Grad Staff Workshop - Memorial University of Newfoundland

Room IIC-2014
Bruneau Centre for Research & Innovation
9:30-11:30 a.m.
April 3, 2013
Funding and scholarship matters
 Enrolment services matters
 Q&A
Funding and scholarships Agenda
Payroll form checklist
 Payroll calculator
 Review of SGS guidelines regarding
Payroll form checklist
Please ensure you have all information complete including:
 Name; Last, First (as entered in Banner)
 Employee ID number (only Student number required) – write NEW
if new set-up
SIN – all Canadian or; International with Graduate Assistantships
attach SIN & Study Permit copies with new international students
and renewals
Graduate Assistantships – Both Bi-Weekly & Lump Sum payments
require the number of hours and Lump Sum Amounts also requires
days those hours were worked. Rate of pay is $21.15 as of Sept
Department signature required
Payroll forms are to be submitted to Graduate Studies
Account Codes Review and Earn Types (GAS, GSS, DGS)
Only GSS funds use the 413xx org number – all accounts are 68xxx
One copy only required (original not necessary)
The standard GAship is still 56 hours. The University can assign nonstandard GAships amounting to fewer or more than 56 hours. (Article
13.01) The minimum is 2 hours per 14-week semester. (Article 13.01)
Grads can hold more than one GAship, as long as they don’t work
more than 24 hours per week, “…unless otherwise approved by the
Dean of Graduate Studies” – for extenuating circumstances only.
(Article 13.02)
(h) “Graduate Assistantship” shall be a contractual agreement
between the University and a full-time graduate student for a
specified number of hours of teaching support and/or research
support delivered over the course of a semester. Article 3.01
Teaching Assistantships can only be set up on a semester basis.
Research Assistantships can be set up for more than one semester.
Article 12 and 26 – Appointments and Wages
Payroll calculator
Excel Spreadsheet Instructions:
 Enter Start and Stop Date
 Enter P.A. rate if known
 If P.A. rate not known, enter desired cost
into “expenditure” cell to generate p.a.
rate calculation
 Tools for calculator as well as calendar
SGS guidelines - Fellowships
All full-time graduate students are not permitted to work more than
24 hours per week (outside of their degree programs)
Funding caps for students receiving Fellowship only. $27,500 –
Master’s, $35,000 PhD. Exception made for RDC recipients
Program of Study is only needed to adjust funding for students that
have not arrived on campus. Current students funding can be
adjusted with a payroll form
Change of Status form requires an explanation of whether the
student is working more than 24 hours
Deadline: For submission of requests to Payroll, Department of
Human Resources, the deadline is the Wednesday two weeks prior
to the requested payday. Therefore, any requests to Graduate
Studies must be received by the Friday previous to that
Wednesday. Requests received after this day will be processed
only if time and resources allow.
Special funding initiatives
Dean's Doctoral Award:
 President's Doctoral Student Investment
Fund (PDSIF):
 Sponsored Student Fund:
 Aboriginal Student Recruitment Fund:
Enrolment services - Agenda
Recruitment and marketing
 Admissions
 Registration
 Fees
 Progress
 Outreach
 Completion
Recruitment and marketing
Staff roles:
 Recruitment and Retention
Coordinator: data generation and
mining, solicit and respond to inquiries,
email marketing (prospect and yield
management), information sessions and
 Marketing Coordinator: microsite,
social media, foreign social media,
communications, MUNlive
Recruitment and marketing
What’s new?
