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CoordLink November 2014

A newsletter for UW-Madison graduate program coordinators.


Graduate School position
The PVL has been released for the fellowship and funding coordinator position in the Office of Diversity, Inclusion and Funding.  In addition to its primary responsibilities related to funding, the position will support Graduate School diversity-related recruitment and retention efforts.  Additional information is posted on the UW-Madison website at:

Annual UW-Madison Teaching Assistant Awards
Please share this announcement with your chairs and/or DGS.
The University of Wisconsin-Madison employs more than 2,000 teaching assistants across a wide variety of disciplines, and their contributions in the classroom, lab, studio, and field are essential to the University's educational mission.  In order to recognize excellence on the part of campus TAs, the College of Letters and Science, with funding support from the Graduate School, administers four campus-wide awards for teaching assistants.  These awards are open to all UW-Madison TAs. 

Each department may nominate up to three TAs per year.  For a description of the awards, eligibility criteria, list of required nomination materials and a copy of the nomination form go to

Nominations are due by Friday, November 21, 2014. All nomination materials should be sent to Brian Bubenzer in 307B South Hall.


Take care with appointment start/end dates for graduate assistants!
This is especially important for 33% appointments, where there is little leeway in appointment start/end dates if tuition remission is to be maintained.  For guidance, see the relevant policy from the Bursar’s Office (note the necessary dates at the bottom of this document).

Do you have funded graduate students (TA/PA/RA) graduating this semester?
You know you do…. Note that graduate students who complete all degree requirements at any point during a term remain officially enrolled and retain student status through the official graduation date for that term.

Graduate assistants, fellows, and trainees may remain on the payroll until the end of the term OR may be removed if necessary for a change of status (eg. to a post-doc or academic staff position) or end of grant funding. If a student is removed, the Bursar's Office will check with the Graduate School to confirm graduation at the end of the given term and will maintain tuition remission for appropriately funded students IF student remains on payroll as follows:

•    Doctoral candidates: through the date of dissertation deposit;
•    Non-thesis master's candidates: through the completion date stated on warrant;
•    Thesis master's candidates: through the date thesis is received by the Memorial Library.

See the Graduate School policy on this here.

Academic Policies and Procedures Print Edition
The print version of the 2014-2015 Academic Policies and Procedures publication is now available to order through shop@uw

The print publication is intended for faculty and staff in your program.  Students can find the Academic Polices and Procedures online at

If you plan to order a few copies of the AP&P, you will need a MDSGS account number and password.  If you do not know or remember your program's MDSGS number, please call Kathi Matthews-Risley at 262-1799 or email


Fall Graduate Program Coordinator Meeting Recap
We had a great turn out for the fall meeting in October.  For those of you who attended, we would greatly appreciate your feedback.  Please go to to submit your evaluation.

In case you couldn't attend, the following agenda and handout are from the meeting with links to kb documents, web and PowerPoint presentations:

Agenda -
Handout -

Winter Commencement

“Apply to Graduate” – Important Deadlines

For candidates who would like to take part in winter commencement, and have their name appear in the commencement program (which lists all degree candidates), the deadline to apply to graduate through the MyUW Student Center is Friday, November 7.  To assist you in identifying students who are late in applying to graduate, you will receive, via email from the Registrar’s Office, the list of students who have applied to graduate as of Thursday, October 30; Thursday, November 6; and Thursday, November 13.  This allows for a grace period between November 7 and November 14.  If during this week you note that any students who you believe should have applied to graduate are missing, please encourage them to apply as soon as possible.  The “hard deadline” for inclusion in the commencement program is Friday, November 14.

More information about the “Apply to Graduate” form

A KnowledgeBase document found at this link ( will show you exactly how the “apply to graduate” form works, and an updated video of the process is also available on the Office of the Registrar website ( – look for “apply for graduation” under “my academics”)

Graduates who have already completed their degree

Students who completed degrees during the summer term will be automatically included in the commencement program.  If a student has already completed a degree and has not yet applied to graduate, and if that student will have a faculty escort (Ph.D., D.M.A. and M.F.A. candidates only) they should contact me to provide their faculty escort’s information.  Degree recipients who completed their degrees in May 2014 but who wish to attend the Winter 2014 commencement ceremony and have their name appear in the program will need to contact me by email at and provide the following information:   Full Name, Student ID #, and degree earned.

Reference Guide for Graduates

All information that a degree candidate will need to apply to graduate and prepare for winter commencement can be found on the commencement website (  There is a tab marked “for graduates” that includes links regarding faculty escorts, renting a cap and gown, and applying to graduate (“steps to prepare” and “important dates”).  There is also a helpful “FAQ” tab.  Please share this information with your graduates.

Contact Information

Please direct students with general commencement questions to or Campus and Visitor Relations (608-263-2400).

Commencement Ceremony: Allison Golden (608.890.1238 or

Graduate School Master’s Degrees: Elena Hsu (

Graduate School Doctoral Degrees: Xania Walter (

Graduate Student Commencement Process, E-Warrants Process: Michelle Holland (

Guidance for Universities Concerning Individuals Traveling to and from Areas Affected by the Ebola Outbreak

University Health Service (UHS) is maintaining a website at with the Centers for Disease Control and Prevention (CDC) travel warnings, alerts, and advice.  UW-Madison is following CDC’s guidance for universities and has been in touch with a small number of individuals who come from, or who have traveled to, regions most affected by the Ebola outbreak. No one has been assessed as having had risk exposure.

Keywords:graduate program coordinators, newsletter   Doc ID:44699
Owner:Alissa E.Group:VCRGE and Graduate School
Created:2014-11-04 15:47 CDTUpdated:2017-07-12 13:07 CDT
Sites:VCRGE and Graduate School
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