Workshop for Chairmen and Graduate Coordinators

Salam A. ZummoDean of Graduate StudiesMarch 2011

Outline:Appreciation massageStatistics MoHE scholarship studentsGraduate Seminar Day A ReminderNew system for admission tracking (quick demo)Evaluation of admission applicationsProgress of PhD studentsDegree plans, course planning and other issuesQ&A

New Admits for Semester 102

Chart1

4

23

47

91

SQL Results

ClassNumber of Students

1PT-PhD4

2FT-PhD23

3FT-Master47

4PT-Master91

SQL Results

SQL Statement

SELECT DISTINCT SB.SGBSTDN_FULL_PART_IND || 'T-' || (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END) "Class", COUNT(SB.SGBSTDN_PIDM) "Number of Students" FROM SGBSTDN SBWHERE sb.sgbstdn_term_code_eff = '201020'AND SB.SGBSTDN_LEVL_CODE IN ('GR', 'G1', 'G2', 'DR', 'PG')AND sb.sgbstdn_styp_code = 'N'GROUP BY SB.SGBSTDN_FULL_PART_IND || 'T-' || (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END)

Active Students

Chart1

30

112

383

479

SQL Results

ClassNumber of Students

1PT-PhD30

2FT-PhD112

3FT-Master383

4PT-Master479

SQL Results

SQL Statement

SELECT DISTINCT SB.SGBSTDN_FULL_PART_IND || 'T-' || (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END) "Class", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

FT/PT MASTER STUDENTS BY MAJOR

Chart1

72

78

733

484

1317

711

711

1613

13

1646

2844

1081

031

123

82

84

512

939

2242

13

2819

312

014

2527

912

/

Data Legend

PT-Master

FT-Master

7/2

7/8

7/33

48/4

13/17

7/11

7/11

16/13

1/3

16/46

28/44

108/1

12/3

8/2

8/4

5/12

93/9

22/42

1/3

28/19

3/12

25/27

9/12

SQL Results

MajorPT-MasterFT-Master

1AE72

2ARE78

3CE733

4CEM484

5CHE1317

6CHEM711

7CNW711

8COE1613

9CRP13

10CS1646

11EE2844

12EM1081

13EMBA031

14ENVS123

15GEOL82

16GEOP84

17MATH512

18MBA939

19ME2242

20MEPH13

21PETE2819

22PHYS312

23SCM014

24SE2527

25TELE912

SQL Results

PT-Master

FT-Master

SQL Statement

SELECT * FROM (SELECT DISTINCT SB.SGBSTDN_FULL_PART_IND || 'T-' || (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END) "Class", SB.SGBSTDN_MAJR_CODE_1 "Major", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

FT/PT PhD STUDENTS BY MAJORData Legend/

Chart1

214

114

49

422

219

31

212

510

43

38

PT-PhD

FT-PhD

2/14

1/14

4/9

4/22

2/19

3/1

2/12

5/10

4/3

3/8

SQL Results

MajorPT-PhDFT-PhD

1CE214

2CHE114

3CHEM49

4CSE422

5EE219

6GEOL31

7MATH212

8ME510

9PETE43

10SE38

SQL Results

PT-PhD

FT-PhD

SQL Statement

SELECT "Major", "Number of Students" "Class" FROM (SELECT DISTINCT SB.SGBSTDN_FULL_PART_IND || 'T-' || (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END) "Class", SB.SGBSTDN_MAJR_CODE_1 "Major", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

Active Research Assistants in 102

*

Chart1

3

5

27

6

12

10

3

18

3

21

29

3

2

3

6

4

40

2

17

6

20

11

Research Assistants

SQL Results

MajorResearch Assistants

1AE3

2ARE5

3CE27

4CEM6

5CHE12

6CHEM10

7CNW3

8COE18

9CRP3

10CS21

11EE29

12ENVS3

13GEOL2

14GEOP3

15MATH6

16MBA4

17ME40

18MEPH2

19PETE17

20PHYS6

21SE20

22TELE11

SQL Results

Research Assistants

SQL Statement

SELECT "Major", "Number of Students" "Research Assistant" FROM (SELECT DISTINCT (CASE WHEN UPPER(SV.STVCLAS_DESC) LIKE ('%RESEARCH%') THEN 'Research Assistant' WHEN UPPER(SV.STVCLAS_DESC) LIKE ('%LECTURER%') THEN 'Lecturer-B' END) "Class", SB.SGBSTDN_MAJR_CODE_1 "Major", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF, SGRSATT SG, STVCLAS SV WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SG.SGRSATT_PIDM = SB.SGBSTDN_PIDM AND SV.STVCLAS_CODE = SG.SGRSATT_ATTS_CODE AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

