14th Annual Director of Graduate
Programs & Graduate Services
Coordinator Workshop/Retreat
July 30, 2013
Introduction & Opening Remarks
Rebeca Rufty
Graduate Student Support Plan
go.ncsu.edu/gssp
Katie Lester
FIVE W’S – WHO…QUALIFIES?
•Teaching Assistantships
•Research Assistantships
•Primary Fellowships (trump other appointments)
•FULL-TIME graduate students at all times!
•(DE sub-plan do not count)
•(Audit classes do not count, DE classes do count towards GSSP
eligibility)
•$8,000 annualized stipend!
•Appointment start on or before census!
FIVE W’S – WHAT…THEY RECEIVE?
•Health Insurance
•through BCBS
•Hill Chesson and Woody manages – 919-645-0240
•Tuition
•Fall and Spring semesters
•up to the on campus rate
•THE GSSP DOES NOT PAY STUDENT FEES!!!!
FIVE W’S – WHEN…ARE STUDENTS ELIGIBLE?
•Requirements-at-a-glance
•Health Insurance
•Unlimited number of semesters
•Tuition – Clock starts when student is ADMITTED!
•MR – 4 semesters
•DR with previous MR – 8 semesters
•DR – 10 semesters
REQUIREMENTS-AT-A-GLANCE
FIVE W’S – WHERE…ARE BENEFITS PAID FROM?
•Tuition and Health Insurance are paid from
the source of the students stipend!
•GSSP Funding chart!
FIVE W’S – WHY…DOES NCSU HAVE THE GSSP?
•The GSSP is a highly competitive support package
used to attract top graduate students to NCSU!!!!!!
HEALTH INSURANCE
GSHI (GRAD SCHOOL HEALTH INSURANCE)
•GSSP Plan – BCBS
• $1,937.64 / year
•$161.47 / month
•University Mandatory Plan – BCBS
•$1,376 / year
•$688 / semester
HEALTH INSURANCE
GSHI (GRAD SCHOOL HEALTH INSURANCE)
•Always starts on the 16th of the month and ends on the 15th!
•(except in January, starts 1/1 for new students)
•Billed monthly – source of students stipend
•TA’s whose appointment ends 5/15 will receive insurance until
8/15
•RA or Fellow has to have appointment through the summer to
receive insurance
•COBRA – once terminated have 60 days to elect COBRA
HEALTH INSURANCE
•Confusion!
•Why do students drop from insurance?
•GSSP lists are run around the 5th of each month, if a student
does not have a qualifying appointment at that time, they look
ineligible!
•They will be caught up next month (if department enters new
appt), no break in insurance!
HEALTH INSURANCE
•UNIVERSITY MANDATORY INSURANCE – BCBS
•Students are REQUIRED to have insurance!
•Waiver Deadline – 9/10/13 – I waive GSSP students
• 1st waiver list 7/31/13
•If GSSP students not waived, students will stay on the
mandatory plan
TUITION
•Tuition Remission = out-of-state tuition MINUS in-state tuition
TUITION
•First tuition list is submitted to the cashier’s office (7/31/13) the
day before bills are due (8/1/13)
•Lists continued to be run throughout the semester
•Source of students stipend – Funding chart
GRADUATE SUPPORT - SIS
DEPT APPROVAL FLAGS
• Dept Approval flags inform cashier’s office that the student
will be sponsored (does not submit tuition)
•
•
•
Protect their schedule if their dept has not entered their appt
Account must be up to date or will be cancelled
**** These flags are only necessary if the student is not already
fully qualified for the GSSP!
• Enters a service indicator for that specific term
• An email will be sent to campus in June/December
reminding departments to check Dept Approval Flags
- User guide on GSSP website
TUITION REMISSION REMINDER
• Eligible students must either be an in-state
resident or have been denied in-state residency
BUT with good faith
• Out-of-State students past TWO semesters will
NOT have their TR submitted through the GSSP!
• Encourage students - go.ncsu.edu/ncres
EXCEPTIONS
•Approval for tuition support beyond the allowed
semesters
•Full Tuition charged directly to source of stipend
•Student graduating; do not prorate tuition
•Previous masters degree not in related field
•Dr. Willits reviews
•User guide on GSSP website!
