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Graduate Coordinator Network

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Graduate Coordinator Network (GCN)

Graduate Coordinator Network Minutes
March 27, 2012, SAC 2.302

Called to order by Chair Marilyn Lehman.

I.  Information Management and Analysis 
Kyung Huh
Tracy Brown
Jefferson Stewart
Demonstration of the new Graduate Student Information System (GSIS).

Fall 10—IMA, with Provost and OGS, has worked to put together a database of graduate student information (registration, admissions, accounting, etc.) under one hub. 

Test version of system – students in system go back to 1989 (fall 89 cohort year).
Data updated once a year (late September/early October).  Can search by department or specific student.
Tabs: biographical, admissions, committee, support, placement
Section for reports: (graduation rates, time to degree, etc.)
Data download – will be able to download all fields; trying to make more flexible, customize
Still need assistance with placement information. (If you want to send IMA placement spreadsheets for them to update make sure and include EIDs for former students).
Hopefully system will be linked with EASI.
Planning for 18-characteristics report.

II.  Updates  
Tim Brace:  Changes within IT.  Used to be that Student Information Systems (SIS) was ½ Registrar and ½ Admissions.   Now are separate.
Actual developers have stayed with what they were doing (management reporting different).

Philip Guerrero:  NAGAP next month; volunteers still needed.
Graduate School Fair on campus that Saturday.
Announced the approval of third level title of Graduate Coordinator – Graduate Program Administrator.
An exempt title.  Dean Langlois will send information to chairs and departments.  Should be live by next fall.

International: Issuing I-20 docs for incoming summer students.  Cost of living has not increased; using last year’s tuition rate. $16,500 number students are responsible for.

GSA: Week of 4/1 – Graduate Students Appreciation Week; variety of events. Will send email with info.

HR: Amy Greenspan --  Mid-April, summer insurance info emails going out.
National Student Employee week is 4/9 – 4/15; for all students employed by university.
Tips on Web site for recognition and appreciation.

Stephanie Crouch:  Diana Lockhart (Accounting) will send information out on listserv how student billing is changing slightly.  Students will not be able to confirm registration until their tuition bill has been released (used to be automatic).  Want students to get an email stating they have a bill.

OGS: Renee Babcock—3/22 is the deadline for filing for graduation (online). If have students who miss they have until April 20 to apply, need to go to OGS office or call.  (MA students).
Requests that GCs check if any applications need GA approval, if so encourage GA to approve to send to OGS.

OGS: Cathy White – latest survey regarding TA hiring.  Using info as are creating an 098T training course in the future and want estimate how many instructors will need.  Will be required for TA students. Will test launch in Fall 2013.
Closing assessment surveys.
Graduation – sent emails to students; need to sign up for convocation if would like to participate.
Convocation info on OGS Web site. 
Will be sending faculty and deans an email inviting them to participate; sit on stage.
Student employment – can do petitions via email instead of hard copy; has to come from Graduate Adviser.

Char: GCN Executive Committee elections.  5 open positions.  Char will send out email with info.  Can nominate self or others.  Won’t have an April meeting so will send out information on nominees electronically. EC tenure starts on June 1; 3-year appointment.

Respectfully submitted,
Rolee Rios

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