SGS Student Services General Meeting for Graduate Administrators Wednesday, October 16, 2013 2:00 to...
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SGS Student Services General Meeting for Graduate Administrators Wednesday, October 16, 2013 2:00 to 4:00 pm GB 202, Galbraith Building
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Transcript of SGS Student Services General Meeting for Graduate Administrators Wednesday, October 16, 2013 2:00 to...
SGS Student Services
General Meeting for
Graduate AdministratorsWednesday, October 16, 2013
2:00 to 4:00 pmGB 202, Galbraith Building
Agenda
• Welcome • Update from Systems & Records• Update from Information Systems• Update from the Quality Assurance & Governance
Offices• Changes to International Student Advising• Update from the Postdoctoral & Doctoral Examinations
Office• Update from the Graduate Awards Office • Update from Student Services• Questions
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Corey Dales, Director, Information Systems
Josie Lalonde, Associate Director, Student Services, Systems & Records
Sophia Kirschner, Student & Administrative Systems Support Representative
Scott Moore, Student Services Officer, Division II,
Social Sciences
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New Faces at SGS
Update fromStudent Systems & Records
Josie LalondeAssociate Director, Student Services
Refusal of Access toOfficial Student Record
• Beginning November 2013 graduation
• SGS is withholding the diploma for graduate students with outstanding fees
• Not for Balance of Degree fees
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Refusal of Access toOfficial Student Record
• General email informed ALL students
• Targeted emails to those with arrears
• Many cleared their accounts
• 43 will have diploma withheld
• DO attend the ceremony─and celebrate this important day!
• Present proof of payment after the convocation period 6
Option to Access Services While on Approved Leave
• Access to services at the Faculty of Kinesiology & Physical Education, Hart House, and Student Life
• Cost-recovery fee
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Access to Services While on Leave
• Opt-in on the leave of absence form:
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Access to Services While on Leave
• Pay on the SGS online payment site:
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JOINid
• Type of UTORid
• Assigned as soon as applicants are in ROSI
• Very limited access to services─MyRes
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JOINid & MyRes
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Eligibility of Members of Teaching & Administrative Staff
• SGS Admission Policy regarding staff members who are graduate students
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Student Systems & RecordsContact Information
• Josie Lalonde, Associate Director, Student Services, Student Systems & Records
416-978-2780
• Sofia Kirschner, Student & Administrative Systems Support Representative
416-946-5611
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SGS Information Systems
Projects Overview
Corey DalesDirector, Information Systems
SGS Information Systems
• Overviewo The team providing infrastructure and support to SGS
systems and services which support the graduate community (SGSDrive, online application, Ontario Graduate Scholarship, website, etc.)
o We have many projects which have been completed, are in progress, or are on the roadmap for the near or distant future.
o Today we will be covering a quick overview of these projects.
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SGS Information Systems
• Projects completedo SGS website
In late July, SGS launched its new website – Updated look and feel– Improved content organization– Responsive design for mobile devices– Enhanced search
This required infrastructure updates– Two new servers running the latest versions
» Windows Server» SQL Server» SharePoint 2013
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SGS Information Systems
• Projects in progresso Videoconferencing for Final Oral Examinations
Cisco TelePresence equipment will be installed at 63 St. George, room 111, including a display screen, video camera, and digital white board
A vendor has been selected and we are working to develop the implementation timelines
o Confirmation of Registration Web-based form allowing students to purchase a
confirmation of registration letter Awaiting final testing before putting into production
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SGS Information Systems
• Projects in progressoConfirmation of registration letter
• Web-based form allowing students to purchase a confirmation of registration letter
• Final testing is occurring this week• Bug fixes and re-testing• Training, communications, and roll-out
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SGS Information Systems
• Projects in progressoOntario Graduate Scholarship (OGS)
Migrated to SharePoint 2013 Updates to the application including:
– Individual applications by department– Addressed concurrency issues
» Ability for students, referees, and grad admins to edit the same application at the same time without losing data