GSSP
QUESTIONS?
go.ncsu.edu/gssp
Graduate Appointments &
Fellowship Update
Meghan Wilson
Graduate Faculty
Responsibilities of Graduate Faculty Status
• Associate
• Teach courses carrying graduate credit
• Chair master’s advisory committees
• Serve as a Grad School Rep
• Full
• Chair doctoral advisory committees
Requirements for Membership
• Doctoral/terminal degree
• Rank of Assistant Professor or higher
• Recommendation/Nomination from department
Graduate Faculty
Graduate Faculty Nomination Form
• Completed by home department requesting change of Graduate
Faculty status
• Request “Full” or “Associate” status
• Approved by Department Head or DGP from the home department
requesting change of Graduate Faculty status
• Submitted to Graduate School for review & approval by Dean
• Adding programs to an existing member
• Department requesting addition of program(s) completes the form,
has their Department Head or DGP sign the form, sends to
Graduate School for review and approval by Dean
• Located on the Graduate School – For Faculty & Staff – Graduate
School Forms page
Graduate Faculty
For everything to work…
• Active Job in HR System
• Graduate Faculty status of Associate or Full
• Graduate Programs on Instructor/Advisor Record
What will this do?
• Update the Graduate Catalog
• Allow student to add to committees
• Graduate Faculty queries
ETD Approval Workflow
Lian Lynch
Unconditional Pass
Committee
Member(s) Preapproves ETD
Committee
Member(s) Sign
Exam Form
Committee Member(s)
Accepts Pre-Approval
Chair/Co-Chairs
Sign Exam Form
Committee Member(s)
Declines Pre-Approval
ETD Editor Approves ETD
Committee Member(s)
Approves ETD
ALL Committee Members Approved
Committee Member(s)
Denies ETD
Chair/Co-Chairs
Approves ETD
Library
Unconditional Pass
Committee
Member(s) Sign
Exam Form
Committee Member(s)
Accepts Pre-Approval
Committee Member(s)
Declines Pre-Approval
ETD Editor Approves ETD
Committee Member(s)
Denies ETD
Student Updates ETD
Student Triggers Approval
Process
Chair/Co-Chairs
Sign Exam Form
Thesis & Dissertation Support
Services
go.ncsu.edu/tdss
Meagan Kittle Autry
Director of Thesis & Dissertation Support
Services
makittle@ncsu.edu
• Goals for new programming:
– Support development of scholarly writing for
graduate students
– Increase completion rates & decrease time
to degree
• Plan: Offerings grounded in principles
of scholarly writing
– Writing workshops
– Dissertation institutes
– One-on-one coaching
Fall Programming
1. “Dissertation 101” seminar
2. “Forming an Advisory Committee” panel
3. “Writing a Dissertation Proposal”
workshop
4. “Writing Your Dissertation in 15 Minutes a
Day” workshop
5. “Graduate Student Writing” workshop for
international graduate students
6. “Dissertation Bootcamp” days
Thesis & Dissertation Support
Services
go.ncsu.edu/tdss
“We put the creation of scholarship within reach of students.”
Meagan Kittle Autry
Director of Thesis & Dissertation Support Services
makittle@ncsu.edu
Refreshment Break
Policy Updates
Dan Willits
Recommendation for ABM Program
• Date on recommendation form is future
term for admission into graduate school, not
the date of admission into ABM program
• We will admit to that term conditional on a
BS and 3.5 GPA at time of admission
GSR Signature on Exam Reports
• A Graduate School appointed GSR need
only sign at the bottom of the report.
• A committee member also serving as the
GSR must sign as a member and as a
GSR.
GSR Signature on Exam Reports
GSR Signature on Exam Reports
New Certificate Rules
• Transfer Credit into Certificate
– Up to six (6) hrs from PBS
– Up to six (6) hrs taken while in ugrad status at
NCSU if not used in bachelor’s
– Maximum is six (6) hrs from all sources (B or
better)
Newly Stated Certificate Rules
• Transfer Credit (cont’d)
– Up to 12 hrs of certificate courses taken prior to
enrollment in a degree program may be used in
that degree program (18 hrs unique to the MR
and 36 hrs to the DR).
– Transfer credit from other institutions is not
allowed
New Certificate Rules
• Double Counting
– Certificate courses may double count with
degree courses as long as18 hours remain
unique to each MR and 36 to the DR.
– Courses counted in a previous ugrad degree
shall not be counted in a certificate
– Certificate and graduate minor coursework
shall not be double counted.
