The University Graduate School Academic Affairs Workshop November

The University Graduate School Academic Affairs Workshop November 18 and 20, 2019 http: //graduate. indihhhhana. edu/pdf/achttp: // graduate. indiana. edu | grdschl@indiana. edu | (812) 855 -8853

University Graduate School Academic Affairs Workshop Program 1. Bloomington Office Updates 2. Admissions Reminders 3. Degree and Candidacy Evaluation 4. Credit Overlap Between Degrees 5. Dissertation Research Committees 6. Academic Program Development 7. Other Topics and Questions November 18 and 20, 2019

Bloomington Office Updates Kim Bunch Director of Finance and Administration

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 University Graduate School Staff • James Wimbush, Vice President, Diversity, Equity, and Multicultural Affairs; Dean, The University Graduate School (jwimbush@iu. edu) • David Daleke, Vice Provost for Graduate Education and Health Sciences; Associate Dean, The University Graduate School (daleked@iu. edu) • Janice Blum, Associate Vice Chancellor for Graduate Education, IUPUI, and Associate Dean, The University Graduate School (jblum@iupui. edu), 317 -274 -5845 • Maria Hamilton Abegunde, Director, The Graduate Mentoring Center (maehamil@iu. edu), 856 -9379 • Jack Schmit, Assistant Dean, The University Graduate School (schmit@iu. edu), 855 -9104 • Bianca Evans, Assistant Dean for Diversity and Inclusion The University Graduate School, (biaevans@iu. edu), 855 -1594 • Kim Bunch, Director of Finance and Administration (kbunch@iu. edu), 855 -1119 • Jeff Rutherford, Assistant Dean of Academic Affairs (jruther@iu. edu), 855 -4010 • Katie Kearns, Assistant Vice Provost for Student Development (kkearns@indiana. edu), 855 -7788 • Joelle Andrew-Mohr, Director of Interdisciplinary Graduate Programs (jomandre@iu. edu), 856 -2750

The University Graduate School Academic Affairs Workshop November 18 and 20, 2019 University Graduate School Staff (continued) • Ryan Carlberg, Executive Administrative Assistant to the Dean (rycarlbe@indiana. edu), 855 -5697 • Beth Nicodemus, Systems and Database Specialist (ejnic@iu. edu), 855 -8854 • Divya Rajendran, Database Analyst (divrajen@iu. edu), 855 -5343 • Melissa O'Neill, Graduate Fellowships and Awards Coordinator (ugsawrd@indiana. edu), 855 -1362 • Shelly Gerber-Sparks, Ph. D. Recorder (gerbers@iu. edu), 855 -9345 • Alex Rooks, Master’s Degree Recorder (alvangor@indiana. edu), 855 -1117 • Judy Post, Graduate Admissions and the Continuing Nondegree Program Coordinator (jpost@indiana. edu), 856 -4503 • Daniel An, Graduate Recruitment and Outreach Coordinator (danan@iu. edu), 855 -8853 • Leah Peck, Administrative Assistant to the Associate Dean (leahpeck@indiana. edu), 856 -2786 • Amelia Brown, Administrative Secretary (grdschl@indiana. edu), 855 -8853 • Kristen Kolodzik, Admissions and Student Engagement Coordinator, Interdisciplinary Graduate Programs (khkolodz@iu. edu), 856 -3564 • Debbie Terrell, Program Coordinator, IU-MSI STEM Initiative (deterrel@iu. edu), 855 -7463

Admissions Reminders Kim Bunch, Director of Finance and Administration Judy Post, Graduate Admissions and Continuing Nondegree Coordinator

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Best Practices for New Application and Admissions • If you did not create a Local Status, List, Email Template, etc. please do not edit it - you can create new one. • Please use the suggested naming convention of Department Name and Title for your Local Status (Example: POLS Admission Letter) • Once a local status has been moved to a final admit (RED), it cannot be changed to withdraw. • Domestic: Email grdschl to update SIS • International: Submit Atlas e-form • If applicant needs reviewed by conduct committee, do not send admission letter until approved.

