CoordLink September 2014

A newsletter for UW-Madison graduate program coordinators.


As a part of the 2014 leadership restructuring, the Graduate School is now a unit within the Office of the Vice Chancellor for Research and Graduate Education. The Graduate School’s core mission to foster excellence in graduate education remains unchanged and our integration with the research mission of the university is preserved. The Graduate School will continue to be the home of graduate programs across campus. We rely on our institution’s excellent graduate faculty to mentor graduate students through their degree progress and maintain the excellence of our graduate programs. The graduate faculty continue to be represented through the shared governance of the Graduate Faculty Executive Committee and the Graduate School Academic Planning Council, which are both chaired by the Dean of the Graduate School. We will continue to seek the feedback of our graduate students, directors of graduate study, graduate program coordinators, and faculty and staff colleagues throughout the implementation of the restructuring.

In case you missed the articles that were published about the restructuring, here they are:

Research and graduate education transition includes familiar, new faces - August 26, 2014
No easy path, Mailick eager to take on one of university's toughest jobs - August 26, 2014
Marsha Mailick Q & A - August 26, 2014


Fall Graduate Program Coordinator Meeting
Tuesday, October 21, 2014
Refreshments at 9:00 am
Meeting 9:30 – 11:30 am
Location: 1321 Cooper Hall, the new School of Nursing Building, 701 Highland Avenue
(The 80 bus drops off right in front of the Nursing Building on Highland)

UW-Madison Scholarly Publishing Symposium
Thursday, October 30, 2014
8 am - 1:30 pm
Pyle Center, 702 Langdon Street
Please encourage graduate students, postdocs, and faculty to attend.

23rd Annual National Ronald E. McNair Conference and Graduate Fair
Friday, October 31 - November 2, 2014
Lake Lawn Resort in Delavan, Wisconsin
This is a great opportunity to recruit McNair Scholars to your program. For more information contact Maya Holtzman,


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.

Graduate Course Attribute Implementation Project
In October 2013, the Graduate Faculty Executive Committee (GFEC) and the University Academic Planning Council (UAPC) approved changes to graduate degree requirements that impact how courses may count toward the minimum graduate course work (50%) requirement for graduate degrees.  This new requirement also meets new institutional accreditation requirements. 

The Office of Academic Planning and Institutional Research in partnership with the Graduate School and the Registrar's Office has just initiated a large-scale course implementation project related to these changes.  A website has been created that explains this project in detail.

Briefly, subject owners (those who manage the Schedule of Classes) need to review their courses numbered 300 – 699 and indicate whether their courses are designed for graduate work, and thus, may have the graduate course attribute assigned.  The presence of this graduate course attribute is what students, programs, and the Graduate School will use in the future to determine whether a course may be counted toward the minimum graduate course work (50%) requirement.

The deadline for submission by subject owners is November 1, 2014.  Graduate programs also went through this exercise with their HLC templates and for the Graduate Catalog.  However, graduate programs do not have the role/authority to assign an attribute to a course.  This role rests with subject owners and is why subject owners are involved with this Graduate Course Attribute Implementation Project.  Thus, graduate programs may want to initiate conversations with subject owners affiliated with their unit regarding the courses they believe should be identified for this attribute.  The list provided by subject owners will override any lists previously provided by graduate programs. The campus list of subject owners can be found here:

The graduate course attribute will be entered on all appropriate courses in time for registration for the spring 2016 term in October 2015.  It is critical that the timeline outlined on the project website ( be honored due to the governance process for courses, deadlines for developing the Schedule of Classes, and the various required administrative steps. 

If you have questions about what qualifies a course for the graduate course attribute, please first refer to the guidelines approved by the University Curriculum Committee or to the Minimum Graduate Course Work (50%) Requirement FAQs created by the Graduate School.  If you still have remaining questions, please contact: Jennifer Martin at or Kelly Haslam at haslam@grad.wisc.

