Topics Map > Graduate Program Resources > Communications and Connections > Coordlink Newsletters

CoordLink August 2012

This document contains the archived version of the August 2012 CoordLink newsletter.


Fall 2012 Grad Coordinators' Meeting
Wednesday, October 17, 2012
9:30 - 11:30 am
Location: Microbial Sciences Building, Ebling Symposium Center

Online Chat for Prospective Graduate Students
High Impact Application: Making an Impression with Your Graduate School Application
Tues., Oct 23, 12pm-1:30pm CST


Event recap - Online Chat for Newly Admitted Graduate Students

On the evening of July 9, 2012, a small group of graduate coordinator volunteers and representatives from across campus gathered to answer questions from newly admitted graduate students. This was the first such event hosted by the Graduate School, and the turn-out dramatically exceeded our expectations! Over 600 new students visited the chat while in progress, and nearly an additional 500 have read the transcript afterward. Common questions included how to enroll in fall classes, when tuition is due, where to find funding and financial aid, how to identify an advisor, and much more. To see a list of panelists and the chat transcript visit: If you are interested in hosting your own online chat, please contact Alissa Ewer,, 265-0519.

UW-Madison Grad Ed is now on Twitter-@UWMadGSEd
We're venturing into the social media realm to better serve our new and current students.  Twitter allows us to make more immediate and personal connections with our followers.

We'll be sharing information from our New Graduate Student Welcome and promoting all Welcome Week events using the hashtag: #uwgradwelcome.  Feel free to share and to use this hashtag to promote your program's welcome and orientation activities.

Revised FERPA brochures

The Registrar's office produces two versions of FERPA brochures to educate the campus community regarding student privacy rights and responsibilities:

For Faculty and Instructional Staff (PDF)

This brochure is intended for faculty and instructional staff, including teaching assistants. In addition to providing an overview of FERPA, information is provided regarding the use of learning management systems, posting grades, personal notes about students, and letters of recommendations.

For Students (PDF)

This brochure is intended for current UW-Madison students. In addition to providing an overview of FERPA, information is provided regarding disclosure of directory information, enacting a FERPA or third party hold, and how to protect student records.

To request paper brochures, contact Daryl Wilde at


Graduate Coordinators handle a variety of administrative tasks. In order to maximize your effectiveness and efficiency with these tasks, invest in your personal skill and professional development where you can. Click on the links below for more information on Graduate School workshops, campus and electronic resources available to you:

Graduate School workshops for Coordinators

Campus Systems and Course/Workshop Offerings

Useful Tools and Corresponding Course/Workshop Offerings

Leadership and Administrative Professional Development Opportunities


New Withdrawal Process

The withdrawal process is changing for all students at UW-Madison, including graduate students. The old paper form will be replaced by a new electronic process.  If students wish to withdraw (i.e. drop all courses from the first to the last day of the semester), they initiate the withdrawal request in MyUW Student Center. The request is reviewed by their academic dean's office, in this case the Graduate School, as well as International Student Services for students on J-1 and F-1 visas. If approved by the dean's office (and ISS), the withdrawal is processed by the Registrar and all classes are dropped. Students receive email confirmations when they submit a withdrawal and when it is approved. Additionally, when the Grad School approves the withdrawal, we will notify the appropriate graduate coordinator(s).

If you have any questions, contact Alissa Ewer,, 265-0519. The new process will be demonstrated at the Forms workshops for graduate coordinators being held October 11 or October 16. Click here for additional information on this new process.

Updating Program Information

It's time to check your program directory for accuracy and to make changes if necessary. The site is used by different units within the Graduate School, as well as across campus, as a way to communicate with individual or multiple programs. For example, a Fellowship Committee Chair may wish to email all program Chairs in their division with an announcement. This site lists program "roles" the names of the person(s) in that role and their contact information. To view your program directory go to Select your program from the list and select "Get Program/Unit information.  You will need the "G" code for your program for both the login and password to make changes.  You'll find this code in the upper right hand corner of the individual information form.  Click on any "role" to bring up a complete list of "role" definitions.  If you have questions contact Kathi Matthews-Risley,, or 262-1799.

