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Task Time Line - By Month
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| August | September | October | November |
| December | January | February | March |
| April | May | June | July |
August
Employment
- Prepare TA/AI/GRA Contracts. Template available at http://www.utexas.edu/ogs/employment/academic.html
- Compile HR I-9 documents for new student employees.
http://www.utexas.edu/hr/manager/forms/ - Complete Security Sensitive background checks for new employees:
http://www.utexas.edu/hr/manager/forms/ - New Student Employee Checklist:
http://www.utexas.edu/hr/student/new_student_employee_checklist.html - Appoint TAs/AIs/GRAs in HRMS using new rates from your College dean's office:
https://utdirect.utexas.edu/hrms/home.WBX - Process Scholarship payments.
https://utdirect.utexas.edu/apps/frms/home/ - Process SS2 Direct Tuition payments in DEFINE option SS2.
- Send update to Parking Services with list of authorized employees.
jeri.baker@austin.utexas.edu - Register International TAs for English Certification.
http://world.utexas.edu/esl/ita - Assist students with no SSN
Social Security letters for F-1 and J-1 Students
http://world.utexas.edu/forms/isss/SSN_info.pdf and - Remind new 20-hour TA/AI/GRAs to attend the HR Orientation class -TXClass PN200 or PN1000 and to sign up for insurance.
https://utdirect.utexas.edu/txclass/index.WBX?component=0 - Remind non-resident 20-hour TAs/AIs/GRAs to claim their waiver of non-resident tuition on UT Direct at https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
- Remind international students to complete waiver of the required UT student health insurance based upon an academic appointment - https://utdirect.utexas.edu/isss/waive_insurance.WBX.
- Any employee may confirm their employee appointment information at https://utdirect.utexas.edu/pnbiog/pnbiap.WBX
Orientation
- Remind Graduate Adviser, Chairman and new students about orientation date, time and place.
- Plan reception and packets for incoming students, include librarian contact.
- Connect new students with mentors.
- Tell new students about the Graduate School's web site for New and Current Students - http://www.utexas.edu/ogs/current/
- Advise students who plan to work as Teaching Assistants that payment deadlines for tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
Financial
- Provide your college dean's office (or appropriate office) with tuition waiver requests by reason of scholarship.
- Tuition payment deadline September 4, 2012.
Registration
- Registration for the fall semester for new and readmitted students who have not yet registered.
- Students may check their individual registration times at https://utdirect.utexas.edu/registrar/ris.WBX
- Remove registration bar: go to mainframe program NRRECS, option rr
- To manually register on behalf of a student, or to override restricted courses in your own department, go to mainframe program NRTTVR
- Registrar's page contains Course Schedule and Registration Access calendar: http://registrar.utexas.edu
- Add/drop for the fall semester for students who registered and paid their tuition and fees.
- Create registration report for graduate supervisors review
https://utdirect.utexas.edu/easi/index.WBX - Advise students who plan to work as Teaching Assistants that payment deadlines for tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
- Remind students they must click "CONFIRM" even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
Classes
- Classes begin Wednesday August 29, 2012
September
Holiday
- Labor Day, September 3, 2012
Registration
Calendar of important dates: http://registrar.utexas.edu/schedules/119/whentoregister
- Last day of the official add/drop period, after this date, changes in registration require the approval of the department chair and usually the student's dean.
- Last day graduate students may register and pay tuition and fees without the approval of the graduate dean.
- 12th class day - Record final class schedules.
- Payment for added classes (add bill) due by 5:00 p.m.
- Last day to drop a class for a possible refund.
- Last day a graduate student or a law student may, with the required approvals, add a class.
- Keep a record of students' names and their faculty mentors for each conference course, independent study, thesis, report, exhibition, dissertation.
- Print 12th day class schedules
Financial
- Help students understand their tuition bill:
https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX - Second tuition and fee payment due for students who selected the three-payment plan.