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Request Forms & Resources • New User Request Form: https: //survey. graduate. iu. edu/machform/view. php? id=58203 • • New Program Request Form: https: //www. indiana. edu/~gradmach/machform/view. php? id=55938 • • Coupon Code Request Form: https: //survey. graduate. iu. edu/machform/view. php? id=57248 • FAQ page: https: //graduate. iupui. edu/faculty-staff/cas. html • Training for users: https: //graduate. iupui. edu/doc/facultystaff/Uni. CAS-workgroups. pdf • Liaison Contact Info: Email: webadmitsupport@liaisonedu. com Phone: 857304 -2020

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Admissions Reminders • Application: Refer to November 8 memo regarding the configuration portal opening for upcoming steps and deadlines for 20 -21 terms • Prelaunch configuration portal for 20 -21 CAS cycle is now open • You have until January 4, 2020 to update your program Q 4 s for all terms • Continuing Nondegree: Refer students to UGS website and Judy Post for steps they need to follow • Instructor and department permission is required • Assisting us with directing students where possible • Trailing Scholars: GRAD-G 806 available for non-IU students accompanying new faculty hires for campus resource access • Contact Judy Post and Jeff Rutherford if course is needed

Degree and Candidacy Evaluation Alex Rooks, Master’s Recorder Shelly Gerber-Sparks, Ph. D Recorder

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 MAAD e. Doc Evaluation • Reasons it may get sent back to the department 1. It is unclear which courses are completing which requirements. 2. If the student is using a test or other sort of evaluation to satisfy the language requirement but the form hasn’t been attached. 3. The student didn’t submit their thesis to Pro. Quest on time. 4. Transcripts from Undergrad are not completed. • Concentrations/Subplans • If the masters degree has an approved Subplan it should be listed on the MAAD edoc, unless it is not required and the student has opted out of having one. • Theatre MFA, History, Speech and Hearing Sciences, CEUS are a few examples of Masters Programs that either require a subplan or have the option of adding a subplan.

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Candidacy Evaluations • • • Verify advisory chairperson and minor representative approved e. Doc • Compare course list and transcript to the bulletin requirements for the major and minor, verify all requirements satisfied • Confirm the “Date Candidacy Expires” is seven years from date of final candidacy examination • Calculate total number of credits taken to date, including transfer credits, ‘S’ and ‘R’ grades – note this total on the field labeled “Total Graduate Credits Earned Towards Ph. D (including transferred credits)” Verify official transcript recorded in SIS for undergrad degree If graduate degree required for Ph. D admission, verify official transcript recorded in SIS for graduate degree as well

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Common Reasons NTC e. Docs are Returned to the Department • An exception e. Doc is needed to allow for a course substitution, to revalidate a course, or to receive permission for an individualized minor. • Course list is not attached or does not include all courses being used towards the Ph. D. • Incorrect individual approved the e. Doc.

Credit Overlap Between Degrees Alex Rooks, Master’s Recorder Shelly Gerber-Sparks, Ph. D Recorder Jeff Rutherford, Assistant Dean for Academic Affairs

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Dual Master’s Degrees • Students may concurrently complete two master’s degrees with overlapping credit as dual degrees: • Major requirements of one degree are used to complete the electives of the other • Must complete at least 50 credits between both with at least 21 credits earned in each degree • Students may write a single thesis with the committee composed equally between both departments • All requirements of both degrees must be met • bulletins. iu. edu/iu/gradschool/20192020/requirements/masters-degrees. shtml#dual • Common dual degree arrangements should be formalized

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Policies on Transfer Credit from Other Institutions • Courses must be graded B or higher • Courses may be transferred from other institutions at credit limits based on degree type: • 9 credits toward the MA, MS • 12 credits toward the MAT • 20 credits toward the MFA • 30 credits toward the Ph. D • bulletins. iu. edu/iu/gradschool/2019 -2020/policies/credit. shtml

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 General Policies on Credit Overlap • Courses used to complete an undergraduate degree cannot be used to complete a graduate degree except in accelerated degree programs (3+2, 4+1) • Courses used to complete one graduate degree cannot be used to complete another at the same level with two exceptions: • MA, MS, and MAT credit can be used toward the MFA • Credit may overlap between dual degrees • “Work counted toward a master’s degree may also be counted toward the Ph. D. if it has been approved by the student’s advi sory committee and if it otherwise meets the conditions stated in this bulletin, including the rules governing the transfer of credit from other institutions. ”

