9/12/2013. Graduate Student Administrative Services. The Graduate School

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1 9/12/2013 Graduate Student Administrative Services The Graduate Schl NC State University

2 Graduate Student Administrative Services Executive Summary 2013 has been an exciting and prductive year fr the Graduate Student Administrative Services Team. We are frtunate t have such a talented and dedicated grup f individuals. The attached reprt captures the stries behind this year s accmplishments, highlighting ur team s mst celebrated achievements. While it is incredibly difficult t reduce ur accmplishments t a few sentences, we can definitely say that ur cntributins have prvided excellent custmer service and created measurable value fr all f ur majr stakehlders, including but nt limited t: NC State s graduate students, pstdctral schlars, faculty instructrs, advisers and researchers as well as campus administrative staff. In lking at the NC State Graduate Schl as a well iled machine, the Graduate Student Administrative Services Team wuld be cnsidered the nuts and blts that keep the trains running n a smth and precise schedule. This grup is respnsible fr the day t day student service prcesses, emplyment administratin prcesses and financial supprt prcesses. The chart belw captures an verview f ur services as they pertain t graduate students, emplyment, and funding. 1 P age

3 Overall, we prvide admissins and recrds services t NC State s graduate student ppulatin and thse wh wrk with graduate students, including: 2,800 Graduate Faculty 8,200 Graduate Students 89 Faculty Directrs f Graduate Prgrams (DGPs) 100 Graduate Service Crdinatrs (GSCs) and Graduate Persnnel Representatives 164 users hlding DGP security clearance 122 users hlding GSC security clearance We als prvide emplyment and funding services t: 3,200 Graduate Assistants 400 Graduate Fellws 150 Department & Cllege HR Representatives fr Graduate Assistants/Fellws 350 Pstdctral Schlars & Fellws 90 Department & Cllege HR Representatives fr Pstdctral Schlars & Fellws Majr Successes and Highlights this Year Graduate Student Admissins & Recrds Services: We successfully cmpleted the prject t integrate nline dcument access int ur PepleSft Student Infrmatin System (SIS). This resulted in the virtual cnslidatin f multiple student flders int ne electrnic flder. Furthermre, we prvided access t all prgrams directrs and their staff. Fr the first time ever, all dcuments related t a graduate student s career are accessible frm ne virtual place. The next step is allwing departments t uplad their wn dcuments via SIS. We launched Phase One the NextGen Admissins initiative. NextGen prmises t deliver a set f department based tls fr use by faculty and staff t autmate the faculty review and evaluatin prcess. This includes Prttyping an ipad applicatin fr faculty reviewers. Online Admissins Advanced Enrllment Depsits were implemented fr the fllwing prgrams n campus: Business Administratin (MBA), Cmputer Engineering (CPE), Cmputer Netwrking Engineering (CNE), Cmputer Netwrking 2 Page

4 Science (CNC), Cmputer Science (CSC), Electrical Engineering (EE), Electrical Pwer Systems Engineering (EPSE) and Financial Mathematics (FM). Supprted the new Cllege f Science implementatin including an immense abut f behind the scenes wrk t make academic prgram and plan changes, perfrm security updates, build new milestne templates, update student checklists, build Graduate Plan f Wrk templates built and t mve students int the new academic prgrams/plans. Eliminated the stand alne MBA prgram admissins applicatin saving the University abut $23,000 per year. Intrduced a number f efficiency and custmer service measures including (1) eliminating significant administrative wrk frm the internatinal VISA prcess, (2) lading f electrnic GMAT test scres int the University s graduate admissins system, (3) simplifying and streamlining academic lad tracking and (4) imprving the value f external applicant recmmendatin infrmatin fr ur faculty. In partnership with the University Registrar and the Office f Infrmatin Technlgy, cmpleted the successful upgrade f SIS. This effrt included testing, training, and updating user manuals. We have presented at majr graduate schl/student cnferences, including: Natinal Assciatin f Graduate Admissins Prfessinals (NAGAP) 2013; Best Practices Fr a Paperless Applicatin and Review Prcess Sutheast Atlantic Reginal User Grup (SEARUG) 2012; Using Wrkflw t Manage Student Recrd Prcesses Nrth Carlina Cuncil f Graduate Schls (NCCGS) 2012; Using Wrkflw in the Graduate Plan f Wrk Tw f ur staff serve in administratr rles fr SEARUG: Lian Lynch: State Crdinatr Lindsay Gentile: Secretary Persnnel Supprt and Human Resurces Services fr Graduate Research Assistants, Graduate Teaching Assistants, Graduate Fellws, and Pstdctral Schlars: In an initiative spanning multiple fiscal perids, we successfully cmpleted the transitin f graduate fellwship stipend payments ut f the Human Resurces (HR) System and int the Financial Aid System. This resulted in the centralized prcessing f fellwships as well as the cnslidatin f fellwship recrds int the 3 Page