– Rebranding to match new website– Updated status messages– And more…
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SGS Information Systems
• Projects in progresso Online Calendar
Migrated to SharePoint 2013 Working to automate some of the behind the
scenes functions performed for QA&G staff– Word file generation for unit entries– Production of PDF
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SGS Information Systems
• Projects in progresso Progress Tracker
System to facilitate tracking research-stream students through their program
Provide units a single location to view basic student information and capture progress/ committee reports
We are in the initial planning stages for this project (timing, funding, and data requirements)
We will be engaging units in the near future
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SGS Information Systems
• Projects to comeo Online Admissions Application (OAA)
Migrate to our development platform SharePoint 2013 Review structure and process (enhancements) We will be engaging units before redevelopment
occurs
o SGSDrive Investigate SharePoint 2013 as an enhanced method
to distribute data between units We will be engaging units before redevelopment
occurs
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SGS Information Systems
• Projects to comeo Student Services forms
Provide web-based forms/workflows for our paper-based form
o Infrastructure Investigating the move from SGS-hosted virtual servers
to ITS-hosted VMWare solution Exploring campus-provided Office 365 to replace the
SGS email system Campus-based Active Directory to provide single sign-
on to SGS systems
o And many, many more!23
SGS Information Systems
Contact informationGeneral support: [email protected]
Corey Dales
Director of Information Systems
416-978-6115
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SGS Dean’s Office and the Office of Quality Assurance and
Governance (QA&G)
Topics
Overview of School of Graduate Studies
Program Modifications (Major & Minor)
Academic Appeals
Academic Integrity
Revised/New SGS Guidelines
SGS Calendar
SGS Website
Contacts
SGS & QA&G Overview
• Promote excellence in graduate education and research
• Ensure consistency and high standards
• Define and administer University-wide regulations, policies, and guidelines for graduate education
• Provide expertise, advice, and information
• Review the design and delivery of programs
• Develop and advise on performance standards
• Support diversity, equity, fairness, and ethical conduct
Governance: New Programs & Major Modifications
• The UTQAP addresses the approval of new programs and the modification, closure, and cyclical reviews of existing programs.
• Major Modifications to programs include a wide variety of significant academic change including the creation of new fields/concentrations or a combined program.
• The Office of the Vice-Provost, Academic Programs coordinates the development of new program and major modification proposals.
Contact: Emma Thacker
Governance: Minor Modifications• Minor modifications include new courses, changes to existing
courses, changes to admission and program requirements, as well as some other curriculum changes.
• Updates: o Governance Forms B, C, and D updated o ROSI form eliminated (Form B and C)o eLearning definitions updatedo Form C─FCE weight for new courses
Contact: Erin McMahon
Graduate Academic Appeals
• Graduate Academic Appeals Policy is provided in the SGS Calendar’s General Regulations section.
• What can be appealed?
o Any academic decision, such as grades or termination of registration
• What is excluded and cannot be appealed?o Non-academic matters, such as feeso Decisions related to admissiono Student withdrawal from their program
Graduate Academic Appeals Four steps of appeal:
• Step One: Informal Resolution• Step Two: Departmental Appeal─GDAAC• Step Three: SGS Appeal─Graduate Academic Appeals Board
(GAAB)• Step Four: Governing Council Appeal (AACGC)
Contact: Emma Thacker
Graduate Academic Integrity
• The University’s policy on academic misconduct is found in the Code of Behaviour on Academic Matters.
• Other policies deal with the general conduct of students (the Code of Student Conduct) and with research ethics.
• Allegations of research misconduct─see website of the Vice-President, Research and Innovation.
Graduate Academic Integrity The Code indicates an obligation to report alleged offenses; this
includes plagiarism and others.
Assignments worth more than 10% of the final mark for a course─ the Chair will refer the allegation to the SGS Dean.
SGS website resources: o What to do if misconduct is suspectedo Procedures for preparing a case file for SGSo Sample letters, checklists, information on jurisdiction and the
prevention of misconduct.
Contact: Erin McMahon
Guidelines: Final Oral Exams (FOEs)
Updated, effective July 1, 2013: available on website. Highlights of revisions:
• An external appraiser should not be used more frequently than once every two years by a single supervisor or for committees with substantive overlap of members;
• Sample letter of invitation to a potential appraiser;
• Student must participate in person and FOE may not be recorded.