- Priority date for student financial aid applications for the spring semester. http://finaid.utexas.edu
Admission
- Prepare admissions files using EASI:
- https://utdirect.utexas.edu/easi/index.WBX
- Sort mail, update files, compile admissions summary for graduate faculty review.
- Respond to admissions inquiries.
- Follow up with applicants who have incomplete files.
GSC
- Gather faculty signatures for the Graduate School: Chair, Graduate Adviser, etc. (Signature Page). (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
- Update Graduate Studies Committee faculty list. ). (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
- Graduate Catalog changes due November 1.
http://www.utexas.edu/provost/planning/cat_change/graduate_level.html
October
Coordinating Board's 18 Characteristics of Doctoral Programs report due to the Graduate School
http://www.utexas.edu/ogs/adv-coor/18characteristics.html
Advising
- Prepare spring advising schedule with your graduate adviser.
- Update students degree progress using EASI: https://utdirect.utexas.edu/easi/index.WBX
- Advise students who plan to work as Teaching Assistants in the next semester that payment deadlines tuition will be due by (date set by college).
Registration
- Remove advising bars for spring as soon as students have been advised. Go to mainframe program NRRECS, option RR.
- Registration for the spring semester for continuing and readmitted students.
- Students may check their individual registration times at: https://utdirect.utexas.edu/registrar/ris.WBX
- To manually register on behalf of a student, or to override restricted courses in your own department, go to mainframe program NRTTVR
- Registrar’s page contains Course Schedule and Registration Access calendar: http://registrar.utexas.edu/
- Add/drop for the spring semester for students who registered and paid their tuition and fees.
- Last day a student may change registration in a class to or from the pass/fail or credit/no credit basis.
- Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
Study Abroad
- Application deadline for study abroad programs for the spring semester. http://world.utexas.edu/abroad
Graduation
- Last day to apply for a graduate degree, Monday, October 15, 2012. http://www.utexas.edu/ogs/pdn/
Admission
- Spring admissions - provide Admissions Committee with applications for review.
- Finalize spring admissions. Update admissions letters
- Admit/Deny students in EASI database: https://utdirect.utexas.edu/easi/index.WBX
- Send “rescind admission” requests to GIAC for students who decline admission to UT.
Orientation
- Coordinate with Graduate Adviser, Chairman and new students about orientation date, time and place in January.
- Plan reception and packets for incoming students, include librarian contact. Official Occasion Entertainment forms and catering if needed.
- Connect new students with mentors.
- Tell new students about the Graduate School's web site for New and Current Students - http://www.utexas.edu/ogs/current/
- Advise student who plan to work as a Teaching Assistant that Payment deadlines for tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
Financial
- Diversity Fellowships - faculty deadline
- http://www.utexas.edu/ogs/funding/fellowships/
Process awards in EASI pull down menu to GCD Grad School Fellowship https://utdirect.utexas.edu/easi/index.WBX - Final tuition and fee payment due for students who selected the three-payment plan: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
Employment
- Register prospective international TAs/AIs to take the ITA Oral English Proficiency test
November
Graduate Catalog changes due November 1. http://www.utexas.edu/provost/planning/cat_change/graduate_level.html
Registration
- Last chance to register for spring until January!
- Monitor Programs of Work for graduating students in EASI, choose pull-down menu Grad School Progress https://utdirect.utexas.edu/easi/index.WBX
- Students may check their individual registration times at: https://utdirect.utexas.edu/registrar/ris.WBX
- Tuition and fee bills for the spring semester distributed to students electronically. Notice is sent to the e-mail address on the student's record.
- Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
- Check Scheduled Final Oral Examinations for your department: http://utdirect.utexas.edu/ogs/oral.wb
Employment
- Remind non-resident 20-hour TAs/AIs/GRAs to claim their waiver of non-resident tuition on UT Direct at https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
- Inform and remind international TAs to sign up to take the Oral English Proficiency Test in early to mid-November.
