Minutes
COAH Graduate Studies Subcommittee
11:00 am, November 3, 2015
COAH Dean’s Conference Room
In attendance: Patrick Erben, Pauline Gagnon, Kevin Hibbard, Elizabeth Kramer, Dawn McCord, Denise
Overfield, Kevin Shunn, Melissa Sullivan, Nadya Williams, Jeffrey Zamostny, Toby Ziglar
This was the committee’s second meeting of AY 2015-2016.
1. The minutes of the September 25 meeting were approved. Patrick noted that, in the time since those
minutes were recorded, English has approved the minutes of its September 11 departmental meeting.
Hence, English has affirmed its intention to keep its teacher certification track within the BA.
2. Update on discussions of the ad hoc committee on graduate assistantships. Denise described the
progress of a working group on graduate assistantships convened in order to consider the large quantity of
tuition dollars currently being waived due to assistantships. At this time, all graduate students who hold
an assistantship receive a full waiver, although they often do not realize that this is the case. There are
many problems with the assistantships: there are no uniform guidelines on their distribution; GAships are
very loosely defined and involve a variety of tasks; for now, assistantships are not being used primarily
by academic programs for recruitment purposes (as might ideally be the case); many lack job
descriptions, creating a liability risk; institutional policy regarding assistantships is out of date; graduate
assistants in many units and programs have been receiving the same amount of compensation since the
90s. Many programs do not realize that they can hire a graduate student without granting that student an
assistantship and waiver. Graduate assistants must be enrolled in a full course load, although many
institutions make an exception for students in the last semester of their program. Currently, waivers are
being granted for both in-state and out-of-state tuition indiscriminately; this should not be the case.
Within COAH, Public History [and Music] occasionally attract out-of-state graduate students.
3. Draft definitions of assistantships. The ad hoc committee on graduate assistantships has drafted
definitions of the following assistantship categories: TA1, TA2, RA, GA. Jeffrey circulated the draft to
the committee, and it is included in these minutes as Appendix A. Regarding the definition of RA,
Patrick asked whether English would be responsible for funding research assistants. Denise
acknowledged that the draft needs to be clarified to indicate that this is not the case. There was a
recommendation to make the definition of teaching in TA1 and TA2 broad enough that graduate student
work in the Writing Center could fall into those categories. It was pointed out that the centralized training
for TA2s mentioned in the draft could be accompanied by less centralized training in individual
departments and units. Kevin Shunn recommended that scholarly and creative research and production be
included in the description of RA; Kevin Hibbard corroborated with an example from UMass Amherst
that requires graduate students in Music to perform in certain ensembles. Denise emphasized that the draft
definitions do not constitute job descriptions for specific positions.
4. Faculty Senate recommendation on Graduate Studies. Dawn read the following recommendation
presented by the Faculty Senate Graduate Programs Committee at the October 9 Faculty Senate meeting:
The Graduate Programs Committee recommends that the institution develop an
organizational structure to support and promote graduate education. We affirm the quality of
work in graduate studies across campus but believe that a more central structure such as a
College/School of Graduate Studies would strengthen graduate programs in the current
culture of scholarship, growth, and innovation. This structure should collaborate with
colleges and programs to market programs, recruit potential students and support those who
enroll, and advocate for the development and support of graduate programs in alignment with
the UWG Strategic Plan.
The Faculty Senate supported this recommendation. Dawn emphasized that the proposal does not
consider questions of process. At this time, the potential creation of a Graduate School is in the hands of
Provost Crafton. Denise has recommended that any move forward happen in stages. Graduate Studies at
other institutions follows three main models: centralized (what used to be in place at UWG), decentralized
(currently at UWG), and hybrid (possible aspirational model for UWG). A student-centered Graduate
School or College could: provide a forum for graduate students to organize and advocate for themselves;
conduct a general graduate student orientation; assist with recruitment; house graduate admissions; host a
three-minute thesis competition and/or a thesis boot camp; support the development of new graduate
programs; serve as a centralized resource center for graduate students; streamline the current proliferation
of graduate studies policies; and create an updated graduate studies webpage. Jeffrey will draft a brief
statement in support of the above Faculty Senate recommendation for review by the committee and
transmission to Provost Crafton. This letter, sent via email to Provost Crafton on 13 November 2015, is
copied below as Appendix B.
5. Relationship between COAH MA and COE MAT programs. In the previous meeting some concern
was voiced that English does not receive compensation for teaching COE MAT students in English MA
courses. This should be viewed as a service to the University that is reciprocated by COE’s teaching of
COAH graduate students in COE courses.
6. Good standing status and treatment of Fs in calculation of graduate GPAs. Melissa explained that
confusion surrounding graduate good standing status was generated for some students when Incompletes
turned into Fs because the Incompletes were never completed. Melissa is now advising students with
Incompletes about the policies regarding completion of those courses. In the last meeting, the concern
was raised that graduate students (unlike undergraduates) are not able replace Fs on their transcripts with
higher grades if they retake the failed course. This may prevent them from graduating because they
cannot attain the GPA required for completion of their degree. Denise stated that the option of retaking a
graduate course for a different grade is at the discretion of each department.
