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CoordLink August 2011


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.

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 you've submitted them.

Ordering The Guide to Graduate Student Life and Academic Policies and Procedures

If you need copies of these publications, order them through the Material Distribution Services (MDS) web site. You will need your program's MDSGS account number and the password. Please contact Kathi at 262-1799 or by email at if you need this information.

Graduate School Assessment Annual Report

Each year the Graduate School is asked to prepare an annual report regarding its assessment activities to the Provost. Click here for the 2010-2011 report.


Madison Academic and Career Advising Association (MACAA)
Fall Kickoff Breakfast
Tuesday, September 20, 2011, 8:30-9:30 am, Memorial Union TITU
The Kickoff Breakfast is an annual MACAA event for all academic (undergraduate and graduate) student services people and career advisors to meet one another and get a break away from the office! A continental breakfast was provided.
MACAA is an organization for all persons on campus who are interested in advising. MACAA fosters excellence in career and academic advising for the benefit of students by promoting professional development, building collaborative relationships, advocating for advising and recognizing excellence.

Fall Grad Coordinators' Meeting
Tuesday, October 18, 2011 10:00 - 11:30 am
Union South
Topics TBA

Graduate School Seminar Series

Workshops for Coordinators
We are still working on getting these workshops into the OHRD registration system. If you are interested in attending workshops for coordinators this fall, please save the dates and look for an email in early September with registration information.

Effective Strategies to Recruit Diverse Students
Tuesday, September 13 1:00 - 2:30 pm
Location: Educational Sciences, room 259
Join us to learn about Graduate School initiatives aimed at facilitating the recruitment of targeted students: pipeline programs, partnerships, low cost recruitment tools, GPAS and more.
Presenters: Steve Hahn and Alissa Ewer, Graduate Admission and Academic Services, Linda Scholl, Fellowship and Funding Resources, Maya Holtzman, Graduate Student Diversity Resources, and Kathi Matthews-Risley, Professional Development and Engagement.

Professional Development Workshops for
Graduate Students
The workshops below are coming up in early September. You will be receiving a flier about professional development opportunies for graduate students in your mailbox this week.

Schools of Hope Info Sessions

Tuesday, September 13, 11:30 am - 12:30 pm
Union South, Check TITU and
Wednesday, September 14, 4:30 pm – 5:30 pm
Room 315 Bascom Hall
Schools of Hope is a tutoring program that aims to address the achievement gap in education between African-American, Latino, and Southeast Asian students and their white peers in Madison schools. Hear about the advantages of volunteering with other graduate students and meet the Urban League’s Schools of Hope coordinator and grad students who have volunteered. Refreshments provided. Registration encouraged; walk-ins welcome.

Introduction to Using GWIS Admissions Data in a Microsoft Access Database

Friday, October 7, 2011 10:00 - 11:00 am
Steenbock Library, Room 105
In this workshop you will learn how to use (import) student applicant data from various GWIS data sources, and customize how they are merged together by using the query tool in Microsoft Access. This workshop is intended to be a crash course in learning the basics of importing/exporting Excel spreadsheets in Microsoft Access as well as writing a simple Microsoft Access query.

Finding External Funding for Your Graduate Education: Introduction
Thursday, September 15, 3:00-4:00 pm, Room 126 Memorial Library

This workshop is designed for graduate students either new to the external funding process and have not yet applied for outside grants, or for those who would like a refresher.

We will provide an overview of the external funding application process, including: important considerations for preparing to seek and apply for fellowships. Additionally, we will outline the types of grants available to graduate students, as well as important things to consider when preparing an application. This workshop will also include a brief demonstration of advanced search strategies in the Community of Science Funding Opportunities database, time allowing.

Presenters: Nikki Busch, Memorial Library Grants Information Collection and Mary Butler Stone, Graduate School's Office of Fellowships and Funding Resources (OFFR).

Graduate Student Forms: Changes to Enrollment

This training will be offered twice:
Thursday, October 27, 2011 - 2-3:30 pm

Tuesday, November 2, 2011 - 10-11:30 am

Location: Bascom 350

This workshop will address the procedures and forms that affect Graduate Student enrollment. The Course Change Request form, plus the Withdrawal and Overload forms will be covered. Discussion will include how to make standard enrollment changes (audit, pass/fail, add, drop, etc.), how to correctly complete the forms, enrollment deadlines, and the appeals process for requests submitted past the deadline. This workshop is great training for new Graduate Coordinators and a refresher for continuing staff.