 Microsite and departmental websites –
Fall 2013
 Tailored info sessions:
 Discipline-specific email marketing
 20 new MOUs and 3+1+1/2 pathways
and cotutelle negotiations
 Sponsoring agencies: CSC (China),
VIED (Vietnam), SwB (Brazil)
Staff roles:
 Records and Registration Officer:
assigns Memorial student numbers and
pushes web applications
 Applications Officers (2): process
applications and supporting documents,
advise applicants on requirements and
 Admissions Officer: supervisor for
admissions unit, oversees applications,
processes admissions, verifies supporting
Applications and supporting documents processed within 3-5 business days of receipt
Academic unit notified by email of web applications to be printed
Paper applications and supporting documents sent by internal mail
Grad WWW Applicants (SWRGAPP) and Admission App Detail (SWRG008) Self-Service reports to manage files
Departmental graduate studies committee meets to review files
Tools for assessment of transcripts:
Admission requirements: undergraduate degree of second class standing + departmental requirements + English
Decisions normally made 1-2 months after a deadline has passed
Admissions: Program of Study form
Rejections: Graduate Application Not Accepted for Admission form
Reason for decision
Application recommendation (close file or offer reconsideration for later semester?)
Applicants not accepted notified by letter from SGS
Graduate admissions:
Conditional admissions – admission pending receipt of supporting documents, completion of degree
program, etc.); applicant is sent letter only
Full admission – applicant fully admitted to program, sent full offer letter, program of study form, and new
student checklist; applicant is able to access Self-Service and register on appropriate date
SGS carries out verification of supporting documents
Web application only
Supporting documents by email to
[email protected] (transcript, test scores,
and degree confirmation must be sent by
 Applicants can check status of supporting
documents and application online
 SWRG008 – used to track pending
application and status
 International students are emailed offer
New student website:
Accept/Decline form must be completed and returned to
SGS by all fully admitted applicants
 Decline offer of admission or request deferral of
admission if necessary
 Select payment plan (A or B)
Register for courses graduate registration (SUBJ
 International students must submit valid study permit to
SGS before they can register
 Pay fees by deadline
Graduate Student Orientation
Departmental orientation
What’s new?
 Critical review of applications processing
Consolidation of departmental forms and web
Application acknowledgement email
Application fee: $50 for Canadians and
permanent residents; $100 for international
Document imaging (Fall 2014?)
Working on electronic offer letters for 2013-14
Post-admissions communications + webinars
Qualifying year: see 2013-14 Calendar
 Staff
 Records and Registration
Officer: Ensures ESL
requirement, maintains student
files and records, administers
leaves and withdrawals
 Programs Officer: Oversees
transfer of credit and academic
changes to programs
Relevant dates:
 Automatic roll of 9000/9900 and start of registration roughly 5
weeks before start of classes
 Email to account notifying eligibility to register (3
weeks before registration)
 Deadline of fees payment: start of classes
 Last day to register: 2 weeks after start of classes
 Last day to withdraw: 3 weeks after start of classes
 Last day to drop courses: 7 weeks after start of classes
 Confirmation of enrolment emails to
 Must register for 9000/9900 in first semester or at end of leave
of absence
Register for program courses
After 2 weeks, must register through Course Change form
Retroactive registration of courses requires letter or note from instructor
Only 9000/9900 registration needs approval from SGS
Transfer of credit:
If course not on program, submit Change of Program form first (for open electives,
please define through CoP form before registration)
If taking multiple non-program courses or second program, Dean’s permission
Recommendation from head (through Change of Program form), official transcript,
course syllabus
30% cap, 7 year limit, unused credits
Visiting Research Students:
Requirements: 1) letter from home university confirming grad student status, 2)
letter from Memorial faculty member agreeing to supervision, 3) VRS
application form, 4) Program of Study form
 Registers for GRAD 9900 for each semester in residence (study permit may
be required)
 Charged health insurance each semester
What’s new?
 New enrolment verification letter requests
 International student webpage (to replace inperson consultations)
 Tuition receipts (Fall 2013?)
