination of Research Committee • The student is only required to provide information that pertains to the change • Routes in a similar manner Ø If a committee member is being added, the student is required to enter the new member’s information and the document will route to them for approval Ø If they are not adding members, then the document is not required to route to any committee members
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Tips for Finding Submitted e. Docs You may want to check the status of a student’s e. Doc, or see who has it in their action list; to do this, you will need to do a document search. There a couple of ways this can be done. • Search by the document ID number • Search by the student’s network ID
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Searching by Document ID This is the easiest method of searching • One. Start >> Notifications >> Document Search
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Searching by Student Network ID You can search by the student’s network ID. If you do this, it will pull up ALL e. Docs the student has submitted, so you could get a pretty long list. • One. Start >> Notifications >> Document Search
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Checking the Status of an e. Doc Once you have the search results, you will want to either open the document or view the route log. • Click the document id to view the document • Click the Route Log icon to view the approval history of the document
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Checking the Status of an e. Doc (continued) The route log will tell you several things: • Status: enroute, final, disapproved, saved • Who currently needs to approve • Approval history Ø Who has already approved the document Ø Whether it was returned to a previous approver Ø Did it take someone a long time to approve Ø Other out of the ordinary activity
The University Graduate School Academic Affairs Workshop – Jennifer Rigsby November 8 & 9, 2012 Checking the Status of an e. Doc (continued)
Bulletin, Curriculum, Degrees, and Graduate Faculty David Daleke Jody Smith
University Graduate School Academic Affairs Workshop – Jody Smith November 8 & 9, 2012 The University Graduate School Bulletin • Updated annually • Deadline for 2013 -2014 updates was November 1 • Verification of every change submitted • Department must carefully proof each new bulletin • Two options, but online most correct
University Graduate School Academic Affairs Workshop – Jody Smith November 8 & 9, 2012 Curriculum Important Things to Know • The Graduate School requires syllabus information. You have two options for providing syllabus information via CARMIn: Ø Answer the “Essential Syllabus Information” questions Ø Attach a syllabus to the course request • Please be sure to complete #16 (Course Description) as that information will eventually be used by the WCMS system and automatically appear in the bulletin. • A learning assessment rubric is also required (i. e. , A description of major course requirements and percentage breakdowns—for example: participation, 5%; three essays at 15% each; two exams at 25% each). • If a course carries both undergraduate and graduate credit, please explain how the expectations of quantity and quality of work will differ for undergraduate and graduate enrollees.
University Graduate School Academic Affairs Workshop – Jody Smith November 8 & 9, 2012 Curriculum Important Things to Know (Continued) • Course requests go on the 30 -day University-wide remonstrance list that is administered by Student Enrollment Services (SES) • A new remonstrance list is posted the first business day of each month • After the 30 -day remonstrance period, the course form is routed to The University Graduate School and then SES for final approvals • Please contact Mandy Bartley (bartley@iu. edu) if you are unfamiliar with CARMIn (the electronic course approval system), there are job aids available at the SES training website
University Graduate School Academic Affairs Workshop November 8 & 9, 2012 Thank you! • James Wimbush, Dean, The University Graduate School, & Vice Provost for Graduate Education grdschl@iu. edu, 855 -8853 • David Daleke, Associate Dean daleked@iu. edu, 855 -6902 • Matt Boots, Master’s Recorder mboots 1@iu. edu, 855 -9345 • Kim Bunch, Director Of Finance & Administration kbunch@iu. edu, 855 -1119 • Jessical Durnal, Admissions Recruitment Coordinator jdurnal@iu. edu, 855 -4503 • Yvonne Dwigans, Graduate Fellowships & Awards Coordinator ylivings@iu. edu, 855 -8852 • Dana Harden, Ph. D. Recorder druddick@iu. edu, 855 -1117 • Jennifer Rigsby, Systems & Database Specialist jyrigsby@iu. edu, 855 -8854 • Jody Smith, Assistant Director of Academic Affairs josmith@iu. edu, 855 -4010 • Yolanda Trevino, Assistant Dean ytrevino@iu. edu, 855 -8853
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