Create a Plan to Survive and Thrive in Graduate School Tuesday, September 20, 5:00 pm - 6:00 pm
Biotech Center, Room 1360
Creating an individual development plan encourages you to think about what you need to do next - and over the next year few years - so that you achieve your goals. We will discuss how to define achievable goals, identify resources, and develop strategies for implementing and sustaining your plans. Participants will create a personalized plan that takes into account career interests and addresses the development of knowledge and skills for professional growth.

Admissions One On One
Get individualized attention in as many areas as you would like within Admissions. You will work with either Sandy or Debbie at a computer for this one on one workshop. Discuss the work flow process from beginning to end, or only the specific areas you are interested in. This workshop can be for either the new Grad Coordinator who is looking for detailed information, or the seasoned Coordinator who might be having problems or questions in one area. All are welcome.

Finding External Funding for Your Graduate Education: Hands-on PC session

Thursday, September 22, 3:00 - 4:30 pm AND Wednesday, September 28, 9:00-10:30 am, Room 231 Memorial Library

This workshop is designed for graduate students who are either new to the external funding process and have not yet applied for outside grants, or for those who would like a refresher.

We will demonstrate the benefits of using licensed search engines, as well as other advanced techniques to customize your search for funding. Please note: this workshop will take place in a PC lab, and will focus on getting hands-on experience with these funding databases. Attendance at the Finding External Funding for Your Graduate Education: Introduction workshop on September 15 is strongly encouraged.

Presenters: Nikki Busch, Memorial Library Grants Information Collection and Mary Butler Stone, Graduate School's Office of Fellowships and Funding Resources (OFFR).

Evaluating Academic Documents of International Graduate Applicants

A hands-on, one-on-one workshop covering the basics of evaluating academic records of international graduate applicants. Designed for new graduate coordinators.
We will cover the countries from which we receive the majority of our applicants.

Date, time and location to be determined.

Relaxation Strategies
Tuesday, September 20, 12:00 pm -1:15 pm
Union South, Check TITU
Graduate students can’t always avoid stress, but there are ways to reduce the impact stress has on your life and work. At this workshop, Rob Sepich from UHS will share simple but powerful strategies to help you focus better, reduce and manage stress, and regain energy.

Program Funding Letters that Get International Students Admitted

Review the financial documentation requirements for international students. Learn where the dollar amounts come from to admit students.

Discuss what is needed in award funding letters for admissions and an extension of enrollment.
Date, time and location to be determined.

Other events

Integrating Research Ethics and Scholarship

The Integrating Research Ethics and Scholarship (IRES) program is an initiative, sponsored by the Graduate School, that offers novice and seasoned researchers and scholars educational opportunities and resources that reflect best practices in ethics education and scholarly integrity. Throughout the academic year, IRES will offer four seminars and two large-scale events built around the nine core areas of research ethics education. Two IRES events this fall should be of interest to graduate students. Please encourage your students to visit the IRES web page for a description of events and to register.

Online Chats for Prospective Students

Tuesday, October 18, 2011

5:30pm to 7:00pm CST

& Tuesday, October 25, 2011

12:00pm to 1:30pm CST


These events will offer a chance for prospective graduate students to ask questions about the admissions process, seek advice on writing a statement of purpose, inquire about timeline, and pose other questions related to applying to graduate school. The chats are geared toward a general audience.

Panelists (TBA) will include representatives from the UW-Madison Graduate School and academic programs.

If you would like to volunteer to be a panelist, please contact Alissa Ewer.


Graduate Program Profiles

This past spring and summer the Graduate School conducted a deliberative review of the Graduate Program Profiles. Input was sought from internal audiences, graduate programs (in the form of a Graduate Coordinator Focus Group), as well as the Provost’s Office. As a result, the content, layout, and presentation of the Graduate Program Profiles has been reconsidered, and a new and improved version is currently in development and set for release in November. The profiles will no longer be embedded into webpages, but rather be available for viewing and printing as a PDF file from the Graduate School website (as a useful document for prospective students). Once the profiles are live we encourage programs to link to their specific profiles from their own program website. Some changes include the incorporation of ten years in data into one snapshot, separate and combined snapshots of all degrees offered in a program, and some charts and graphs. Another exciting addition will be the incorporation of time to degree data generated for the American Universities Data Exchange (AAUDE) by the Provost’s Office. The Graduate School anticipates the Graduate Program Profiles will continue to evolve as a result of prospective student/campus data needs as well as from further collaborations with the Provost’s Office on AAUDE data items.