7. Faculty compensation and workload regarding independent studies and exam/thesis committees.
In an effort to tailor the graduate curriculum to student needs, English is interested in offering more
independent studies, thus increasing the workload of faculty members. Patrick has talked with
representatives of Psychology about their tutorial model, in which faculty members teach five-person
tutorials of independent study students as part of their normal teaching load. In History, faculty members
advise Public History internships as an overload that counts towards service.
8. Update on Ellucian Recruiter. Toby announced that Ellucian Recruiter is soon to be implemented for
graduate admissions. Implementation at the undergraduate level was difficult, but the company has
provided stronger support for implementation at the graduate level. Training for GSAs and Associate
Deans will likely take place in the last week of February 2016. Ellucian Recruiter will allow for online
submission of letters of recommendation.
9. Future meetings. Dean Gagnon requested that specific dates and times be determined for Spring
meetings prior to the Spring semester so as to avoid using Doodle. Jeffrey will work on scheduling the
meetings; the committee will meet next in January 2016.
10. The meeting was adjourned at approximately 12:10 pm.
Appendix A: DRAFT description of assistantship categories
Teaching Assistants, Level 1 (TA1)
Graduate students appointed to the position of TA1 may not have primary responsibility
for a course or serve as the instructor of record, but may assist in the instructional
process by serving as discussion leaders in breakout sections, grading papers, proctoring
exams, or assisting the primary instructor of record in other ways. The department chair
and graduate program director shall determine that the credentials of a student assigned
as TA1 qualify the individual to assist in instruction activities.
Teaching Assistants, Level 2 (TA2)
Graduate students appointed to the position of TA2 will have completed more than 18
hours of graduate course credit in the appropriate discipline and will have completed
centralized training facilitated by the College of Graduate Studies. TA2s may have
primary instructional responsibility for a course and may have autonomy for teaching,
assigning grades, and providing laboratory instruction/setup as part of a regularly
scheduled course. TA2s must be under the supervision of a Georgia Southern faculty
member that teaches in the discipline. The department chair and graduate program
director shall determine that the credentials of a student assigned as TA2 qualify the
individual to undertake the assignment of instruction.
Research Assistantships
Research Assistantships (RAs) are research positions that allow graduate students to
conduct research of a scholarly nature, normally under faculty supervision. While not a
requirement, in many cases RA salaries and tuition may be charged to sponsored
programs and are not paid by the University. The work of an RA can include, but is not
limited to, the collection and analyses of data, the development of theoretical analyses
and models, the production or publication of scholarly research, and instructional
support to develop his or her own professional agenda and for the benefit of the
University, faculty or academic staff supervisor, or granting agency.
Graduate Assistantships
Graduate Assistantships (GAs) are assistantships that provide general
academic/instructional and/or administrative support to units within the University.
Whenever possible, the duties assigned to graduate assistants should be relevant to the
graduate program and the professional goals of the students.
The following guidelines should be used when determining the work assignments and
workload for assistantships:
•
Assistantships best serve the student, the hiring unit, and the
student’s academic department when they are used as an integral
component of the graduate education experience.
•
Assistantships should enhance the educational experience by exposing
the student to the professional activities of their disciplines, involving
them in university activities related to their academic and professional
•
interests, and affording them the opportunity to work closely with faculty
and professionals.
Assistantships should provide high quality support for the academic
mission of the University.
Appendix B
November 13, 2015
Dear Provost Crafton:
With this letter, the COAH Graduate Studies Subcommittee wishes to express strong support for the
following recommendation submitted by the Faculty Senate Graduate Programs Committee for discussion
by the Faculty Senate on its 9 October 2015 meeting:
The Graduate Programs Committee recommends that the institution develop an
organizational structure to support and promote graduate education. We affirm the quality of
work in graduate studies across campus but believe that a more central structure such as a
College/School of Graduate Studies would strengthen graduate programs in the current
culture of scholarship, growth, and innovation. This structure should collaborate with
colleges and programs to market programs, recruit potential students and support those who
enroll, and advocate for the development and support of graduate programs in alignment with
the UWG Strategic Plan.
The COAH Graduate Studies Subcommittee is comprised of the Directors of Graduate Studies in
English, History, and Music; faculty representatives from the other COAH departments and
Philosophy; and, as ex officio members, the COAH Dean and Graduate Studies Associate. At its
meeting on 3 November 2015, the Subcommittee concurred with the Faculty Senate in its
approval of this recommendation. Moreover, the COAH Graduate Studies Subcommittee
respectfully requests inclusion and consultation in the further process of planning and
implementing a College or School of Graduate Studies at UWG.
Thank you very much for your consideration of this important matter.
Sincerely,
COAH Graduate Studies Subcommittee:
Patrick Erben
Pauline Gagnon
Kevin Hibbard
Rosemary Kellison
Elizabeth Kramer
Kevin Shunn
Melissa Sullivan
Nadya Williams
Jeffrey Zamostny, Chair