Council of Graduate Schools "Resolution Regarding Graduate Scholars, Fellows, Trainees and Assistants"
The Council of Graduate Schools (CGS) has published this statement since the mid-1960's.  The Resolution is concerned with the conditions surrounding the acceptance of offers of certain kinds of graduate student financial assistance, namely, scholarships, fellowships, traineeships, and assistantships. The general spirit of the Resolution is that students should have an opportunity to consider more than one offer and should have until April 15 to do so, that institutions and students should be able to view acceptances in force after April 15 as binding,  that everyone should know what the rules are, and that an offer by the institution and its acceptance by the student constitute an agreement which both expect to honor.

The Resolution does not preclude institutions from asking students to accept or reject offers in a timely manner.

At its December 2013 meeting, the CGS Board of Directors completed its five-year review of the Resolution and recommended its renewal for another five years.

For your information, a copy of the Resolution appears on the CGS website at

Academic Policies & Procedures
The Graduate School Academic Policies & Procedures (AP&P) has been updated online for Fall 2014-15 to include all of the new Higher Learning Commission (HLC) requirements.  Please contact Michelle Holland if you have any questions about AP&P.  Printed versions of AP&P will be made available to grad program coordinators in mid October.  Kathi Matthews-Risley will send further communication once hard copies of AP&P are available to order through the MDS warehouse.

Check Enrollment!
During the first two weeks of the semester it is important for you as graduate program coordinators to check enrollment of graduate students in your program.  Please make sure that your students are enrolled according to the Graduate School Academic Policies & Procedures (AP&P): Enrollment Requirements There are a few tools available to check enrollment:
-ISIS (by individual student)
-SARA (by a list of students in your program: )
-Query Library (queries available in the following folder within Query Library: Madison, Graduate, Graduate Assistants, Fellow, and Trainees)

Checklist for NEW Graduate Program Coordinators
A checklist for new Graduate Program Coordinators can be found online in the Grad School Knowledge Base (KB).

Jump Start Training for NEW Graduate Program Coordinators
The first of a two part series of workshops was offered in August.  Thank you to all new coordinators who were able to attend.  The handout and power point from the first workshop is available in the KB.  The second workshop in the series will be offered on Tuesday, September 30th.  Bagels and coffee will be served from 8:30-9:00am with the workshop beginning at 9:00am.  There is still time to register if you have not yet done so already.

Assigning Advisors in ISIS
As a reminder, updating advisors in ISIS is a very important task.  Each semester, please be sure all of your new and current students have academic (faculty) advisors assigned in ISIS.  This is helpful in the e-warrants process as well as in any student situations where we need to know which faculty member is advising the students in your program.  ISIS is hosting a workshop about Managing Advisor Assignments ( or you can find Advisor: Managing Advisor Assignments training materials on the ISIS website ( Thank you for your continued work to maintain updated advisors in ISIS.  Please contact Michelle Holland,, if you have any questions.

2014 Summer Career Development Training
The Graduate School offers training and development opportunities for graduate program coordinators on the topics of recruitment, admissions, fellowships, academic services and policies, ewarrants, and more.  This past summer, we piloted an optional new track, which provided the opportunity to build a basic understanding of career development theory and practices and explored how you might apply these in your program.  Materials and videos from these events are available at

Fall Workshops for Graduate Program Coordinators - Graduate School Seminar Series

We mentioned the Jump Start workshop for NEW graduate program coordinators above.  In addition to the September 30th training session, there are a number of workshops being offered in October for all graduate program coordinators. For a complete listing and to register for workshops go to

2014 Professional Development Opportunities for Graduate Students
The Office of Professional Development would like your help promoting events for graduate students again this year.  You will receive monthly emails from Amy Fruchtman highlighting events each month.  For a full listing of graduate student professional development events happening across campus this semester, check out the Graduate School's Events Calendar. You can view events by month via a list or calendar format, or by topic: Career, Teaching, Research, Funding, Writing, etc.

Keywords:newsletter, graduate program resources   Doc ID:43474
Owner:Alissa E.Group:VCRGE and Graduate School
Created:2014-09-10 10:22 CDTUpdated:2017-07-12 12:58 CDT
Sites:VCRGE and Graduate School
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