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Master’s Degree to Ph. D Credit Overlap • Current policy: 30 credits used toward a master’s degree can be used toward the Ph. D • Problems with current policy: • Does not account for students with multiple master’s degrees, dual degrees, etc. • Many IU MA/MS-Ph. D programs involve more than 30 hours at the master’s level • Practice: All credits from “cognate” master’s degrees may be used toward the Ph. D; all others are limited to 30 • Future policy: In discussion by Graduate Faculty; may involve departments determining cognate, higher credit limit

Dissertation Research Committees Alex Rooks, Master’s Recorder Jeff Rutherford, Assistant Dean for Academic Affairs Shelly Gerber-Sparks, Ph. D Recorder

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Nomination of Research Committee • Minor Representatives: • There must be one minor rep from each minor on a research committee. • Minor reps can opt out; an email from the minor rep must be attached to the e. Doc in this case • Endorsements: • Chairs must be endorsed • If there are co-chairs, only one has to be endorsed • At least two members must have endorsement • If the endorsement is relatively new it is helpful to have that email or memo attached to the e. Doc • Transcripts: • Please make sure transcripts are complete in SIS; if not I will need those sent to me via slashtmp and it makes processing take longer

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Change of Research Committee e. Doc • Who should be listed on the CORC e. Doc: • Members who are changing, either becoming chair or being added. • Members who are being removed • Outside Members being added • If the members aren’t being changed in any way, they should not be on the CORC e. Doc.

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Dissertation Research Committee Special Cases • Co-chairs • Occur for double majors, unendorsed chairs, outside chairs, other situations requiring co-direction • Outside members • Non-IU faculty who do not count toward requisite members • Ad hoc non-Graduate Faculty • Allow per-committee service for non-Graduate Faculty • Post-appointees • Faculty whose appointments at IU end may continue serving on active committees for up to one year

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Remote Defense Participation Based on feedback, the requirements for committee participation in a student’s defense have been modified. Please notify us in the event any members will not be participating on-campus, in-person. The following are the guidelines for remote participation: • • No more than half of the research committee may participate remotely, excluding the student and the committee chair/co-chairs. The student and chair/co-chairs must participate in person and on-campus. The examining department is responsible for providing adequate technical accommodations that allow all participants to see and hear each other throughout the defense and to view any text, graphics, or other visuals referenced; If, at the onset of the defense, these accommodations are not found to be adequate for the examination, the candidate or the research committee may elect to postpone the defense until a later date without penalty; In the event of a technical failure, the defense proceedings must be stopped and may not resume until any technical issues are resolved.

Academic Program Development Jeff Rutherford, Assistant Dean for Academic Affairs

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 What Academic Actions Require Formal Review and Approval? • Creating new transcripted items: • Degrees • Dual degree arrangements • Certificates • Majors/tracks/specializations/concentrations • Minors • Changing the name of transcripted items or terminating a degree or certificate • Offering online or hybrid delivery of a degree or certificate • Structural additions, name changes, terminations (departments, etc. )

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 What Academic Actions Do Not Require Formal Review and Approval? • Curricular changes to a degree or certificate that affect <50% of the requirements and do not affect the total hours required • Curricular changes for all other academic items • Adding and changing untranscripted, internal concentrations • Degree and certificate suspension • uaa. iu. edu/academic-affairs/approvalprocess/Academic_Approval_Matrix. pdf

Other Topics and Questions Alex Rooks, Master’s Recorder Shelly Gerber-Sparks, Ph. D Recorder Jeff Rutherford, Assistant Dean for Academic Affairs

University Graduate School Academic Affairs Workshop November 18 and 20, 2019 Other Topics and Questions • What is the difference between a substitution and a waiver and when should each be used? • In most cases, a substitution should be filed to record what course a student took instead of the requirement • What is the difference between tool/skill requirements and normal degree requirements? • Tool/skills are departmentally-assessed competency requirements that may or may not involve course completion • Is there a campus-wide leave policy? • Leave is currently approved by each school with academic milestones offset; Graduate Faculty currently examining

The University Graduate School Academic Affairs Workshop November 18 and 20, 2019 http: //graduate. indihhhhana. edu/pdf/achttp: // graduate. indiana. edu | grdschl@indiana. edu | (812) 855 -8853