Workshop for Academic Administrators | August 2013

THE GRADUATE SCHOOLOffice of the Vice Provost and Dean of Graduate Studies

ORGANIZATION, PROGRAMS, AND SERVICES

Workshop for Academic AdministratorsAugust 2013

INTRODUCTION TO THE GRADUATE SCHOOL

The Vice Provost and Dean of Graduate Studies is responsiblefor the overall quality and vitality of all graduate studies atThe University of Texas at Austin.

FACTSThe Graduate School was established in 1910

Nearly 100 fields of study

Over 11,000 graduate students

More than 800 doctoral degrees awarded annually

Almost 2,400 master’s degrees awarded annually

The Graduate School is a top producer of PhDs to Hispanics in the U.S., and it is among the top ten schools in awarding PhDs to African Americans.

At the graduate level, over 40 UT programs and specialties rank in the top ten nationally. Over 50 others rank in the top 25. (U.S. News and World Report)

UT Austin and UC Berkeley: among largest producers of PhDs in the U.S.

PROFILE OF GRADUATE STUDENTS | 2012-2013

Degrees Awarded | TOTAL 2,884

Master’s 2,029

Doctoral 855

Men 1,384

Women 1,500

PROFILE OF GRADUATE STUDENTS | 2013

Enrollment Data | TOTAL 10,622

Texas 43.1%

Out-of-State 32.4%

International 24.5%

Master’s 5,562

Doctoral 5,060

Men 5,610

Women 5,012

White 51.9%

International 24.5%

Hispanic 9.8%

Asian American 7.3%

African American 2.8%

American Indian 0.2%

2+ ethnicities 1.2%

Unknown 2.0%

DEGREE PROGRAM ADMINISTRATION

Each academic area that offers a graduate degree is governed by a Graduate

Studies Committee, a group consisting of all assistant, associate, and full

professors who are active in that degree program. Responsibilities include:

• Setting admissions requirements

• Setting requirements for degrees

• Making recommendations to change the curriculum for its degree programs

• Recommending the committee chairs and members for the supervision of

theses and dissertations

• Recommending students for doctoral candidacy and certifying that students

have completed all degree requirements

One member of the GSC serves as the Graduate Adviser and is responsible for

approving the registration of students, advising students, and maintaining student

records.

The Graduate Adviser is assisted by a Graduate Coordinator.

ORGANIZATIONAL CHART (partial)

Joanne DuffyAssistant Fellowship Manager

SERVICES AND PROGRAMS

The Graduate School provides a wide range of services to the University

community, especially to graduate students, faculty, graduate advisers, and

graduate coordinators. The office is organized by the following areas of

responsibility:

• Graduate and International Admissions

• Student Academic Services

• Fellowships

• Faculty Development

• External Relations

• Development

• Public Relations

• Awards

• Graduate Recruitment and Outreach

• Graduate Assembly

• Degree and Portfolio Proposals

• Policy legislation

GRADUATE AND INTERNATIONAL ADMISSIONS

•Application Processing | approximately 24,000 annually

•Statistical data for each graduate program, e.g.,

• application/admission/enrollment

• profile of students

• test scores

•Residency Status for admission and tuition purposes

•Evaluation of Foreign Credentials

•Liaison with Educational Testing Services regarding the TOEFL, GRE,

and GMAT tests

•Select Admissions

•Conditional Admissions

Contact: Pat Ellison, Assistant Dean and Associate Director

Graduate and International Admissions Center (GIAC)

www.utexas.edu/ogs/admissions/

STUDENT ACADEMIC SERVICES

•Registration procedures, add/drops, probation, withdrawals

•Student Academic Employment

•Academic policies

•Degree Evaluation

•Grievances and special problems – “ER”

•Graduation

•Support for Faculty and Departmental Administrative Staff

•Graduate Coordinator Network

Contact: Terry Kahn, Assistant Dean of Graduate Studies

or Julie Meyer, Director of Student Services

www.utexas.edu/ogs/student_services/

FELLOWSHIPS

•Administration of Graduate Fellowship Programs

• Internal Fellowships

• Recruiting, Continuing, and Diversity Fellowships

• More flexibility at College level for allocating resources

• Harrington

• Approximately $11M distributed for AY 2013/14

~ $7.7M of this amount awarded at the college level (Decentralized

Award Decisions)

• External Fellowships

• About a dozen external fellowships, e.g., NSF, Fulbright-Hays, and Ford Foundation (~$4M

annually)

• SB-29 – Beginning Sept. 1, 2011, Graduate Fellows with stipends of $10,000 or more per year

have

access to group insurance plan. SB-29 does not provide funding to pay the medical

premium for fellows. The bill only provides access to the group medical benefits plan.

www.utexas.edu/ogs/funding/fellowships/ins-benefit.html

Contact: Marv Hackert, Associate Dean of Graduate Studies

or Joanne Duffy, Assistant Fellowship Manager

www.utexas.edu/ogs/funding/

FACULTY DEVELOPMENT

•Faculty Research Assignments (FRAs)

•Summer Research Assignments (SRAs)

• Similar to last year – decentralized award decisions

• Deans should notify their faculty if they are going to have a competition

with deadlines and procedures

• On-line application (varies by college; typically early September to mid-

October)

• Apps automatically routed to Chairs for review and rankings

• Decisions made at the College level – announcement ~Dec.

