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Graduate Coordinator Network

"Providing faculty, student, and graduate program support
to achieve the university's mission."

Graduate Coordinator Network (GCN)

Registration

Frequently Asked Questions

  1. How is the Advising Process Handled?
    The departments notify their students by email or notifications in their mailbox when advising is to start. Advising procedures vary from department- to-department--most require an advising form. Most departments have advising bars placed on their students who must be advised by the Graduate Adviser or their immediate supervisor. Some departments have one form to be completed during their first year which outlines all the course work to be taken for their respective degrees; in others, the Adviser holds two meetings with those students in the Master's and Ph.D. programs; and in others, students must come every semester to be advised. After advising, the bar is lifted and a student can then register.
  2. How is Registration handled?
    Student Only    : Students register themselves through the web (ROSE).
    Coordinator    : Astronomy and Marketing registers all their students; Physics registers all incoming first-year students for the fall semester only. Psychology registers any student on an internship. If courses are restricted, then the coordinator can register the student.
  3. How do you handle Add/Drops?
    Student Only: Students do their own add/drops during the first 4 class days. Afterwards, they should fill out an add/drop form and take to the respective departments. Marketing Coordinator drops and adds to keep abreast of student's courses. Coordinator can override if a course is filled with a note from the faculty member teaching the course to add using NRTTVR.
  4. How many hours of registration is required in your specific programs?
    If a student is appointed as a GRA, TA or AI, they must be registered for 9 hours. If part-time, then 3-6 hours. ASTRONOMY requires first-year, first-semester to register for 13 hours, second semester, first year and all of second year - 12 hours; third year and beyond - 9 hours. NURSING requirements for Alternate Entry MSN-during the first year, students are required to go full-time (Fall 12 hours, Spring 14 hours, Summer 4 hours each session).
  5. Do you mail information to incoming graduate students about the registration process?
    Most departments mail orientation information to the new incoming class in June and July. Information includes housing, orientation dates, registration dates, etc.
  6. How do you handle petitions for students who do not meet the 3.0 GPA to remain in good standing if they are appointed:
    A petition is written to the Graduate School requesting permission for the students to be reappointed and will state reasons for such a request. This is sent by the Graduate Adviser and can be a formal letter or an email request.
  7. What mainframe screens do you find helpful in your work?
    NRRECS, NRTTVR, GSADM
  8. How are dismissals handled?
    Ph.D. students are reviewed for academic progress by their supervisors. If it is determined that there is very little or no progress, then a meeting is held with the GSC to discuss the situation. If it is agreed that termination is recommended, a letter is sent by the Graduate Adviser or Chairman of the GSC informing the student of the decision and another letter is written to the Graduate School requesting termination. There is usually a warning letter(s) sent to the student before this action is taken. If a student is on academic warning at the end of a semester and they fail to achieve the 3.0 GPA, then the Graduate School sends a dismissal letter. Usually a student will leave on his/her own if they are not doing well academically.
  9. Are there any particular problems that arise during the registration process?
    Students forgetting to register; classes fill up too fast; students who fail to clear any bars such as library fines, academic computing, parking tickets, etc.; and some departments restrict classes, so permission is required.
  10. Do you have contact people to call if there is a problem?
    Here are some examples of people to contact for specific problems.
    Regarding Registration    : Annelle Lester;
    In the International Office for waiving of international health insurance for those students with appointments: Debbie Denison;
    Student Billing    : Angie; Special Billing: Diana Lockhart and DeLayne;
    I-20s in the International Office     : Kitty Villa;
    GIAC    -: Reyes Perez and Pat Ellison (US applications);
    Appointments    : Viola Roy;
    The Graduate School    : Mary Alice Davila; and
    Optional Practical Training and Curricular Practical Training    : Deanne Willis.
  11. How does your department handle re-applications?
    If a student left in good standing (usually for personal reasons, medical or a leave-of-absence), they fill out a re-application form and submit any additional documents that may be required. The Graduate Adviser makes the decision to admit. If a student did not leave in good standing, then the department may require additional information and a review before making a decision.
  12. What sort of questions do you receive (if any) regarding the registration process?
    Questions about bars (what are they and how do I take care of them)?
    When do I register?
    Do I register myself or do you register me?
    Can I change grading status or drop/add after the deadline?
    Questions regarding the international insurance.
  13. Would you be willing to serve as a contact person for general registration questions (your name would be on the web)?
    Listed below are coordinators that have volunteered to help with registration questions:
    Elizabeth Korves - Astronomy
    Norma Kotz - Physics
    Tamra Rogers - Botany
    Lydia Griffith - Materials Science and Engineering
  14. Do you handle grades?
    All coordinators handle grade change forms for their graduate students. Some collect the grades and place copies in their files.
  15. Do you appoint your TAs, AIs and GRAs?
    Some coordinators assist in the assignments and notifications of the appointments but the Sr. Administrative Associate actually does the electronic appointments. But others have no appointment responsibilities.
  16. Do you inform students about financial aid?
    If there are any questions, students are told to contact the Financial Aid Office. Information about support is included in the offer letters for those students accepted as a TA or GRA.
  17. Do you inform your students when advising and pre-registration is coming up?
    All coordinators send their students an email and post notices of the dates of advising and pre-registration. The RIS sheets are either placed in the student's mailbox or given to the student in a registration packet.
  18. Do you attend the information workshops on registration given by the Office of Graduate Studies) and Jim (Registration Help-line)?
    This is a good time to network with other coordinators and get additional information about registration..
  19. Incompletes, what are they and how do I handle them?
    If a student has an incomplete, it must be cleared up by the following semester or it becomes a permanent "I". When work is completed, a Grade Change Form is sent/obtained for the faculty member involved with the "I" to filled-out and completed and then it is sent/faxed (but not both) to the Office of Graduate Studies for approval and then down to the Registrar's office to record the new grade.
  20. What is Late Registration?
    If a student does not pre-register and then he/she is on late registration. A student can register himself during the first 4 class days with a $25 late registration fee. After the 4th class day, he/she must go to each department for registration for a class and a charge of $50 is enforced. After the 12th class day, if a registration is needed, a charge of $200 is enforced and a Late Registration Petition is required. The student must get the signatures of professors for each course he/she is taking, have the graduate adviser sign and then go to the Graduate School for approval. Once it is approved, the student then takes the form to Registration Supervision, Room 16 for processing and a fee bill is generated. The student must submit the fee bill and payment to the Cashier's Office, MAI 8, to complete their registration. Students must pay in person the day petition is approved and should not use the Drop Box or their registration will be cancelled.
  21. When does a student use a Leaves of Absence?
    The Graduate School has forms for both masters and doctoral students. Unless these forms have changed, the colors are: Doctoral (green) and Masters (yellow). For students in candidacy, a letter from the student and a petition from the graduate adviser requesting the leave of absence is required. Then it should be attached to the form and submitted to the Graduate School for their approval prior to the start of the semester the leave is granted. Should a student be approved for a leave and returns, the student must file a re-application form before the deadline date, attach the approved leave form, and send it in to Graduate Admissions to avoid paying the $40 reapplication fee.
  22. How is registration for Affiliated Studies handled?
    If a graduate students receives a recognized grant or fellowship to study abroad, they can go to the International Office and see Heather-Meacham-Thompson and fill out a form. The IO office maintains a list of acceptable grants/fellowships. When this has been approved, the IO office registers the student on a semester-by-semester basis. The student pays a fee of $60 for registration for each semester they will be on AS.
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