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New Graduate Program Coordinator Checklist

The document below outlines a checklist of common items from the Graduate School perspective that all grad coordinators should be aware of as they begin their role as a new grad coordinator at UW–Madison. Of course, the specific duties for each coordinator are determined within each individual program, but the checklist below is a starting point of common duties among grad coordinators. Please keep in mind that all grad programs are structured differently and this is not an all inclusive list of every grad coordinators responsibilities. Some grad coordinators may also have payroll and benefits, budget, curricular representative, and undergrad duties.
New Coordinator Checklist
Topic About Link(s)
New Employee Orientation (If New To Campus) Offered once a month to all new employees on campus by the Office of Talent Management (OTM) and Office of Human Resources (OHR)
Online New Grad Coordinator Training:  Jump Start This online training is designed to give new graduate program coordinators a comprehensive overview of the Graduate School and its resources.
Who To Call In The Grad School List of names, e-mails, and phone numbers for Grad School staff by job function. List also available alphabetically.
Familiarize Yourself With The Grad School Website Information for prospective students, new and current students, faculty and staff, researchers, and postdocs.
The Role Of The Graduate School Annual report

Grad School Admission Requirements Grad School admission requirements are a baseline: 3.0 GPA, bachelor's degree, English proficiency, and international financial information. Programs may have higher standards for admission, above and beyond those of the Grad School.
Grad School Academic Policies & Procedures (AP&P) Policies, procedures, and forms for all grad students, as well as satisfactory progress toward degree completion.
Funding Resources for your students Funding information for new and current grad students.
The Grad School Knowledge Base (KB) The KB is an essential resource for grad program coordinators. Information found here is for more internal purposes and not available on the front facing Grad School website. Topics include: admissions, communications, data resources and tools, enrolled student info, degree completion, funding, recruitment, policy announcements, professional development and career prep, program development and review, skills and professional development for grad coordinators.
Grad Coordinator Meetings Usually held in the Fall semester at various locations around campus and organized by the Grad Coordinator Planning Team. These meetings are a place where you will gather with all of the other grad coordinators on campus to learn important updates from the Graduate School as well as important topics related to being a grad coordinator. Meetings are announced via email.
Update your Program/Unit Directory A directory of contacts with the roles and responsibilities of each grad program. Update any time there are changes. Update as needed.
Major Area of Study Page Major area of study (MAS) pages are those on the Grad School website that showcase the basic information about each grad program to prospective students.
Update the Graduate School Guide The Graduate School Guide is the official university record that is only updated once every year
Update Admission Deadlines and Checklist Items The Grad School admissions application contains deadlines and checklist items for prospective students to view. Update your deadline and checklist information using this interface. Contact Katie Bourassa,  
Review Your Grad Program Handbook The Grad School has a template to be used as a resource if your program does not already have a program handbook.
Request Access For The Following Grad School Systems There are essential Grad School specific systems that all coordinators should have access to. They are detailed in the following rows.
Applicant Review  The Grad School system used to manage all prospective student applications to your program. The primary communication tool between programs and the Grad School regarding the decision of each application.  Access to Applicant Review is granted for those identified with the following roles in the Graduate School Unit Directory: Doctoral Coordinator, Masters Coordinator, and Admissions Contact. (Applicant Review System Link) (Applicant Review Faculty User's Guide) (Applicant Review Grad Coordinator User's Guide)

E-Warrants The Grad School system used by programs to electronically request degree warrants (Master's, Prelim, Doctoral, Professional) for your students. (Jump Start training has specific instructions on the E-Warrants process) (E-Warrants Link)
Subscribe to the Grad Connections Weekly Newsletter All graduate students automatically get this email every week. Faculty and staff need to subscribe in order to stay up-to-date on professional development for graduate students, funding opportunities, and academic deadlines/announcements. To subscribe, complete the GradConnections subscription form or send an email to
Students  professional development opportunities Amy Fruchtman (or another staff member) from the Office of Professional Development will email you monthly a short list of upcoming events and a reminder to encourage your students to participate. Graduate students report that hearing about professional development from their programs plays a major role in the likelihood they’ll participate.
DiscoverPD DiscoverPD is an tool for UW–Madison master's and doctoral students to advance their academic and professional goals. Encourage your students to log in. Log in to DiscoverPD:
Watch the video:

Request Access For The Following UW–Madison Systems There are a few commonly used campus systems that many grad coordinators find useful in their work.
SIS The Student Information System (SIS) is the main campus system for all student records. (SIS New Users: Getting Access) (SIS Training) (SIS Link)
Grad School Survey Data Explore this Grad School KB to view program data from the students taken through the Doctoral Exit Survey, Master's Exit Survey, and the Doctoral Student Experience Survey.

Learn About Campus Data Resources

Graduate Student Tracking System (GSTS)

Found in the Grad School KB, the following resources will help you identify your program's data including admissions and enrollment data, time to degree metrics, trends in degrees and student enrollment, tuition and fee rates, and much more.

The Graduate Student Tracking System (GSTS) is an academic advising tool that provides information about the curricular requirements to earn a graduate degree at the University of Wisconsin-Madison and allows for monitoring of graduate student's progress towards degree completion.

Keywordsnew coordinator checklist   Doc ID40570
OwnerKipp C.GroupGraduate School
Created2014-06-02 10:33:31Updated2024-05-03 14:31:52
SitesGraduate School
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