5 Graduate Schl. We nw enter apprximately 400 fellwships ver the curse f the year, with mst fellwships beginning in August. In partnership with the University Department f Human Resurces and the Office f Infrmatin Technlgy, we cmpleted several hurs f systematic testing and assisted with the successful upgrade f the University s HR System. As part f ur standard client service ffering, we prvided just in time training fr apprximately 60 graduate student HR representatives n campus immediately after the HR System upgrade. We cntinue t prvide ne n ne training, as requested, fr new department and cllege graduate HR representatives. In June, we hsted ur annual Graduate HR/Persnnel Representative Meeting t prvide news and updates regarding assistantships and fellwships. Over 80 individuals attended the meeting. We cnsistently insure that apprximately 3,200 graduate assistants, 400 graduate fellwships, and 350 pstdcs are paid crrectly and timely, and assist with any systematic r HR related questins that may arise. The current prcedure fr prcessing graduate assistantships in the HR System is being revised. We hpe t develp a standardized, paperless prcess that is mre efficient and effective fr campus persnnel, and t have this prcess in place fr Spring Graduate Student Financial Supprt (GSSP) This year we cmpleted the implementatin f a new set f cst cntrl practices designed t create savings t the University while allwing us t meet ur strategic enrllment plans. These include stricter cntrls n student time limits, funding frmula changes and in state residency requirements. In the face f increasing health insurance and tuitin, these measures are resulting in the avidance r shifting f significant csts. As part implementing tighter cst cntrls, we prvided faculty graduate prgram directrs with an nline methd f authrizing tuitin supprt fr students beynd the allwed number f semesters. This tl was incrprated int the Graduate Student Online Assessment & Reprting system (GSOARS), a ne stp shp fr student infrmatin. Authrizatins t extend autmatically rute t Cllege Graduate Assciate Deans. We ve begun an exciting new prject t fully integrate the GSSP system int the Financial System, HR System and SIS. This shuld result in real time eligibility award determinatins, prviding a direct service t bth students and staff. We these imprvements t be in place by the next fiscal year. 4 Page

6 Infrmatin Technlgy Supprt Services Implemented web based exit surveys fr graduate certificate students Supprted the migratin f graduate fellwships frm the HR System int the Financial Aid System and the implementatin f cst cntrls in the GSSP. Delivered reprting enhancements t the Graduate Student Online Assessment & Reprting System (GSOARS) Supprted the migratin and training f nearly 90 custmer PC users t the new versin f the Windws perating system and the Active Directry system fr file sharing. Prvided applicatin prgramming fr the verhaul f the Prgram Review System. This prject prvides functinality fr undergraduate plans and enhanced assessment reprting. Migrated/upgraded prductin and develpmental Windws and Linux servers t new platfrms. Develped sftware that s a list f students whse graduatin applicatins have either been apprved r denied by the Graduate Schl t Graduate Prgram Directrs and Graduate Service Crdinatrs n a weekly basis. Implemented a web site fr the Prfessinal Science Masters (PSM) prgram, including a self and peer assessment tl fr students in PSM classes. Facilitated acquisitin and supprt fr new Security Infrmatin Management Sftware as a requirement fr new Department f Defense research cntracts. The IT team cntinues t prvide seamless user supprt in the way f security, applicatins, access, custmer FAQ knwledgebase, website cntent management, wrkshps and rientatin. As budget reductins frced further dwn sizing this year, mre wrk has been successfully absrbed by this grup. Majr Initiatives in the next 12 mnths We lk frward t accmplishing several gals within the next year including, but nt limited t: Prviding academic departments with just in time expert back up staffing services during crunch perids, key staff absences and unexpected turn ver; Expanding training fferings fr administrative system use; Standardizing the HR systematic prcedures fr graduate assistants, which will make the entire prcess mre efficient and paperless fr graduate students and campus administrative persnnel wh wrk with faculty and students regarding assistantships; 5 Page

7 A presentatin prpsal at the Natinal Assciatin f Graduate Admissins Prfessinals (NAGAP) 2014 entitled, Engaging Campus Users & Achieving Operatinal Efficiency ; and A panel presentatin prpsal at NAGAP 2014 entitled, An Ounce f Planning: Keeping New and Prspective Students Infrmed and On Task Thrugh Scheduled Cmmunicatin. Feel free t get in tuch with any f ur team members listed n the next page t find ut mre abut any f ur services. 6 Page

8 Cntact the Graduate Student Administrative Services Team at r visit Graduate Student Admissins & Recrds Services / University Wide Tuitin Residency Reclassificatin Services Lian Lynch, (v) , (f) Lindsay Gentile, (v) , (f) General Business Services Chris Buchanan, (v) , (f) Bridget Fy, (v) , (f) Pstdctral Schlar Services / Graduate Student Financial Supprt Services Meghan Wilsn Pst Dcs / Graduate Appintments / Fellws, (v) , (f) Katie Granack Graduate Student Supprt Plan, (v) , (f) Business Sftware Applicatin User Supprt + Data Analytics David Edelman, (v) , (f) Je Perez, (v) , (f) Web Site + Security Services Darren White, (v) , (f) Page

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