Active Lecturer-Bs in 102

*

Chart1

13

13

10

18

18

1

7

9

3

9

Lecturer-B

SQL Results

MajorLecturer-B

1CE13

2CHE13

3CHEM10

4CSE18

5EE18

6GEOL1

7MATH7

8ME9

9PETE3

10SE9

SQL Results

Lecturer-B

SQL Statement

SELECT "Major", "Number of Students" "Lecturer-B" FROM (SELECT DISTINCT (CASE WHEN UPPER(SV.STVCLAS_DESC) LIKE ('%RESEARCH%') THEN 'Research Assistant' WHEN UPPER(SV.STVCLAS_DESC) LIKE ('%LECTURER%') THEN 'Lecturer-B' END) "Class", SB.SGBSTDN_MAJR_CODE_1 "Major", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF, SGRSATT SG, STVCLAS SV WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SG.SGRSATT_PIDM = SB.SGBSTDN_PIDM AND SV.STVCLAS_CODE = SG.SGRSATT_ATTS_CODE AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

Full-time Master and PhD students*

Chart1

10969

14070

17679

23280

28189

363100

383112

Full-time Master

Full-time PhD

SQL Results

TermFull-time MasterFull-time PhD

107210969

208114070

308217679

409123280

509228189

6101363100

7102383112

SQL Results

Full-time Master

Full-time PhD

SQL Statement

SELECT "Term", "Number of Students" "Master" FROM (SELECT DISTINCT (CASE WHEN SB.SGBSTDN_DEGC_CODE_1 = 'PHD' THEN 'PhD' ELSE 'Master' END) "Class", SF.SFBETRM_TERM_CODE "Term", COUNT(SF.SFBETRM_PIDM) "Number of Students" FROM SGBSTDN SB, SFBETRM SF WHERE SF.SFBETRM_PIDM = SB.SGBSTDN_PIDM AND SB.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(SGBSTDN.SGBSTDN_TERM_CODE_EFF) FROM SGBSTDN WHERE SGBSTDN.SGBSTDN_PIDM = SB.SGBSTDN_PIDM AND SGBSTDN.SGBSTDN_TERM_CODE_EFF

*A new system to bring international students on student VisaNeed approval of MoHE as in Yemeni studentsStipend is 900SR as full-time Saudi students only MS studentsNo duties are required in DeptsSame admission criteria as RAsWe have sent 116 names to MoHE for approval for coming Fall (for Depts exceeding RA quota)Let us hope the process be simple and we get them before Fall 2011MoHE Scholarship Students - Update

*Deadline is today - Received only 27 contributions from studentsVery small number given the enrolled FT students (500 students)Contributions received from:PETE: 1, EE: 5,CHE: 2, ME:3, CE: 2 MATH: 5,ES: 2 CHEM: 1SE: 1, ICS: 5, Missing departments include: AE, PHYS, COE, Colleges of Business and Environmental DesignRelatively under-represented departments: PETE, CHE, ME, CE, SE, CHEM and ESDeadline was extended until Sat. March 26Regardless of winning awards, it is an opportunity for Graduate Students:Present their research work Interact with faculty and colleagues in a scientific gatheringThe only activity for graduate students need to support and growGraduate Seminar Day A Reminder

*New system for admission tracking (quick demo)http://acad.kfupm.edu.sa/adminlogin.aspx

*Evaluation of admission applications

*

Sending and receiving files in batches via WorkflowFiles of one batch get sent over couple of days (error alerts to be cleared before releasing files)First batch will be sent early next weekDeadline is April 16 (for submission of documents)Last batch to be sent by end of April hopefullyDepts will have 2-week duration to return filesFinal decisions must be out by end of MayHence, Depts need to send all files by mid of May

Sending and Receiving Files

*

To finalize decisions on clear cases to be rejected ASAPTo force admission office to work faster and under pressure to push files in batches with deadlinesTo allow more time to Depts to evaluate files Please do not wait to evaluate files until the last batchYou can make a recommendation for a file, and save it until you have all files to be approved. Then,Select the top X files to be definitely approved mark as 1st priorityThe next Y files that are very good mark as 2nd priorityThe next Z files as backup mark as 3rd priorityReject the restWhy do we send files in batches?

