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 INSURANCEGSHI (GRAD SCHOOL HEALTH INSURANCE)

• GSSP Plan – BCBS

• $1,937.64 / year

• $161.47 / month

• University Mandatory Plan – BCBS

• $1,376 / year

• $688 / semester

HEALTH INSURANCEGSHI (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• Associate

• Teach courses carrying graduate credit• Chair master’s advisory committees• Serve as a Grad School Rep

• Full• Chair doctoral advisory committees

• Doctoral/terminal degree• Rank of Assistant Professor or higher• Recommendation/Nomination from department

Responsibilities of Graduate Faculty Status

Requirements for Membership

Graduate Faculty• 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 Nomination Form

Graduate FacultyFor 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

Committee Member(s) Sign

Exam Form

Committee Member(s) Pre-approves ETD

Unconditional Pass

Chair/Co-ChairsSign Exam Form

Committee Member(s) Accepts Pre-Approval

ETD Editor Approves ETD

Committee Member(s) Declines Pre-Approval

Chair/Co-ChairsApproves ETD

Committee Member(s) Denies ETD

Committee Member(s) Approves ETD

ALL Committee Members Approved

Library

Committee Member(s) Sign

Exam Form

Unconditional Pass

Chair/Co-ChairsSign Exam Form

Committee Member(s) Accepts Pre-Approval

ETD Editor Approves ETD

Committee Member(s) Declines Pre-Approval

Committee Member(s) Denies ETD

Student Triggers Approval Process

Student Updates ETD

Thesis & Dissertation Support Services

go.ncsu.edu/tdss

Meagan Kittle AutryDirector of Thesis & Dissertation Support

Servicesmakittle@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 Programming1. “Dissertation 101” seminar2. “Forming an Advisory Committee” panel3. “Writing a Dissertation Proposal”

workshop4. “Writing Your Dissertation in 15 Minutes a

Day” workshop5. “Graduate Student Writing” workshop for

international graduate students6. “Dissertation Bootcamp” days

Thesis & Dissertation Support Services

go.ncsu.edu/tdss

Meagan Kittle AutryDirector of Thesis & Dissertation Support Services

makittle@ncsu.edu

“We put the creation of scholarship within reach of students.”

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

Old New (as of fall 2012)BME 253 BME 503BME 254 BME 504BME 255 ?

Duke University

Other Universities May Use Different Numbering Systems

Old New (as of fall 2012)BME 253 BME 503BME 254 BME 504BME 255 BME 255BME 888 ?

Duke University

Other Universities May Use Different Numbering Systems

Old New (as of fall 2012)BME 253 BME 503BME 254 BME 504BME 255 BME 255BME 888 BME 200

Duke University

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 TimeNo 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 – PresidentChirag Gajjar – VP of Internal AffairsEfraín 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 ConferencesPrevious Travel and Thesis Fund New Award for Conferences

First-come, first-served Application deadline of February 15, 2014

New Award for ConferencesPrevious 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 ConferencesPrevious 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 personSupplement cost of conference Completely cover cost of conference

New Award for ConferencesPrevious 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 personSupplement cost of conference Completely cover cost of conferenceSubmit receipts Rigorous application

New Award for ConferencesPrevious 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 personSupplement cost of conference Completely cover cost of conferenceSubmit receipts Rigorous applicationFunding 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/

Questions?

General Q&A

Rebeca Rufty

Door PrizesMorning

• 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 LynchLindsay Gentile

AY Updates

• Personal Statement• Enrollment Form Available Earlier• GMAT Included in

Auto-Complete

AY Updates

• Application Facelift•

FACELIFT

Reminders• Admission Status• Check Campus Safety

Questions?

Lindsay_Gentile@ncsu.edu

Document ManagementStudent Service Center

Document Mgmt Cont.GPoW

Questions?

Lian_Lynch@ncsu.edu

NextGen Admissions Update

Lindsay GentileLian LynchJack 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/about-grad/training.html

Future Phases

• Phase 2: More automation and real-time updates

• Phase 3: Dynamic application with supplemental department questions/sections

• Phase 4: TA/RA slot assignments

Questions?

Conclusion & General Q&A

Rebeca Rufty

Door PrizesMorning

• 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