Transfer of Graduate Credit from
Other Universities – into master’s
a) the course is a grad course
b) completed in grad or post-bacc status
c) not used for another degree
d) B or better. Courses with grades of B- or
lower not allowed
Other Universities May Use Different
Numbering Systems
• Eastern Kentucky University
– 500-599 are primarily for seniors and are linked
with 700 level courses
– 700-899 are for grad students only
– 500/700 are companion courses for grad and
undergrads. 700 (grad-level) must have
additional requirements for grad credit.
Other Universities May Use Different
Numbering Systems
Duke University – starting fall 2012
• 200-399 - Ugrad above introductory level
• 400-499 - Advanced ugrad, senior seminars,
capstone, honors thesis
• 500-699 - Grad courses open to advanced ugrads
• 700-999 - Grad only courses (not open to ugrads)
Other Universities May Use Different
Numbering Systems
Duke University
Old
BME 253
BME 254
BME 255
New (as of fall 2012)
BME 503
BME 504
?
Other Universities May Use Different
Numbering Systems
Duke University
Old
BME 253
BME 254
BME 255
BME 888
New (as of fall 2012)
BME 503
BME 504
BME 255
?
Other Universities May Use Different
Numbering Systems
Duke University
Old
BME 253
BME 254
BME 255
BME 888
New (as of fall 2012)
BME 503
BME 504
BME 255
BME 200
Transfer of Graduate Credit from
Other Universities – into master’s
• What we need
– statement of course numbering system (i.e.,
is it a graduate course?)
• Transcript preferrable
• Otherwise a statement is needed
– from Graduate School, Registrar, or official
webpage of university
– not from course instructor or department website
Transfer of Graduate Credit from
Other Universities – into master’s
• What we need (cont’d)
– statement of whether a degree was
obtained
• must be the official completed transcript
Transfer of Graduate Credit from
Other Universities – into master’s
• What we need (cont’d)
– statement of degree or non-degree
classification
• usually on transcript (but not always)
Stay Tuned
• Letter-graded course minimum for
certificates?
• Limit on completed degree courses in
a new certificate program?
•
?
Full Time Registration Rules
Lian Lynch
Krista Domnick
(Director of Scholarships and Financial Aid)
Full Time
No Change
Full Time
No Change
9 hours
OR
3-8 hours if that reaches an accumulated
total equal to the minimum hours required
by the program
Half Time
Academic Rules: 3 hours
Financial Aid: 4.5 hours
Financial Aid 4.5 hours
• Will not effect loan deferrals
• Will effect students applying for
Financial Aid
http://www7.acs.ncsu.edu/financial_aid/enrollmentstatus.html
Fall 2014
• Academic Rules = Financial Aid Rules
• Half Time = 4.5
• This will impact loan deferrals
Student Service Center > Acad Tab
Questions?
UGSA Update
UGSA Officers
University Graduate Student
Association (UGSA)
Who Are We, What We Do &
Updates on New Award for Conferences
Matt Melillo – President
Chirag Gajjar – VP of Internal Affairs
Efraín Serrano – VP of Academic Affairs
What is the UGSA?
• Governing body and voice of all
graduate students
• Comprised of student representatives
from departments across the university
• Goals
– Improve the lives of graduate students
– Disseminate important information
– Provide a forum for discussion
– Represent graduate student interests
What We Do: Services
• PawPrints Newsletter
What We Do: Services
• PawPrints Newsletter
• Community Service
• Teaching Awards
What We Do: Services
•
•
•
•
•
PawPrints Newsletter
Community Service
Teaching Awards
Social Events
Leadership
Conference
What We Do: Funding
• Chapter Rebates
– Given to department GSAs to be used for
their own activities
• Block Grants
– Given for one-time events when
collaborating with another department
• Award for Conferences
– Prestigious award to cover entire cost of
conference (more to come…)
Departments Currently Represented
• Agriculture & Life
Sciences
– Agricultural & Extension
Education
– Animal Science
– Crop Science
– Entomology
– Genetics
– Horticultural Science
– Physiology
– Plant Biology
– Plant Pathology
– Poultry Science
– Soil Science
– Toxicology
– Zoology
• Design
• Education
– Adult Education, Training,
and Development
– Higher Education
Administration
• Engineering
–
–
–
–
–
–
Biological & Agricultural
Biomedical
Chemical & Biomolecular
Computer Science
Electrical & Computer
Mechanical & Aerospace
• Humanities & Social
Sciences
–
–
–
–
–
–
–
English
History
International Studies
Psychology
Public Administration
Social Work
Sociology & Anthropology
• Poole College of
Management
– Master of Business
Administration
– Master of Accounting
– Economics
• Natural Resources
• Sciences
– Chemistry
– Marine, Earth &
Atmospheric Sciences
– Mathematics
– Physics
– Statistics & Biomathematics
• Textiles
– Textiles
• Veterinary Medicine
– Veterinary Medicine
Your Department at UGSA: Why?