*

Recommendation is made by the graduate committee with the approval/delegation of the ChairmanFiles are to be discussed in a committee meeting rather than circulating among the members A committee recommendationI hope the following can be taken into account: Performance of previous students from similar schoolsDistribution over specialization areas (if too many applicants)Return clear cases (to be rejected) within the 2-week deadlineBorder and to-be-approved cases can wait until all files are returned with the last batch but before mid MayIn your recommendations, please provide more comments on:Applicants previous school and GPAOur experience with such applicants and information about such schoolsThe applicants priority level (High, Medium or Low)Evaluation Method

*

Currently, Depts recommend approving ALL applicants satisfying the admission criteriaFor some Depts, these are too many!!!Last semester, priority in admission was given to those recommended with 1st priority, then 2nd, then 3rd A special care to assign priorities to applicantsThis will help us make final decision as per available slots and visasAgain, Please do not wait to evaluate files until the last batchAll files are needed by mid of May to finalize decisionsNumber of approved applicants

*

Replaced Non-Degree admission since 071Students satisfying the following conditions:GPA < 2.5 (at least 2-year experience) or equivalentAt least 2-year experience after graduationA highly motivated student as appears from recomm letters and SOPOne year to finish the Pre-Grad ProgramPass 3 grad courses, 2 of which are core with > B in eachMonitored periodically to dismiss low-performing studentsPlease put your recommendation to approve such applicants as Admit as Pre-Graduate in the commentsPre-Graduate Admission

*Progress of PhD Students

PhD Progress MonitoringFT PhD - Typical degree progress:Finish all coursework within 3-4 semesters at maximum, Declare a thesis advisor in the 3rd semester at maximum, Pass the comprehensive examination within 4 semesters at maximum, Submit the thesis proposal within 6 semesters at maximum and Complete the PhD program within 4 years at maximumHave a comprehensive exam every semester if any student deadline is approachingOffer more courses for PhD students to allow smooth progressWe will send you the list of PhD students that need update by 102FT MS and PhD students need to complete 9 credit hours every semester:MS students with 3-6 credits remaining need to register the thesis

*Degree plans, course planning and other issues

Many students do not have degree plans approved in their filesEach student needs to get his degree plan approved during the first semester, and at maximum by the second semester of admission.This will help both:Departments plan for offering graduate courses as per the students plans Students plan their degrees and courses to be taken betterPrevent student from taking courses that may not be approved for graduation, which could waste his timeTo avoid delaying students in progressing in their degrees, departments need to offer:Core courses on regular basis with a minimum frequency of once a year Enough electives needed to serve as many students requests as possible*Degree Plans

Too many petitions to waive pre-requisites of some coursesThis puts a lot of pressure on our office and Registrars office to process these petitionsMost of these petitions could have been processed/approved/avoided if early registration was better utilized

Conflicts in the final examination slots of graduate coursesStopps many students from registering for courses due to final exam conflictsGiven the small number of offered graduate courses, we highly count on your care to check ask the Registrar Office to avoid such exam conflicts during the formation of the schedule

*Issues on Registration Week

Main goals of these courses:Allow students to dive in new research/course without the need of a well-structured courseProvide opportunity to start research during courseworkIt is NOT a trick to reduce credit hours in MS or PhD programsCurrently, policy is simple and entrusts the instructor and graduate committee in the Dept.Quality assurance policies needed by Graduate Council Little response until nowSome observations:Allowing students with border GPAs to register such coursesAllowing fresh students in MS or PhD degreesHaving one instructor giving several of these courses in one semesterNo presentation is made as course description states clearly

*Issues on Research-based Courses

*THANK YOU

Q & A