Graduate Query Library Workgroup

Beginning this summer, the Graduate School revived efforts to improve and add to the collection of graduate-related queries in the Query Library. A Query Library workgroup has been formed which includes both Graduate School and graduate program representatives. An analysis of needs and priorities was completed and some measured progress has been made with improvements to admissions and funding-related queries. This workgroup will continue to meet every other week throughout the year. Attendance is not required for every meeting and we would welcome any new members. If you are interested in participating, please contact Kelly Haslam ( or Mary Butler Stone ( Stay tuned for Query Library Workshop for any/all Graduate Coordinators in early winter.

Posting of Special Graduate Committee Degrees

As a reminder, the Special Graduate Committee is the name of the major and the degrees available to a Special Graduate Committee student include: M.A., M.S., M.M., M.F.A., or Ph.D. Historically, Special Graduate Committee majors were listed on transcripts in a generic fashion with simply the degree and major (“Special Graduate Committee”) listed.

In order to provide further description of the work of a special graduate committee student, the Office of the Registrar and Provost’s Office have agreed to allow the title designated in the approved special committee proposal to serve as a subplan/option label on the transcript. Diplomas would only list the name of the degree title which is the standard process in place for any student. Please see the following example.

Special Graduate Committee
Diploma: Degree: Doctor of Philosophy

Transcript: Degree: Doctor of Philosophy
Major: Special Graduate Committee

Option: Religion of Tibet

If you have further questions, please contact Kelly Haslam ( or Elena Hsu (

Posting of Joint Degrees

As a reminder, the Graduate School defines a joint degree as one degree with two majors. In turn, only one degree can be acknowledged for joint degrees on the transcript/diploma (true to its definition). Doctoral joint degrees post with ease since there is a universal degree title for all doctoral students with no major attached: Doctor of Philosophy. As is the standard practice for any student, the PhD major(s) do not appear on the diploma, but do appear on the transcript. Please see the following example.

Joint Degree PhD
Diploma: Doctor of Philosophy

Transcript: Doctor of Philosophy

Major: Environment and Resources

Minor: No Minor Required

Major: Sociology

Minor: No Minor Required

There are no universal degree titles for master’s students since the major names are attached to the degree titles – such as Master of Arts-English or Master of Science-Psychology. In this manner, the majors for master’s degrees appear both on the diploma and the transcript. This is helpful for students pursuing individual master’s degrees. However, this is problematic for students pursuing joint degrees since only one degree can be acknowledged on the diploma/transcript. Thus, one of the degrees associated with the two majors has to be favored. Please see the following example.

Joint Degree Masters
Diploma: Master of Science--Environment and Resources

Transcript: Master of Science--Environment and Resources

Major: Environment and Resources

Completed an additional major in:


One possible alternative is to encourage joint degree master’s students to pursue “Special Graduate Committee” majors when appropriate (such as when engaged in interdisciplinary studies). Here is how the above example would look with a “Special Graduate Committee” structure:

Master's Degree as a Special Graduate Committee
Diploma: Master of Science

Transcript: Master of Science
Major – Special Graduate Committee
Option – Construction Management

(or the title in the approved special graduate committee proposal)

If you have further questions, please contact Kelly Haslam ( or Elena Hsu (

Tuition Remission

Tuition remission authorization forms for Fellows for Fall 2012 are due to OFFR. Many of you have asked about which types of fellowships need to be sent to the Grad School for remission of the non-resident portion of the student’s tuition. This is a very good question, as the tuition remission landscape is very complicated.

1. If your program has students with any of the following types of fellowship, you do not need to submit tuition remission authorization forms to us: 1) University fellowships, 2) Chancellor’s fellowships, 3) Chancellor’s Opportunity fellowships, 4) Mellon fellowships, 5) NSF fellowships, 6) ACLS fellowships, 7) Dickie fellowships, 8) NPSC (National Physical Science Consortium) fellowships. Our office administers these fellowships and automatically handles all of the payrolling and tuition-related forms for these students.