• Funds for student activities in your department
every year
• Block Grants for events in collaboration with
other departments
• Community service and outreach opportunities
• Opportunity to develop leadership skills
• Networking across the campus
How to Join UGSA
• Department Graduate Student Association
(GSA)
• Constitution
• Letter of Credentials
• Appoint Representative
• FAS Account
• We can help!
– Contact VP of Internal Affairs:
ugsa-vpinternal@ncsu.edu
New Award for Conferences
Previous Travel and Thesis Fund
First-come, first-served
New Award for Conferences
Application deadline of February 15,
2014
New Award for Conferences
Previous Travel and Thesis Fund
New Award for Conferences
First-come, first-served
Application deadline of February 15,
2014
Funds up to $250 per person
Funds up to $1,500 per person
New Award for Conferences
Previous Travel and Thesis Fund
New Award for Conferences
First-come, first-served
Application deadline of February 15,
2014
Funds up to $250 per person
Funds up to $1,500 per person
Supplement cost of conference
Completely cover cost of conference
New Award for Conferences
Previous Travel and Thesis Fund
New Award for Conferences
First-come, first-served
Application deadline of February 15,
2014
Funds up to $250 per person
Funds up to $1,500 per person
Supplement cost of conference
Completely cover cost of conference
Submit receipts
Rigorous application
New Award for Conferences
Previous Travel and Thesis Fund
New Award for Conferences
First-come, first-served
Application deadline of February 15,
2014
Funds up to $250 per person
Funds up to $1,500 per person
Supplement cost of conference
Completely cover cost of conference
Submit receipts
Rigorous application
Funding for thesis printing
No funding for thesis printing
• Merit-based Award given to top researchers at
NCSU
• High impact for both student and NCSU
– e.g. National conference favored over local conference
– e.g. Oral presentation favored over poster
DGP Involvement
• Sign application
• Currently, no limitations on applicants
• We may ask DGPs for help in
determining most qualified individuals
from their department
Thank you!
•
•
•
•
•
Matthew Melillo, President, ugsa-president@ncsu.edu
Chirag Gajjar, VP of Internal Affairs, ugsa-vpinternal@ncsu.edu
Efraín Serrano, VP of Academic Affairs, ugsa-vpacademic@ncsu.edu
General Questions? Email group-ugsa-execs@ncsu.edu
Check out our website for more information http://ugsa.ncsu.edu/
General Q&A
Rebeca Rufty
Door Prizes
Morning
•
•
•
•
Carolina Hurricanes regalia ($15)
NC State regalia ($20)
iTunes gift card ($25)
Carolina RailHawks ($90)
›
4 club seat tickets to any fall game
• North Carolina Symphony
(+$100)
› 2 tickets to a Raleigh Classical
Series or Pops Series concert
Afternoon
•
•
•
•
NC State regalia ($25)
iTunes gift card ($25)
NC State regalia ($30)
ARTS NC STATE ($35)
›
2 tickets to any event
• NCSU v. Richmond Football ($160)
› 4 tickets
• JOHN FOGERTY! (+$200)
› second row seats + DPAC VIP
amenities
*A sincere “THANK YOU!” to the following: Carolina Hurricanes, ARTS NC State, Carolina RailHawks, North
Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC
Lunch
Room 1c/d
Residency Overview
Belen Gebremichael
Overview: Residency for
Tuition Purposes
• Residency Requirements
• Special Circumstances
• Good Faith Effort
go.ncsu.edu/NCRes
Residency Requirements
• Length of time in North Carolina
• Legal and financial ability to establish
a domicile
• Intent to stay in North Carolina
(Residentiary Acts)
go.ncsu.edu/NCRes
Special Circumstances
•
•
•
•
Full Time UNC System Employees
Active Duty Military Members
Marriage Benefit
Non US Citizens
go.ncsu.edu/NCRes
Good Faith Effort
• What is the process to obtain a good
faith effort?