If you need to make changes to your program's academic program page on the Graduate School web site, go to Select your program from the drop down list and select Update Deadline Info. You do not need a password to make changes here.  The Graduate School updates the academic program pages weekly. Check for your changes the week after submitting them.


Fall Degree Deadlines

August 31--Dissertator Eligibility

November 23*--Request for all Master's and Ph.D. Degree Warrants

December 14--Degree Deadline (electronic dissertations must be submitted by noon, 12pm CST)

December 17-January 18--Fall Degree Window Period**

**Window Period: This is the time between the end of one degree period and the beginning of the next. If you were registered in the previous semester and all degree requirements were met by the end of the window period, your degree will be granted at the end of the next semester and you will not have to register or pay fees for the next semester.

Fall Enrollment Dates

Monday, September 3, 2012

Last day to cancel enrollment (drop all classes) without transcript record

Tuesday, September 4, 2012

Instruction begins

Friday, September 7, 2012

Last Day to Enroll without $25 Late Initial Enrollment Fee

Wednesday, September 12, 2012

Last day to drop courses or withdraw without DR or W grade notation on Transcript

Friday, September 14, 2012

Last Day to Add your first class without Departmental & Dean's permission

Last Day to Add Courses without Departmental approval

Last Day for 100% tuition adjustment on dropped classes

Friday, September 21, 2012

Last Day to pay tuition and fees without $100 Late Payment Fee

Friday, September 28, 2012

Last Day for 50% tuition adjustment on dropped classes

For the full list of deadlines, see:


Dual Career - Any dual career students (those pursuing both a graduate degree and a professional degree simultaneously) who decide to stop pursuing the graduate degree, MUST submit a Change of Program form to discontinue the graduate degree program ( There are tuition implications of neglecting to do this.


The Chronicle of Higher Education has expanded its coverage of news and views in the world of graduate education. Last fall they launched a newsletter focused specifically on graduate student life and issues. The newsletter is designed to inform and engage students, faculty, and administrators, providing news, tips, and advice about how to survive graduate school.

You can access the campus-wide subscription to The Chronicle online by going to and signing in with your NetID. Once you are on The Chronicle of Higher Education home page you can create a free account by clicking on the link in the upper right hand corner. When you have an account you can sign up to have the newsletter delivered to your in box every Wednesday morning.


Personnel Changes

Miriam Simmons retired from the Graduate School in June.  Miriam guided the Wisconsin Idea Seminar for new faculty and academic staff for almost 20 years and was assistant dean for the Graduate School's Office of Professional Development and Engagement.

Bill Mellon will be transitioning back to the School of Pharmacy this fall. Dean Mellon has been the associate dean for research policy since 2005. He will return to the School of Pharmacy faculty while maintaining a 50 percent Graduate School appointment to continue to oversee the campus Select Agent Program and a few other policy issues.

Daniel Uhlrich has been appointed Associate Vice Chancellor for Research Policy.  Professor Uhlrich is a faculty member in the Department of Neuroscience in the School of Medicine and Public Health, and is the current chair of the School of Medicine and Public Health Animal Care and Use Committee.

Daniel Kleinman has been appointed associate dean for social studies.  Professor Kleinman is chair of the department of community and environmental sociology and the director of the Holtz Center for Science and Technology Studies.

Yifan Liu has joined the Grad School IT unit as an IT Manager and Software Engineer on the ARROW team.  Matt Schleifer has joined the Grad School IT unit as a student software developer.

Sarah Seibold will be helping out at the front desk this fall. Sarah is a new graduate student in the part-time MSW program in the department of Social Work.

Keywords:CoordLink   Doc ID:30747
Owner:Alissa E.Group:VCRGE and Graduate School
Created:2013-06-14 15:09 CDTUpdated:2018-01-18 11:58 CDT
Sites:VCRGE and Graduate School
Feedback:  0   0