2. If your program has students with AOF/GRS fellowships, you do not need to submit tuition remission authorization forms to us. Your School/College/Unit GRS Coordinator will send the Graduate School a tuition remission authorization list containing all the AOF fellows’ information.

3. You will need to submit a tuition remission authorization form to the Graduate School if your program has students with: a) WDGF fellowships, b) departmentally-awarded fellowships, or c) external fellowships (not mentioned above in #1) that will be administered through the program and RSP. For students with the latter two types of fellowships, you will need to submit two forms: a) the tuition remission authorization form, and b) a Fellowship Information Form that can be found on our OFFR website in the Policies/Forms tab.

For a fuller guide to administering graduate student appointments (graduate assistantships, fellowships, and traineeships), please see our Handbook on Administering Grad Student Appointments and the Chart of Responsibilities. Also, feel free to call Linda Scholl (265-5522) or Mary Butler Stone (262-9597) with any questions.


Admissions dates/deadlines

The Fall 2012 electronic application will be available on September 1st, 2011.

Graduate degree deadlines

Fall 2011-2012 (1122)

September 1--Dissertator Eligibility

* November 25--Request for all Master’s and Ph.D. Degree Warrants

December 16--Degree Deadline

December 19-January 20--Spring Degree Window Period**

*For master’s students only: if you want your name to be printed in the commencement program, your department must submit your warrant request before November 4.

Spring 2011-2012 (1124)

January 20--Dissertator Eligibility

* April 27--Request for all Master’s and Ph.D. Degree Warrants

May 18--Degree Deadline

May 21-June 15--Summer Degree Window Period**

*For master’s students only: if you want your name to be printed in the commencement program, your department must submit your warrant request before April 6.

Summer 2011-2012 (1126)

June 15--Dissertator Eligibility

August 3--Request for all Master's and Ph.D. Degree Warrants

August 24--Degree Deadline

August 27-August 31--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.

Enrollment deadlines for graduate students

Thursday, September 1, 2011

Last day to cancel enrollment without transcript record

Friday, September 2, 2011

Instruction begins

Friday, September 9, 2011

Last Day to Enroll without $25 Late Initial Enrollment Fee

Wednesday, September 14, 2011

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

Friday, September 16, 2011

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

Last Day for 100% tuition adjustment on dropped classes.

Friday, September 23, 2011

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

Friday, September 30, 2011

Last Day for 50% tuition adjustment on dropped classes

Friday, November 4, 2011

Last Day to Drop courses

Last Day to apply for Pass/Fail Privilege

Last Day to Convert from Credit to Audit

Thursday, December 15, 2011

Last Class Day

Last day to withdraw without academic penalty


Policy changes


Effective Fall 2011, Graduate School policy will increase the flexibility available to doctoral programs to ensure breadth in student training by making completion of a minor optional rather than required. Programs can continue to require their students to complete a minor or they can opt into other types of breadth training. Regardless of whether a program requires a minor or not, any doctoral student who wishes to complete a minor will have the option to do so. All existing Option A minors remain viable, and the Graduate School will continue to both encourage and vet proposals for new minors. Minor requirements for current doctoral programs remain in place. Should a program decide to opt out of a required minor, it must provide the Graduate School with information requested in the doctoral program worksheet. The full text of Martin Cadwallader, Vice Chancellor for Research and Dean of the Graduate School, memo to programs and departments.

The full text of the new policy:

Personnel Changes

Sharon Dunwoody, Associate Dean for Graduate Education, is retiring at the end of the summer. We will miss her calming influence here in the Graduate School.

Susan Cook, Associate Dean for the Arts and Humanities, will act as interim Associate Dean for Graduate Education. A search for a new Associate Dean for Graduate Education is underway.

Amy Fruchtman has joined the office of Professional Development and Engagement. Amy came to the Graduate School last January from the Dept. of Communicative Disorders where she served as the project manager for an NSF-funded grant project and was a clinical professor supervising graduate students. Amy’s current job responsibilities include coordinating the New Graduate Student Welcome events; developing and promoting graduate student professional development programs, workshops and events; and helping to coordinate the administration of the Vilas Research and Travel grants.

Keywords:CoordLink, Archive, graduate program coordinators, newsletter   Doc ID:36220
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