Payment plan selected at time of admission (fixed after 1st
semester) unless Change of Route or transfer
 Students responsible for all program fees as part of payment
plan, even if finishing early
For late registrants: 48 hours to pay fee (or complete
payroll deduction form) after initial registration and charge
 Opting out:
 Recreation fee, complete Recreation Fee Exemption form and
submit to Cashier’s Office
 GSU health and dental insurance, submit form by appropriate
deadline (3 weeks after start of classes) to GSU
Retroactive leaves or withdrawals result in refund of only
program or continuance fees ($25 admin fee also
 Change in status will automatically affect fees
Non-academic requirements:
 English Placement Test (and possibly ENGL 102F and ENGL
9992) required for all grad students with TOEFL or IELTS
 Second language requirement (PhD)
 Animal Care Seminar
 PHIA training
 Adjustments to programs:
 Changes in status requires Change of Status form
 Changes to courses, committee membership, research title
on Change of Program form
 Changes to route (thesis, course, internship, etc.) requires
Change of Route form
 Transfer (MEd CTLS to MEd PSS, master’s to PhD, etc.)
requires Program of Study form
Leave of Absence: students must submit
Leave of Absence form to SGS by last day
to withdraw
 Extension: Request for Extension form
submitted at start of last semester in
 Withdrawal: letter to Dean of Graduate
Studies (last day to withdraw 3 weeks after
start of classes)
 Forms:
Annual Progress Report: must be submitted once a year
(research programs only)
Failed grades: if no departmental regulations, allowed 1
repeat of failed course (or substitution for elective) with
recommendation from head
 Exam/paper rereads: application plus $50 to Registrar’s
Office within 1 month of grade release
 New appeal regs on grades
Incomplete grades: Head can permit INC grade up to one
semester; further extension requires approval from ACE
Termination of program
What’s new?
 GRIP no longer required for any grad
 PHIA training – declared by supervisor and
absolutely required
 Electronic Annual Progress Report (Fall
Staff roles:
 Senior Career Development Coordinator:
career advising, resume edits, interview
prep, 1-1 and workshop
 Marketing Coordinator: manages
marketing materials, website, MUNlive, SGS
newsletter, social media, campaigns
 Entrepreneurship Training Coordinator:
manages ETP for international graduate
Graduate Student Orientation: normally September each
year; email invitations
 Video recording of 2013 Orientation
 Pre-orientation webinars in Spring 2013
E-Newsletter (The Edge): information on scholarships and
awards, academic deadlines and dates, professional
development opportunities, general resources
Career and Professional Development Services:
Exit surveys
What’s new?
 Entrepreneurship Training Program:
 EDGE reboot:
Staff roles:
 Programs Coordinator: supervisor for
programs unit, manages ethesis and edefence
 Programs Officer: processes master’s and
PhD exams, arranges for oral defences,
oversees academic changes to programs,
assists with Convocation
 Programs Assistant: processes appointment of
examiners letters, processes results of thesis
exams, prepares brochures for and assists with
oral defences
Comprehensive exams: Recommendation for Comp Exam form; results in
Guidelines for theses:
 Full suite of e-theses templates available:
 Google Docs environment for online thesis collaboration available Fall
Master’s exam procedures:
PhD exam procedures:
 Departmental procedures:
Graduate students must apply to graduate for Spring or Fall through SelfService (at time of thesis submission to supervisory committee)
Recommendations for Award of Degree: financial audit, academic audit,
completion, overnight notification to Registrar’s and Cashier’s Office
What’s new?
 E-thesis project scaled back, soft launch Fall
 Discontinuation of personal bindings
(effective Sept. 10, 2012)
○ Personal bindings through Lehman Brothers:
 Self-Service interface for tracking program
requirements and thesis exams (Fall 2014?)
 Automated program audits and program
completion letters (Fall 2014?)
Professional development
SGS workshops
 team building and personalities
 managing priorities and stress
 business communications
Task-specific training
 foreign credential evaluation
 Banner Student/Finance for grad admin
 student recruitment and recruitment
 records management
SGS Dean's Awards for Service Excellence:
Institutional awards/honours for service excellence:
ETS graduate education awards:
AACRAO awards:
NAGAP awards:
NAFSA awards:
CBIE excellence awards:
CCAE Prix D'Excellence:
CAUBO awards:

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