•Faculty Travel Grants

• $1200 per year for allowable travel expenses

• On-line application available

• Routes to authorized travel signer for RTA then to Graduate School

•Big XII Faculty Fellowships

Up to two week visit to another Big XII Univ. to develop collaborative

research

Contact: Marv Hackert, Associate Dean of Graduate Studies

or Maggie Keeshen, Executive Assistant

www.utexas.edu/ogs/fdp/

EXTERNAL RELATIONS

•Development

•Marketing and public relations

•Social Media and Campus Outreach

•Graduate School Student awards

•Professional development workshops (in conjunction with the Center for Teaching and

Learning)

•Career Services Workshops

•Special events and projects

•New Graduate Student Orientation and Convocation

•Consulting on effective recruiting strategies and best practices

Contact: John Dalton, Assistant Dean of Graduate Studies

www.utexas.edu/ogs/alumni/

GRADUATE RECRUITMENT AND OUTREACH

•Prospective student information

•Recruitment of under-represented populations

•Outreach and graduate recruitment fairs

•Electronic recruitment and tracking tool

•Minority liaison program

Contact: John Dalton, Assistant Dean of Graduate Studies

www.utexas.edu/ogs/recruit/

GRADUATE ASSEMBLY AND LEGISLATION

•Graduate counterpart of the University’s Faculty Council

•Faculty governance body for the Graduate School with 31 elected members

•Three standing committees

• Academic Committee

• Administrative Committee

• Admission and Enrollment Committee

•Graduate School facilitates legislation pertaining to policies, degree

proposals, and portfolio proposals

• E.g., Italian Studies, Global Policy Studies, 30-hour master’s,

Indigenous Studies Graduate Portfolio, etc.

Contact: Michelle Broadway, Assistant Dean of Graduate Studies

Karen Bancroft, Executive Assistant

Michael White, Chair Graduate Assembly, Prof. of Classics and

Religious Studies

www.utexas.edu/ogs/ga/

NEW THIS FALL

Milestones Agreement Form

• UT System mandate for all new Ph.D. students entering this fall

• Graduate School has developed an on-line implementation to meet mandate

• Two parts to implementation

• Advise all entering and potential students of general degree

requirements and a timeline for meeting milestones to obtain the

Ph.D. http://www.utexas.edu/ogs/admissions/milestones/

• Tracking that individual students have been advised of their degree

requirements and milestone timeline will be available to the students,

their graduate advisers and graduate coordinators through GCD (Graduate

Coordinator Desktop) within EASI (Electronic Access Student Information)

Contact: Marv Hackert, Associate Dean of Graduate Studies

or Julie Meyer, Director of Student Services

http://www.utexas.edu/ogs/adv-coor/milestones.html

NEW THIS FALL

Tuition Reduction Benefit (TRB)

• Flexible, nontaxable benefit for students assigned in TA, AI, and GRA job codes

• Replaces Tuition Assistance Benefit (TAB) for TAs and AIs

• Replaces tuition remission for GRAs

• Applies towards resident tuition and certain course-related fees only

• Provost’s funds currently budgeted for TAB will be used to cover TRB for TAs and AIs

assigned on eligible accounts

• Colleges need to create TRB (SS3) documents (up to 200 200 recipients per

document

• $3784 for 20 hour assignments

• $1892 for 10-19 hour assignments

• Office of Graduate Studies will monitor

• FRMS will verify eligibility on 20th class day

Contact: Marv Hackert, Associate Dean of Graduate Studies

or John Dalton, Assistant Dean of Graduate Studies

http://www.utexas.edu/ogs/funding/tuition_reduction.html

QUESTIONS?

VICE PROVOST AND DEAN OF GRADUATE STUDIES

JUDITH H. LANGLOIS | jlanglois@austin.utexas.edu | (512) 232-3600

ASSOCIATE DEANS OF GRADUATE STUDIES

MARV HACKERT | m.hackert@austin.utexas.edu | (512) 232-3604

TERRY KAHN | tkahn@austin.utexas.edu | (512) 232-3634

The Graduate School

Main Building, Room 101

Campus Mail G0400

Austin, TX 78712

www.utexas.edu/ogs/