CoordLink May 2014
A newsletter for UW-Madison graduate program coordinators.
MARK YOUR CALENDARS
Summer Graduate Program Coordinator Meeting
Monday, July 21, 2014
Refreshments at 9:00
Meeting 9:30 – 11:30 am
Location: 1610 Engineering Hall
Reminder - Update Advisors in ISIS
All grad coordinators should be sure that each graduate student has an advisor listed in ISIS. If you are a new grad coordinator or need a refresher, the June and August ISIS training dates are now available.
Managing Advisor Assignments, hosted by the ISIS Training
6/4 or 8/20, 9:00 am – 1:00 pm
Learn how to add, change, and delete advisor assignments as well as understand the advisor assignment process. For more information: http://isis.wisc.edu/trainingsection.asp?1770
A reminder that graduate coordinators should ensure that all students who need to be enrolled in the summer term are properly enrolled. For more information, please see the Academic Policies & Procedures (AP&P) section called enrollment requirements, specifically the subheading about summer enrollment. https://grad.wisc.edu/acadpolicy/#enrollmentrequirements
Mary-Butler Ravneberg and Michelle Holland will be assembling a group of graduate coordinators again this summer to provide feedback on the Query Library. If you are interested in being a part of the group, please email Mary-Butler Ravneberg at firstname.lastname@example.org.
KB training tool
How to search for documents in the kb and other useful kb information
Summer Communication, Career Development Opportunities
1. Summer communication with newly admitted graduate students
This summer we are making an extra effort to connect earlier with new graduate students. We're calling this "onboarding", as a way to orient new graduate students to the campus community and resources. Below is a rough outline of some communication points that will be relevant to you. So that we can pull an accurate list of newly admitted graduate students, please be sure to update your GWIS admit codes prior to each communication. I'll email you reminders prior to the actual dates, and send you the full messages as an FYI when they go out to students.
- Late May: The updated Guide to Graduate Student Life PDF will be emailed to all new graduate students, in addition to general welcome messaging, information about Madison, and 'save the dates' for online chats and New Graduate Student Welcome.
- June: Special edition of GradConnections Weekly for new graduate students, including what to expect from this newsletter, important academic/enrollment information, funding information, housing, traveling to campus, what to do when you arrive, etc.
- Early July: Online chat for newly admitted graduate students, addressing questions about how to enroll, finding funding, financial aid, living in Madison, etc. (Interested in volunteering for this fun chat event? Please let me know!)
- Late July: Official invitation and registration for New Graduate Student Welcome, as well as the link to International Student Orientation.
2. Career development as a new track of the Graduate School Seminar Series
As you know, the Graduate School offers training and staff development opportunities for graduate program coordinators on the topics of recruitment, admissions, fellowships, academic services and policies, ewarrants, and more. This summer we are piloting an optional new track for those who are interested, which provides the opportunity to build a basic understanding of career development theory and practices and explore how you might apply these to help graduate students in your program. Please save the dates (some details are forthcoming):https://kb.wisc.edu/gsadminkb/page.php?id=38855
3. Career Development Facilitator training grant recipients announced
Back in February, we announced a grant opportunity in which the Graduate School would fund two graduate coordinators to attend the Career Development Facilitator training through the Center for Education and Work. Congratulations to Lisa Arli of Journalism and Mass Communication and Kate Ryan of the Integrated Program in Biochemistry! Lisa and Kate are recipients of the grant, who will attend the summer course and bring their new knowledge back to the larger group of graduate coordinators in the fall.
Highlights from the Graduate Program Coordinator Meeting
For complete notes from the meeting go to https://kb.wisc.edu/gsadminkb/page.php?id=39837
Update on Graduate School Projects
- Project Timeline
Graduate School Projects for 2014
- E-Warrants Update
A coordinator suggested putting a link to e-warrants within SARA so it was easy to find. This request is being considered by the Graduate School. As with paper warrants, if there is a committee member change on the warrant, send Elena (Masters) or Xania (Prelim/PhD) an email letting them know about the change.
- Beginning Summer 2014 e-warrants will be required by all programs. After
the summer window period, programs will be expected to get on board with
E-Warrant training document is in the kb:
Contact: Michelle Holland
- Graduate Program Coordinator Training
The Graduate School will hold two workshops designed for new grad coordinators in late August and October (dates tba). These workshops will be offered through the Graduate School Seminar Series.
New Grad Coordinator Training
Contact: Michelle Holland or Kathi Matthews-Risley
- Graduate Program Handbooks
When GFEC does program review they often ask for a handbook. In response to these requests the Graduate School has developed a handbook template with help from coordinators.
Handbook template available in the kb: https://kb.wisc.edu/gsadminkb/page.php?id=34123
Contact: Jenni Martin
Other brief items discussed
- Director of Graduate Studies (DGS) Meeting recap
*the HLC requirements were discussed
*multi-year funding guarantees - the DGSs are looking for more creative ways to provide prospective students multi-year funding
*the program profiles and program review process was also discussed – see the program review guidelines in the kb:
- Policy Implementation Regarding New Criteria for
Higher Learning Commission Compliance
Contact: Kelly Haslam or Jenni Martin
- Graduate Catalog Update Process
Deadline May 2, 2014
Contact: Jenni Martin
- May Commencement
Commencement for Ph.D. and MFA students will be Friday, May 16 at 5:30 p.m. in the Kohl Center.
Commencement for Master's students will be on Saturday morning at Camp Randall.
Contact: Michelle Holland
- New Eapp
The Graduate School went with a vendor for the new eapp. It will be introduced this summer. Applicant information will download to GWIS. The new eapp is not customizable. Department web pages will have to be up-to-date with information about statement of purpose, requirements, etc. The Graduate School is keeping the supplemental app.
Q & A from the meeting
Contact: Judy Bauman
- Discussion of acceptance and onboarding strategies
- International Academic Programs (IAP)
Contact: Steve Hahn