GRADUATE PROGRAM/GRAD SECRETARY/COORDINATOR LIST OF TO-DO
ITEMS Updated 2012
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Make sure your website and/or recruitment materials are up-to-date. Link to the
Graduate School web page (http://grad.msu.edu/) for access to the online application.
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Check on the wording of the department/program letters and materials that will be sent to
potential applicants. Domestic letter and international letter (info on SPEAK or TSE). Materials
should include information on the on-line application, departmental booklet, other information
on financial aid.
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You may wish to send info on University Fellowships (http://grad.msu.edu/funding.htm),
along with other departmental information to domestic applicants and/or permanent residents.
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Make sure that you specify any department application deadline information for best
opportunities for assistantships and other financial aid.
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Make decisions on any applicants for spring semester admission. Begin screening
applicants for UDF/UEF and fall admission.
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Email to alert faculty: Who is looking for and/or can advise and support new students for
next academic year?
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Plan a recruiting strategy that includes all of your targeted groups: domestic students,
international students, under-represented groups.
•
The Grad School will cost-share targeted faculty recruitment trips aimed at recruitment of
URM students.
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By December 1, send out Teaching Assistants (TA) appointment letter for spring
appointees (See MSU/GEU contract at http://grad.msu.edu/geu/agree.pdf) using the required
format.
For NEW Master’s and Ph.D. students: provide a copy of the (updated) Graduate
Handbook, orientation program, and other appropriate information. For Ph.D. students:
introduce them to GradPlan—an online resource to plan their programs and collect all items need
for degree certification. https://login.msu.edu/?App=J3205
Spring Semester
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Beginning early January, screen for UDF/UEF. Continue to screen all applicants.
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Provide list of names of international applicants in Beijing, Shanghai, for SPEAK
screening offered to them in their countries by the English Language Center (ELC). The GS
helps coordinate this service. The test is given in mid- to late-January, after Chinese New Year.
Late applicants can be notified by email of the location of these tests.
•
Screen applicants as early as possible in order to make Graduate Assistant (GA) offers.
Students in the University Distinguished Fellowship program routinely tell us that EARLY
acceptance and notification helps them think seriously about MSU.
•
Begin to organize info for various recruiting fellowship $$ in your college competitions,
and for MSU Distinguished Fellowship (UDF) and University Enrichment Fellowship (UEF)
awards competitions. Nominations are required by the Graduate School in late Jan, and so
EARLIER by your College. Include a letter of nomination by department, letters of rec,
transcripts, statement of purpose, etc. This letter is key in the nomination packets! There is a
second competition in March if all the offers have not been accepted and/or if you have
outstanding late applicants. Please do be assertive in attracting these candidates to campus—call
and talk to them, let them know how they fit into your program.
•
Coordinate with graduate secretary any visits by students to MSU. Check with chair as to
funding for these. The Graduate School can assist with some funding for UDF, UEF and URM
candidates for campus visits.
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Coordinate with appropriate department administrators and faculty (with grants) as to
how many TAs/RAs will be available to use for incoming students. Letters to TAs must follow
the guidelines and required format. You should not withdraw an offer until after April 15--students have until then to notify you. Maintain contact with the students you have accepted to
answer questions.
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Mentor early career faculty on how to recruit, e.g., phone calls to admitted students, visits
to campus, and email exchanges.
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Graduate secretary should distribute graduate student progress reports for current students
(http://grad.msu.edu/progress.htm). Annual written evaluation is REQUIRED by the Graduate
Students Rights and Responsibilities (GSRR) document. AND students must be notified by
April 22 of each year about GA appointments for the following year. This is the firm due date
for TAs covered under the collective bargaining agreement.
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Organize for any departmental awards.
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Begin to organize TA needs for summer semester.
Summer Semester
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May—before faculty leave for the summer--organize with associate chair and with input
from unit graduate student organizations (GSO) the fall orientation for new students. Plan to
cover topics not covered in the various MSU orientation programs (offered for international
students, international TAs, domestic TAs, general resource fair
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Orientation suggestions: Have short faculty presentations as overview to research
activities in dept. Organize tour of facilities (GSO) and lunch for everyone in dept. Outline grad
committee responsibilities, associate chair and chair responsibilities….who can students contact
for more information and assistance.
UPDATE and then distribute your unit’s Graduate Handbook to all new students.
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Distribute the Graduate Handbook to new faculty.
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Visit with international students during their extended orientation sessions (these are
currently offered by Office of International Students and Scholars and by the MSU TA Program
during the 2-3 weeks prior to the beginning of the semester).
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If you require that all students participate in TA orientation--both international and
domestics, then make arrangements for that via the TA Program office. International students
who will be TAs need to pass the SPEAK test, if not taken prior to coming here.
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Make sure all students have a major professor or advisor, or a faculty member who acts
in a temporary capacity in providing advising.
Enter placement information into GRADINFO system for your new graduates.
https://login.msu.edu/?App=J3200