Student Affairs - The New semester 2014 (GSA Program)

Transcription

1 Student Affairs Info Session for GPA s August 2014

2 Agenda Admissions Enrolment and Registration Petitions & Program Approvals Program Withdrawls Thesis and Dissertation Processes Relevant Reports Other area updates

3 Admissions Non-standard admits o NSA files are any students who do not meet stated admissions requirements o In order to admit NSA student, GASP form must be printed, grad program must give rationale, GPD signature, send to FGS o Internal promotions download Internal Promotions form, attach GASP with GPD signature, send to FGS Reinstatement vs. Readmission o If a student has been away from program 1-3 terms = reinstatement via petition o If student has been away from program +3 terms = readmission

4 Admissions Extension of program deadlines o Should be done at least 2 weeks before the deadline o GPA notifies admissions cc to FGS Deferring acceptance o In rare circumstances o Can only be for up to 2 sessions (ie admitted FA14, can defer to WI15 or SU15), otherwise re-apply o Only granted if program has entry for deferred session o Granted with permission of graduate program o Program must notify their assessor Advanced Standing (Transfer Credit) o Must be applied for via petition before the end of the first term of study

5 Enrolment & Registration Registration deadlines earlier for Reminders will go out by FGS and RO Fall 2014 Winter 2014 Registration deadline Wed Sept 3 Wed Dec 16 Late fee applied Thurs Sept 4 Thurs Dec 17

6 Petitions Graduate Studies to 2014 # of petitions Axis Title # of petitions Note: 2014 data is from Jan 1-July 31, 2014

7 Petitions Processing a petition FGS Student completes and submits to program Program Reviews for completeness Provides recommendation, Forwards to FGS Processes petition, makes decision, sends letter to student, forwards to RO for coding RO Codes petition Processing time 4-6 weeks

8 Petitions Decision process Administrative processing Sub committee Full committee (once/month)

9 Petitions Status Change deadlines Term Impacts of petitions o Enrolment reporting (university funding) o Workload of other areas of university (eg.registrar s Office) Updates to process o New petitions form (Fall 2014) Deadline Summer March 15 Fall July 15 Winter November 15

10 Petitions Petitions at the program level what can be done Review petition for completeness Personal statement Documentation Signatures GPD - Provide recommendation AND rationale

11 Petitions Leaves of Absence Type of Leave How to Apply Maximum Number Allowable (Per Degree) Exceptional Circumstances Leave Academic Petition 3 terms External Student Status Academic Petition 3 terms No Course Available Academic Petition N/A Maternity Leave Program Approval Form 3 terms per pregnancy Parental Leave Program Approval Form 1 term per child Elective Leave Program Approval Form 1 term

12 Petitions Extension of Program Time Limits Extensions are granted in part-time status Exception is CUPE 1 and 3 extensions o Disability, Injury, Illness o CUPE Service All extension requests should include: Clear plan for completion (with dates) Letter of support from supervisor

13 Program Approvals Program approvals follow same status change deadlines that apply to petitions Program level approvals o One term leave of absence (elective) o Maternity leave o Paternity leave Forms get submitted to Registrar s Office, not to FGS

14 Program Withdrawl Can be initiated by Student, Program, or FGS Student initiated can use form; must be in good academic standing cannot have any blank or incomplete grades, or combination of C/F grades Program initiated Academic o Failure to maintain academic standards o Combination of C and F grades FGS initiated Failure to maintain continuous registration Once per term, usually after 3 rd month of term; done in bulk Forms get submitted to the Registrar s Office

15 Thesis and Dissertation Processes Supervisory Committee First milestone Program level checks o Check that committee members have FGS appointments o Ensure signatures on form, if no signature, please attach confirmation Ethics and Proposal Length of proposal Program level checks Ensure that proposal is a reasonable length (ie. Less than 1 page is not acceptable) Ensure faculty appointments Review checklist for all required documents Signatures

16 Recommendation for Oral exams Recommendation for Oral Exams o MA minimum 3 weeks prior to exam o PHD minimum 4 weeks prior to exam These processing times, provide for: o Verifying faculty appointments o Sending out and receiving external examiner report o Sending out memo to student o Sending out memo to committee with process for exam o Sending out memo to chair of committee with Oral Exam Report for return to FGS upon completion of exam o Getting approval for external examiner expenses o Any required follow up

17 Recommendation for Oral exams Program level checks: Committee o Double checking spelling of names o should be reviewed for appointments Signatures o If signature is missing, an should be attached.

18 Oral Exam Reports Sent by FGS to Chair of exam Exam decision inputted on form Committee members sign form Recommendation for Thesis and Dissertation prize is on form Needs to be returned to FGS immediately following exam

19 Electronic Thesis & Dissertation (ETD) Oral report If no revisions ETD access opened If minor revisions ETD access opened when Revisions approved memo is received at FGS Student required to submit Library & Archives Canada form ETD file is only accepted as complete once student has met all formatting requirements and submitted all required forms (listed above) Demo

20 Relevant Reports Approaching time limits Blank & F grades Academic Standing FGS (C and F grades)

21 Other Fall 2014 Updates Orientation Events August 27 th, Lassonde building, Lecture hall A o Session 1: 1:30pm -3:30pm o Session 2: 5:30pm 7:30pm September 10 th, 2014 Vari Hall C o 5:30pm 7:30pm Library Open House, Collaboratory, Scott Library August 27 th, :45pm 4:45pm Open to new and continuing students International Students Welcome Session September 25 th, 2014, Location tbc o 9:00am 11:00am

22 Other Fall 2014 Updates Payroll deduction Fall/Winter For this year, online will be for domestic only International students who would like payroll deduction need to fill out a manual form at the FGS office There are too many tiers of funding for international students, which will likely cause confusion and errors. This decision has been made to best serve the students.

23 Other Fall 2014 updates Payroll deduction Fall/Winter The online form and manual process will be available as of Monday August 18 th. Please note: Students must be enrolled to do payroll deduction, otherwise system will not accept the application