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.

TOPIC

ABOUT

LINK(S)

ATTEND UW-MADISON 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) https://www.ohrd.wisc.edu/OHRDCatalogPortal/default.aspx?serieskey=294
ATTEND JUMP START! NEW GRAD COORDINATOR TRAININGOffered each Fall, the 2 part series of workshops for new grad coordinators with in the last 6 months to a year.  Materials will be made available following the workshop.  https://kb.wisc.edu/gsadminkb/page.php?id=74421
KNOW 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.
 
 
https://kb.wisc.edu/gsadminkb/page.php?id=30385
 https://kb.wisc.edu/gsadminkb/page.php?id=30386

FAMILIARIZE   YOURSELF WITH THE GRAD SCHOOL WEBSITE
Information for prospective students, new and current students, faculty and staff, researchers, and postdocs. 
 http://grad.wisc.edu/
READ ABOUT THE ROLE OF THE GRADUATE SCHOOL
Annual report 2015-16
https://grad.wisc.edu/wp-content/uploads/2016/09/GS_annual_report_2015-16.pdf
Know the 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. 
 http://grad.wisc.edu/admissions/requirements/
Know about the Grad School Academic Policies & Procedures (AP&P)Policies, procedures, and forms for all grad students, as well as satisfactory progress toward degree completion.
 https://grad.wisc.edu/acadpolicy/
Know about Funding Resources for your studentsFunding information for new and current grad students.
 https://grad.wisc.edu/studentfunding/currentstudents
CHECK OUT 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.
 https://kb.wisc.edu/gsadminkb/page.php?id=38042
ATTEND GRAD COORDINATOR MEETINGS EACH SEMESTERHeld once a 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. https://kb.wisc.edu/gsadminkb/page.php?id=30383
ENSURE YOUR PROGRAM INFORMATION IS UP TO DATE WITH THE GRAD SCHOOLThere are various places on the Grad School website where program specific information resides. 
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. https://kb.wisc.edu/gsadminkb/page.php?id=38043
Update your 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 as needed.
 https://kb.wisc.edu/gsadminkb/page.php?id=40568
Update the Graduate School Guide
The Graduate School Guide is the official university record that is only updated every 2 years (every 1 year, starting with the 2018-19 Guide).  Last updated Fall 2015 for 2016-18. Will be updated Fall 2017 for 2018-19. 
 https://kb.wisc.edu/gsadminkb/page.php?id=36437
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 Judy Bauman
REQUEST ACCESS FOR THE FOLLOWING GRAD SCHOOL SYSTEMSThere are essential Grad School specific systems that all coordinators should have access to. They are detailed in the following rows.
 
GWISThe 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.
 https://kb.wisc.edu/gsadminkb/page.php?id=30362  (GWIS Request Access)
 
https://www.gradsch.wisc.edu/gwis/  (GWIS System Link)
 
https://kb.wisc.edu/gsadminkb/page.php?id=33312  (GWIS Training)
 
https://kb.wisc.edu/gsadminkb/page.php?id=33541 (GWIS User Guide)
SARAThe Grad School system used by programs to get a list of all students in your program.  Pulls live data from the campus system SIS. https://kb.wisc.edu/gsadminkb/page.php?id=30363  (SARA Request Access)
 
https://my.gradsch.wisc.edu/portal/login.jsp (SARA System Link)
E-WARRANTS
The Grad School system used by programs to electronically request degree warrants (Master's, Prelim, Doctoral, Professional) for your students.
 https://kb.wisc.edu/gsadminkb/page.php?id=34566  (E-Warrants Request Access & Training Materials)
 
https://my.gradsch.wisc.edu/greu/sara.html (E-Warrants Link) 
Subscribe to the Grad Connections Weekly NewsletterAll 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, send an email to gspd@grad.wisc.edu

Each month email your graduate students about professional development opportunitiesAmy 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. 
Individual Development Plans (IDPs)
IDPs are recommended for ALL graduate students and postdocs and REQUIRED for those with NIH funding.
Learn more about IDPs (see the section for grad coordinators) here: https://grad.wisc.edu/pd/idp/

If you have NIH-funded trainees, watch these videos about the requirement: https://kb.wisc.edu/gsadminkb/internal/page.php?id=44419
DiscoverPD
DiscoverPD is an tool for UW-Madison master's and doctoral students to advance their academic and professional goal Log in to DiscoverPD: https://my.grad.wisc.edu/DiscoverPD
Watch the video: https://youtu.be/8M35atKFV5k
Promo Pack: https://uwmadison.box.com/v/DiscoverPD
REQUEST ACCESS FOR THE FOLLOWING UW-MADISON SYSTEMSThere are a few commonly used campus systems that many grad coordinators find useful in their work.
 
SISThe Student Information System (ISIS) is the main campus system for all student records. https://sis.wisc.edu/access.htm  (SIS New Users: Getting Access)
 https://sis.wisc.edu/learn.htm
(SIS Training)
 https://sis.wisc.edu/access.htm
(SIS Link)
Query Library
A repository of pre-written queries pulling data from various campus systems regarding benefits, curriculum, human resources, payroll, and student data.  (Query Library Explore: Madison, Student, Graduate-Applicants, Enrolled Students, Grad Assistants, Fellows, Trainees, Programs and Degrees). 

 https://it.wisc.edu/services/query-library/ (Query Library) 
 https://kb.wisc.edu/gsadminkb/page.php?id=30349 (Query Library KB)
 https://kb.wisc.edu/QueryLibrary/page.php?id=24596 (Query Library Request Access)
 
https://bi2.fastar.wisconsin.edu/workspace/index.jsp (Query Library Link) 

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. 
 https://kb.wisc.edu/gsadminkb/page.php?id=34123
LEARN ABOUT CAMPUS DATA RESOURCES
Found in the Grad School KB, the following resources may be useful about campus trends or your program specifically:  time to degree, degree and certificate trends, enrollment reports, UW-Madison Data Digest, UW Communications Almanac, department planning profiles, institutional level reports. 
 https://kb.wisc.edu/gsadminkb/page.php?id=31547





Keywords:new coordinator, checklist   Doc ID:40570
Owner:Michelle H.Group:VCRGE and Graduate School
Created:2014-06-02 10:33 CDTUpdated:2017-08-07 15:47 CDT
Sites:VCRGE and Graduate School
Feedback:  3   2