Contact: Angelique Plata
New/Revised SGS Guidelines
• eLearning Guidelines (new)
• Upcoming: o Graduate Courses Guidelines (revised) o Termination Guidelines (revised)o Qualifying/Upgrading Year (revised)
Contact: Emma Thacker
SGS Calendar Production
• The SGS Calendar is fully online to graduate students, administration, and faculty members.
• Calendar production for the 2014-2015 edition will not change significantly for graduate units.
• Dates, deadlines, and calendar entries for governance are now posted to the website.
• Calendar content is approved via governance.
Contact: Lily Lee-Sloan
SGS New Website
• Launched in the summer of 2013
• Graduate community profiles are a prominent feature. SGS will be approaching graduate administrators to feature in future profiles.
• Your feedback has been appreciated. • Please continue to let us know your thoughts or concerns:
Contact: Lily Lee-Sloan
Contacts: QA&G
Jane Alderdice [email protected]
Director, Office of Quality Assurance and Governance
Emma Thacker [email protected]
Governance and Policy Coordinator
Erin McMahon [email protected]
Governance and Policy Officer
Contacts: Communications Office
Lily Yee-Sloan [email protected]
Communications Officer
Karen Shim [email protected]
Communications Associate
Contacts: Vice-Deans’ Office
Luc De NilVice-Dean, Students
Elizabeth SmythVice-Dean, Programs
Angelique Plata [email protected]
Executive Assistant to the Vice-Deans
Sue Murphy [email protected]
Assistant to the Vice-Deans
Update from the Centre for International Experience
Miranda ChengDirector, Centre for International Experience
Update from the SGS Postdoctoral & Doctoral Examinations Office
Lisa HaleyPostdoctoral Administrative Officer
Doctoral Exams & Graduate Convocation
• Final Doctoral Examinationso Approval of Exam Committeeo Exam booking procedures and quorumo Exam facilities
• Graduationo Degree recommendationso Diploma holdso Balance of degree feeso Final-year fees
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Postdoctoral Fellows
• Postdoc registration database
• Postdocs: employees vs. traineeso Funding sourceo Letterso Benefits
• Parchment of completion
• Conflict resolution
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Update from the SGS Graduate Awards Office
Kerri HuffmanAssociate Director, Student Services
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• OGS online application now available to students!
• Enhancements/changes for applicants:
o Must create new application if applying to more than one graduate unit (so that there can be a customized plan of study for each department);
o Referees will need to submit references for each application;
o Option to upload a PDF file for Plan of Study instead of using text box;
o Research Contributions section includes publications and significant academic accomplishments (2-page limit).
2014-15 OGS Application Update
Tri-Agency Harmonization of the Canada Graduate Scholarships Canada
NSERC, CIHR, and SSHRC are currently involved in the tri‐agency harmonization of the CGS programs at both the master’s and doctoral level. The implementation of the newly harmonized CGS Doctoral Program is expected to launch in the fall of 2014. The tri-agency Canada Graduate Scholarships-Master’s (CGS M) Program description and single window application is now available to students.