• What constitutes a good faith effort?
go.ncsu.edu/NCRes
Questions?
Belen Gebremichael
residency_officer@ncsu.edu
go.ncsu.edu/NCRes
SIS & Admissions Overview
Lian Lynch
Lindsay Gentile
AY Updates
• Personal Statement
• Enrollment Form Available Earlier
• GMAT Included in
Auto-Complete
AY Updates
• Application Facelift
•
Reminders
• Admission Status
• Check Campus Safety
Questions?
Lindsay_Gentile@ncsu.edu
Document Management
Student Service Center
Document Mgmt Cont.
GPoW
Questions?
Lian_Lynch@ncsu.edu
NextGen Admissions Update
Lindsay Gentile
Lian Lynch
Jack Foster
Thank You! Focus Group
•
•
•
•
•
•
•
•
•
Andrew Sleeth – Engineering
Ann Ross – CHASS
Ashley Creech – Management
Brooke Gangi – CHASS
Cristina Carrillo – CHASS
Derek Welsh – Management
Jade Berry-James – CHASS
Jason Swarts – CHASS
Jeff Scroggs - PAMS
•
•
•
•
•
•
•
•
Kimberly Weems – PAMS
Nancy Penrose – CHASS
Natasha Dillon – CALS
Sarah Slover – Natural
Resources
Shana Scott – Education
Sujit Ghosh – PAMS
Tamah Morant - Management
Vilma Berg – Engineering
Phase 1 Nearing Completion
• New faculty application review
• Program application administration
• Highlights
Timeline
• Oct. 12 – New system launch
*Depts. can customize set-up and
start assigning applications for review
• Oct. 15-29 – Admin training offered
Highlights
•
•
•
•
•
•
•
•
Mobile Device Access
Detailed Searching & Filtering
Mass Updates
Visual Minimum Requirement
Setup Page
Document Management
Review Assignment & Workflow
Faculty Landing Page
Highlights
•
•
•
•
•
•
•
•
Mobile Device Access
Detailed Searching & Filtering
Mass Updates
Visual Minimum Requirement
Setup Page
Document Management
Review Assignment & Workflow
Faculty Landing Page
Highlights
•
•
•
•
•
•
•
•
Mobile Device Access
Detailed Searching & Filtering
Mass Updates
Visual Minimum Requirement
Setup Page
Document Management
Review Assignment & Workflow
Faculty Landing Page
Highlights
•
•
•
•
•
•
•
•
Mobile Device Access
Detailed Searching & Filtering
Mass Updates
Visual Minimum Requirement
Setup Page
Document Management
Review Assignment & Workflow
Faculty Landing Page
Highlights
•
•
•
•
•
•
•
•
Mobile Device Access
Detailed Searching & Filtering
Mass Updates
Visual Minimum Requirement
Setup Page
Document Management
Review Assignment & Workflow
Faculty Landing Page
Sign Up For Training
• http://ncsu.edu/grad/aboutgrad/training.html
Future Phases
• Phase 2: More automation and realtime updates
• Phase 3: Dynamic application with
supplemental department
questions/sections
• Phase 4: TA/RA slot assignments
Questions?
Conclusion & General Q&A
Rebeca Rufty
Door Prizes
Morning
• Carolina Hurricanes regalia
($15)
• NC State regalia ($20)
• iTunes gift card ($25)
• Carolina RailHawks ($90)
›
4 club seat tickets
• North Carolina Symphony
(+$100)
› 2 tickets to a Raleigh Classical
Series or Pops Series concert
Afternoon
•
•
•
•
NC State regalia ($25)
iTunes gift card ($25)
NC State regalia ($30)
ARTS NC STATE ($35)
›
2 tickets to any event
• NCSU v. Richmond Football ($160)
› 4 tickets
• JOHN FOGERTY! (+$200)
› second row seats + DPAC VIP
amenities
*A sincere “THANK YOU!” to the following: Carolina Hurricanes, ARTS NC State, Carolina RailHawks, North
Carolina Symphony, NC State Bookstore, NC State Athletics and DPAC