GRADUATE COORDINATORS WORKSHOP

October 4 & 7, 2011

University Context

University of Guelph Senate Board of Graduate Studies Subcommittees of BGS:

Programs Admissions and Progress

Department Graduate Studies Committee Chair

Internal Quality Assurance Process (IQAP) replaces the OCGS process

Board of Graduate Studies

Division committee membership Faculty nomination process

Three categories Regular Associated Special

New programs and course changes

Senate Policy on Rights and Responsibilities Graduate Calendar: Policy on Responsibilities of

Advisors, Advisory Committees and Graduate Students and Graduate Student-Advisor Mediation Procedures http://www.uoguelph.ca/registrar/calendars/graduate/current/geninfo/geninfo-por-deptresp.shtml

Departmental responsibilities may be delegated to Graduate Coordinator

Departmental Responsibilities

May be delegated to Grad Coordinator and Graduate Studies Committee:

Establish appropriate deadline dates and regulations associated with review, examination and submission of the thesis or research project

Make available information about current courses, areas of expertise of faculty members, and pertinent information not already outlined in the Graduate Calendar.

Match students and advisors not later than within six months of initial registration.

Approve the advisory committee/graduate degree program form no later than the end of the student's second registered semester.

Departmental Responsibilities Establish procedures by which the Graduate Coordinator

and, if appropriate, the Graduate Studies Committee can monitor progress of graduate students through reports by the Advisor, student, and appropriate others, and to communicate this progress to all involved parties.

Investigate situations where an Advisory Committee has not met for two or more consecutive semesters. In addition, investigate perceived irregularities in student/Advisor/Advisory Committee relationships.

If a student has received an unsatisfactory evaluation report for two consecutive semesters then the Departmental Graduate Coordinator will meet with the student, the Advisor and the Advisory Committee to consider the lack of progress and any possible remedial measures.

Departmental Responsibilities Maintain a list of scheduled faculty leaves and, where

warranted, assist in making satisfactory arrangements for the advising of the student when the Advisor is on leave or on extended absence from the campus.

Inform Graduate Program Services should there be unresolved concerns about either the Advisor's effectiveness or the student's performance.

Allow students to change Advisors

In the event that an Advisor or Advisory Committee member withdraws because of a conflict of interest, work with all parties to mitigate any negative consequences of the withdrawal

Interpersonal conflict between Student and

Advisor

Graduate Coordinator

Chair/Director

Assistant VP Grad Studies (informal mediation)

Dean may seek advice of the College Dean

Dispute over progress evaluation or failed qualifying /defense exam (may include

procedural irregularity, questions of academic merit or extenuating circumstances, including

medical or compassionate)

Graduate Coordinator

Chair/Director

Board of Graduate Studies

(Admissions & Progress Committee)

Senate Committee on Student Petitions

Departmental action, letter to Chair reporting on policies not followed

Dispute Resolution

Disruptive, abusive or destructive behaviour on

the part of the Advisor

Complaint by Student to Chair/Director (informal

mediation). If not resolved, or disciplinary action may be required,

College Dean

Dispute Resolution

Complaint at the departmental/school level – to Graduate Coordinator and/or

Chair

Complaint by Advisor, Graduate Coordinator, Chair normally to

Campus Community Police who take carriage of complaint through

the University’s judicial process

Disruptive, abusive or destructive behaviour

on the part of the Student

Update on Policies and Practices

Maximum Duration Policy Plan of Study

Quality Assurance

Program Completion Period2

Progress Report & Plan of StudyTo A&P by Mid-Semester

Registration Blocked at End of Semester

Continuation with Approved Plan of Study

Maximum Program Duration

Masters

FT 6 7 7 8,9 9

PT 6 6.3 6.3 6.6 to 8 8

PhD

FT 12 13 13 14 to 16 183

PT 12 12.3 12.3 12.6 to 14 154

DE & T 16 17 17 18 to 20 225

DE & T - PT

16 16.3 16.3 16.6 to 18 196

DVSC

FT 9 10 10 11,12 12

PT 9 9.3 9.3 9.6 to 11 11FT, Full-time; PT, Part-time; DE & T, Direct entry and transfer from a master's program

Case Studies

Review and Discussion

Recruitment

Coordinator Responsibilities Information Sessions One Pagers Graduate Studies Preview Day Graduate Recruitment Strategies – Website Responding to Prospective Student Inquiries

Admissions

On behalf of the graduate studies committee, recommend admission of new graduate students

Sign all forms pertaining to admission Recommendation for Admission,

Recommendation to Waive English Language Requirements, etc.

New funding form in line with union requirements

Admissions

Upgrading – OGS website Transfers and alternate admissions Admission appeals - Provisional

Records Advisory Committee Forms

Facilitate establishment of the student’s Advisory Committee and academic program

Submit Advisory Committee forms to OGS by the mid point of the student’s second registered semester (full time) or by semester 5 for part time students

Semester Evaluation Reports Filed each semester, even if Satisfactory Unsatisfactory must come to OGS Students must sign

Qualifying Examinations

Program’s process must be on file with OGS Components (e.g. courses, examinations,

written paper, oral exam) Use of standardized forms

Recommendations to A & P A & P Guidelines

http://www.uoguelph.ca/registrar/graduatestudies/files/a&p.pdf When OGS rejects applicant, submit appeal and support

documentation Recommendations on program transfers, extending LOA,

resolving course failures. Recommendations for Withdrawal

Documentation Student Petitions

Departmental summary and support documents

Counselling Students Sensitivity to ESL students, both domestic and visa

Communication Academic Misconduct

Sensitivity to personal issues that may affect performance and progress Monetary Health Family

Referrals Student Financial Services Student Health Services Counselling Services

Funding and Awards

New awards Trillium – update

Upcoming awards requiring attention Trudeau

Award reference letter sample are available on OGS website

Assistance with different awards processes OGS & SFS

Students with funding difficulty Financial Assistance

GRADUATE COORDINATORS WORKSHOP

October 4 & 7, 2011