Canada Graduate Scholarships-Master’s (CGS M)• Allocation of awards to universities
U of T allocation: CIHR: 60NSERC: 120SSHRC: 125
• Simplified application and adjudication • Common eligibility/program requirements and selection criteria• Unified post award policies and regulations‐
Former CGS M Programs (CIHR, SSHRC, NSERC)
Harmonized CGS M Program
Application Process:• Three separate applications in both online and
paper formats• Three sets of deadlines imposed by units, SGS,
and federal agencies• Different application process , websites accounts
Application Process:• Common single online application via the
Research Portal (can apply to 5 universities)• Common student deadline: December 1st (no departmental deadline for students)• No paper copy submission required
Evaluation:Graduate Units:• receive departmental quota • conduct internal selection process• forward list of quota candidates to SGS SGS :• central adjudication by SGS Awards Committee• forwards quota applications to granting agencies Federal Councils (NSERC/CHIR only): • hold national competition
Evaluation: Graduate Units:• Unchanged • Unchanged • Unchanged SGS :• Unchanged • SGS Awards Committees makes final award
decisions Federal Councils:• No national competition
CGS M Application: What’s New
Former CGS M Programs (CIHR, SSHRC, NSERC)
Harmonized CGS M Program(Tri-Agency)
Eligibility requirements:
• Not all imposed an academic minimum
• SSHRC and CIHR funded only first master’s degrees
• Eligible months of study completed were calculated using different methods/dates
Eligibility requirements:
• Have achieved a first-class average (3.7 GPA or A-) in each of the last 2 completed years of study
• Need not be applying to fund first degree
• As of December 31 of the year of application, have completed between zero and 12 months of full-time studies (or equivalent) in the master’s or direct-entry PhD program for which they are requesting funding (e.g., undergrad, 1st-year master’s students)
CGS M Eligibility: What’s New
Eligibility of Degree Requirements
A CGS M eligible graduate program must have a significant research component.
“A significant research component is considered to be original, autonomous research that leads to the completion of a thesis, major research project, dissertation, scholarly publication, performance, recital and/or exhibit that is merit/expert reviewed at the institutional level as a requirement for completion of the program.”
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Master’s programs that are based only on coursework are not eligible since they do not include a significant research component.
Clarification: course-based programs serving as basis for admission to tri-council eligible doctoral program are considered eligible.
Eligibility of Degree Requirements
• Unit allocations for 2014-15 are forthcoming
• Summary of Enhancements for Administrators (to be available in late November):o Ability to see applications in progresso Single PDF layout of application with imbedded transcripts
(in development)
• Thank you to all those who filled out the online survey.
2014-15 OGS Update for Graduate Administrators
CGS M Selection Process
• December 1st tri-agency imposed deadline: no departmental deadlines (new)
• Graduate units access/review applications online (new for SSHRC only)
• Graduate units forward list(s) of quota candidates to SGS (unchanged)
• Central adjudication by SGS Awards Committee (unchanged)
• SGS Committee awards the CGS M─no national competition (new for
NSERC/CIHR)
• SGS informs graduate units of departmental results in late February (new)
• Universities make official offers to students online the first week in April (new)
• Students have 3 weeks to decide and accept an offer; must decline others
• Must hold CGS M at the university offering the award; not transferable (new)
Update from the SGS Grad Room
Karen McCrankProgramming Coordinator
Grad Room
• The Graduate Professional Skills (GPS) programming office
• Maybe Monday: quiet study and peer academic support/resources
• International Transition Advisor Wednesday, 3 pm to 5 pm • Multi-Purpose Space seats 30 people boardroom-style or 40
people lecture-style
• http://uoft.me/GradRoom
Opening Doors: Creating Careers for Graduate Students
• Monday, November 11, 4:30 to 8:00 pm, Bahen Centre
• 30 to 40 panelists with primarily U of T master’s or PhD research based degrees
• Panelist will have graduated with degrees in all areas such as the humanities, life sciences, social sciences and physical sciences
• Contact: [email protected]
AGENDA
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AGENDA
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Update from SGS Student Services
Don MacMillanDirector, Student Services
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This fall we have introduced Hobson’s Connect, which allows prospective students to customize their own VIP page with program information tailored to their interests.
A feature that will be of interest to many of you is that we now have the ability to provide your unit with the names and email of everyone who has indicated an interest in your program.
If you are hosting an outreach activity such as an Open House, you can obtain an easy contact list.
Implementation of Hobson’s Connect
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Upcoming Events
• Online Application WorkshopDate: Wednesday, October 23, 2013 Time: 2:00 pm to 4:00pm Location: Grad Room, 66 Harbord Street
• Admission Procedures WorkshopDate: Wednesday, November 27, 2013 Time: 2:00 pm to 4:00 pmLocation: Grad Room, 66 Harbord Street
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Upcoming Events
• 14th Annual Workshop on Foreign Credentials: “Focus on Africa”Date: Monday, December 16, 2013 Time: 8:30 am to 4:30 pm
• Please register by November 29 to [email protected]
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And now your questions…