- Prepare TA/AI evaluation packets if department has separate forms from the university.
Admission
- Remind non-resident 20-hour TAs/AIs/GRAs to claim their waiver of non-resident tuition on UT Direct at https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
- Inform and remind international TAs to sign up to take the Oral English Proficiency Test in early to mid-November.
- Prepare TA/AI evaluation packets if department has separate forms from the university.
- Advise students who plan to work as Teaching Assistants that Payment deadlines tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
Holiday
- Thanksgiving - November 22 - 24, 2012
December
Admissions
Remind new students about spring orientation date.
Financial
- Professional Development awards due. http://www.utexas.edu/ogs/funding/travel.html
- Graduate students turn in updated C.V. in preparation for Awards Committee meetings - varies by department.
- Spring fee bills payable by mid-December for continuing students and mid-January for new students. https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
Classes
- Classes end Friday, December 7, 2012
Graduation
- Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean: December 7, 2012. http://www.utexas.edu/ogs/pdn/
- Fall graduation ceremonies in the colleges and schools.
Employment
- Prepare TA/AI/GRA Contracts. Template available at http://www.utexas.edu/ogs/employment/academic.html
- Compile HR I-9 documents for new student employees. http://www.utexas.edu/hr/manager/forms/
- Complete Security Sensitive background checks. http://www.utexas.edu/hr/manager/forms/
- New Student Employee Checklist: http://www.utexas.edu/hr/student/new_student_employee_checklist.html
- Appoint TAs/AIs/GRAs in DEFINE using new rates from your College Dean's office: https://utdirect.utexas.edu/hrms/home.WBX
- Process Scholarship payments. https://utdirect.utexas.edu/apps/frms/home/
- Process SS2 Tuition payments in DEFINE, option SS2.
- Send update to Parking Services with list of authorized employees. jeri.baker@austin.utexas.edu
- Register International TAs for English Certification.
- Assist students with no SSN : Social Security letters for F-1 and J-1 Students
- Remind new 20-hour TA/AI/GRAs to attend the HR Orientation class -TXClass PN200 or PN1000 and to sign up for insurance. https://utdirect.utexas.edu/txclass/index.WBX?component=0
- Remind non-resident 20-hour TAs/AIs/GRAs to claim their waiver of non-resident tuition on UT Direct at https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
- Remind international students to complete waiver of the required UT student health insurance based upon an academic appointment - https://utdirect.utexas.edu/isss/waive_insurance.WBX.
- Any employee may confirm their employee appointment information at: https://utdirect.utexas.edu/pnbiog/pnbiap.WBX
Holiday
- Winter Break - December 24, 2012 - January 2, 2013
January
Employment
- Remind new international TAs to take the ITA Communication Workshop.
Admission
- Orientation for new students.
- Update graduate web pages, mailing lists https://utlists.utexas.edu/sympa and mailboxes for new students.
- Provide Admissions Committee with applications to review, use EASI database: https://utdirect.utexas.edu/easi/index.WBX
- Finalize fall admissions.
- Invite prospective students to visit. One per year may receive this award: http://www.utexas.edu/ogs/adv-coor/grants.html
- Update admissions letter; include aid information, if applicable. Include provision that official acceptance or rejection must come from the Graduate School. See Offer Letter language at:
- http://www.utexas.edu/ogs/employment/academic.html
- Admit/Deny students in EASI database.
Registration
- Add/drop for the spring semester for students who have registered and paid their tuition and fees.
- Assist with spring registration; adds/drops; rosters
- Keep a record of students' names and their faculty mentors for each conference course, independent study, thesis, report, exhibition, dissertation.
- 4th Class day, prepare registration report for graduate supervisors https://utdirect.utexas.edu/easi/index.WBX
- 12th class day: Last day for add/drop, register, and pay tuition and fees without dean's approval.
- Print 12th day class schedules
- Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
- Advise students who plan to work as a Teaching Assistant that Payment deadlines tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
- All Graduate students must pay tuition by 5:00 pm on January 17, 2013.
Financial
- Second tuition and fee payment due for students who selected the three-payment plan.
- Harrington Recruitment Fellowship Award Deadline. http://www.utexas.edu/ogs/funding/fellowships/
- Student request for payment of Professional Development award.
- http://www.utexas.edu/ogs/funding/travel.html
- Continuing Fellowship Award Deadline. http://www.utexas.edu/ogs/funding/fellowships/
Process awards in EASI pull down menu to GCD Grad School Fellowship https://utdirect.utexas.edu/easi/index.WBX - Tuition payment deadline for all students: January 17, 2013.
- Faculty vote of nominee for Continuing Fellowship. Documents can be uploaded February 4. Faculty reference letters could be obtained in January. Student(s) could start on their sections before break. http://www.utexas.edu/ogs/funding/fellowships/
- Process awards in EASI pull down menu to GCD Grad School Fellowship https://utdirect.utexas.edu/easi/index.WBX
Holiday
- Martin Luther King, Jr. Day, Monday, January 21, 2013
Classes
- Classes begin Tuesday, January 14, 2013
Graduation
- Students should apply for graduation: http://www.utexas.edu/ogs/pdn/
February
Financial
- Priority date for student financial aid applications for the summer session. http://finaid.utexas.edu/
- Monitor Continuing Fellowship application process: http://www.utexas.edu/ogs/funding/fellowships/
Admissions
- Coordinate campus visits for prospective students.
- Send “rescind admission” requests to GIAC for students who decline admission to UT, attach email from student.
March
Financial
- Pre-emptive Fellowship Nominations due to the Graduate School.
- Diversity and Recruitment Fellowship Nominations due to the Graduate School.
http://www.utexas.edu/ogs/funding/fellowships/
Process awards in EASI pull down menu to GCD Grad School Fellowship https://utdirect.utexas.edu/easi/index.WBX - Professional Development awards due to the Graduate School.
http://www.utexas.edu/ogs/funding/travel.html - Final tuition and fee payment due for students who selected the three-payment plan.
Registration
http://registrar.utexas.edu/calendars
- Last day to drop a course without a possible academic penalty.
- Last day to change a course to credit/no credit.
- Last day for new doctoral candidates to change registration to dissertation.
Graduation
- Last day to apply for a graduate degree: March 21, 2013. http://www.utexas.edu/ogs/pdn/
- Monitor Programs of Work for graduating students in EASI, choose pull-down menu Grad School Progress https://utdirect.utexas.edu/easi/index.WBX
- Check Scheduled Final Oral Examinations for your department: http://utdirect.utexas.edu/ogs/oral.wb
Holiday
- Spring Break March 11 - 16, 2013
Admission
- Assist faculty in their review of all applicants' files.
- Send letters of acceptance, rejection, and waiting list to all applicants. In your acceptance letters, include fellowship or TA offers. Include provision that official acceptance or rejection must come from the Graduate School.
- Coordinate campus visits for prospective students.
April
Advising
- Prepare summer and fall advising schedule with your graduate adviser.
- Remove bars after student has been advised in mainframe NRRECS option RR.
- Update students degree progress in EASI https://utdirect.utexas.edu/easi/index.WBX
- Advise student who plan to work as a Teaching Assistant in the next semester that Payment deadlines tuition will be due by (date set by college).
Admission
- Coordinate campus visits for prospective students.
Financial
- Campus Visit Award Application deadline.
http://www.utexas.edu/ogs/adv-coor/grants.html - Priority date for student financial aid applications for the fall semester. http://finaid.utexas.edu/
- Application deadline for International Education Fee Scholarship (EFS) for study abroad programs.
- Prepare scholarship tuition waivers for Dean’s office for summer term.
- Remind students with TA/AI/GRA appointments for summer and fall to claim their Resident Tuition Entitlement by Reason of Employment online each semester. https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
Registration
- Remind students to check for their bars and advising times at https://utdirect.utexas.edu/registrar/ris.WBX
- Remove advising bars for summer and fall as soon as students have been advised. Mainframe program NRRECS, use option RR.
- Registration for the summer and fall semesters for continuing and readmitted students.
- Students may check their individual registration times at: https://utdirect.utexas.edu/registrar/ris.WBX
Study Abroad
- Application deadline for study abroad programs for the summer session and the fall semester.
May
Classes
- Classes end May 3, 2013
Graduation
- Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean. May 3, 2013
- Spring graduation ceremonies.
Registration
- Remind students to turn in Annual Report and updated CV (date varies by department).
- Last day a graduate student may, with the required approvals, drop a class or withdraw from the university.
- Prepare independent study contracts/conference course contacts for students and their faculty mentors to sign for summer and fall conference courses.
- Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
- Advise students who plan to work as a Teaching Assistant that Payment deadlines tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
Financial
- Last due date for a student to request for payment of Professional Development award. http://www.utexas.edu/ogs/funding/travel.html
Employment
- Prepare TA/AI evaluation packets if department has separate forms from the university.
- Prepare TA/AI/GRA contracts for summer. Template available at http://www.utexas.edu/ogs/employment/academic.html
- Compile HR I-9 documents for new student employees. http://www.utexas.edu/hr/manager/forms/
- Complete Security Sensitive background checks. http://www.utexas.edu/hr/manager/forms/
- New Student Employee Checklist: http://www.utexas.edu/hr/student/new_student_employee_checklist.html
- Appoint TAs/AIs/GRAs in DEFINE using new rates from your College Dean's office: https://utdirect.utexas.edu/hrms/home.WBX
- Process Scholarship payments. https://utdirect.utexas.edu/apps/frms/home/
- Process SS2 Tuition payments in DEFINE, option SS2.
- Send update to Parking Services with list of authorized employees. jeri.baker@austin.utexas.edu
- Register International TAs for English Certification.
- Assist students with no SSN : Social Security letters for F-1 and J-1 Students
- Remind new 20-hour TA/AI/GRAs to attend the HR Orientation class -TXClass PN200 or PN1000 and to sign up for insurance. https://utdirect.utexas.edu/txclass/index.WBX?component=0
- Remind non-resident 20-hour TAs/AIs/GRAs to claim their waiver of non-resident tuition on UT Direct at https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.
- Remind international students to complete waiver of the required UT student health insurance based upon an academic appointment - https://utdirect.utexas.edu/isss/waive_insurance.WBX.
- Any employee may confirm their employee appointment information at: https://utdirect.utexas.edu/pnbiog/pnbiap.WBX
- Advise students who plan to work as a Teaching Assistant that Payment deadlines tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
Admissions
- Notify any students on the waiting list as soon as their status is confirmed to admit or deny.
June
Employment
- Prepare TA/AI/GRA appointments in DEFINE: automatic reappointments for continuing students and new appointments for others.
Financial
- Professional Development award
nominations due to the Graduate School.
http://www.utexas.edu/ogs/funding/travel.html - Summer fee bills sent; payment due.
July
Financial
- Last due date for a student to request payment of Professional Development award.
http://www.utexas.edu/ogs/funding/travel.html
Admissions
- Confirm college orientation date and date for department orientation with graduate adviser and department chair.
- Set orientation date, schedule graduate adviser and chair if they are presenting, schedule room, Official Occasion Entertainment forms and catering if needed.
- Update Handbook or other by-laws for graduate students.
- Update graduate web pages, mailing lists https://utlists.utexas.edu/sympa and mailboxes for new students.
- Update packet of information you send to prospective students.
- Send tentative August orientation calendar to incoming students.
GSC
- Gather faculty signatures for the Graduate School: Chair, Graduate Adviser, etc. (Signature Page). (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
- Update Graduate Studies Committee faculty list and Report of Admitted Students. (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)