Task Timeline - By Month
Jump To:
| August | September | October | November |
| December | January | February | March |
| April | May | June | July |
August
Employment
- Prepare TA/AI/GRA Contracts.
- Compile HR I-9 documents for new student employees.
- Complete Security Sensitive background checks.
- Appoint TAs/AIs/GRAs in DEFINE using new rates from Dean's office
- Process Tuition and Fees/Scholarship payments.
- Send update to Parking Services with list of authorized employees.
- Register International TAs for English Certification. Assist students with no SSN - http://ita.io.utexas.edu/Registration.html
- Remind new 20-hour TA/AI/GRAs to attend the HR Orientation class -TXClass PN200 or PN1000 and to sign up for insurance.
- 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.
Orientation
- Prepare orientation and advising meeting with graduate adviser and department chair.
- Plan reception and packets for incoming students.
- 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/
Financial
- Provide Dean's office with tuition waiver requests by reason of scholarship.
Registration
- Registration for the fall semester for new and readmitted students who have not yet registered.
- Add/drop for the fall semester for students who registered and paid their tuition and fees.
Classes
- Classes begin.
September
Holiday
- Labor Day
Registration
- 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
- 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.
Admission
- Prepare admissions files: sort mail, compile admissions summary.
- 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).
- Update Graduate Studies Committee faculty list.
October
Advising
- Prepare spring advising schedule with your graduate adviser.
- Update students degree progress in EASI
Registration
- Remove advising bars for spring as soon as students have been advised.
- Registration for the spring semester for continuing and readmitted students.
- Last day a student may change registration in a class to or from the pass/fail or credit/no credit basis.
Study Abroad
- Application deadline for study abroad programs for the spring semester.
Graduation
- Last day to apply for a graduate degree.
Admission
- Spring admissions - provide Admissions Committee with applications for review.
- Finalize spring admissions. Update admissions letters
- Admit/Deny students in EASI database.
Financial
- Diversity Fellowships - faculty deadline
- Final tuition and fee payment due for students who selected the three-payment plan.
Employment
- Register prospective international TAs/AIs to take the ITA Oral English Proficiency test - http://ita.cte.utexas.edu/
November
Registration
- Last chance to register for spring until January!
- 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.
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
- Prepare admissions files: sort mail, compile admissions summary.
- Respond to admissions inquiries.
- Follow up with applicants who have incomplete files.
Holiday
- Thanksgiving
December
Financial
- Professional Development awards due.
- Graduate students turn in updated c.v. in preparation for Awards Committee meetings - varies by department.
- Faculty vote of nominee for Continuing Fellowship. All documents will be due in mid-January. Faculty reference letters could be obtained in December. Student(s) could start on their sections before break.
- Spring fee bills payable by mid-December for continuing students and mid-January for new students.
Classes
- Classes end.
Graduation
- Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean.
- Fall graduation ceremonies in the colleges and schools.
Employment
- Prepare TA/AI/GRA contracts for spring.
- Compile HR I-9 documents for new student employees.
- Complete Security Sensitive background checks.
- Appoint TAs/AIs/GRAs in DEFINE using new rates from Dean's office.
- Process Tuition and Fees/Scholarship payments.
- Send update to Parking Services with list of authorized employees.
- Register International TAs for English Certification. Assist students with no SSN - http://ita.io.utexas.edu/Registration.html
- Assist students with no SSN.
- Remind new 20-hour TAs/AIs/GRAs to attend the HR Orientation class, TXClass PN200 or PN1000 and to sign up for insurance.
- Remind international TAs to sign up to take the Oral English Proficiency Test.
Holiday
- Winter Break
January
Employment
- Remind new international TAs to take the ITA Communication Workshop.
Admission
- Provide Admissions Committee with applications to review
- Finalize fall admissions.
- Update admissions letter; include aid information, if applicable. Include provision that official acceptance or rejection must come from the Graduate School.
- 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.
- 12th class day: Last day for add/drop, register, and pay tuition and fees without dean's approval.
- Print 12th day class schedules
Financial
- Second tuition and fee payment due for students who selected the three-payment plan.
- Harrington Recruitment Fellowship Award Deadline.
- Student request for payment of Professional Development award.
- Continuing Fellowship Award Deadline.
Classes
- Classes begin.
Holiday
- Martin Luther King, Jr. Day
Graduation
- The Masters degree spring graduation application opens online at https://utdirect.utexas.edu/ogs/forms/candidacy/app.WBX
February
Financial
- Priority date for student financial aid applications for the summer session.
Admissions
- Coordinate campus visits for prospective students.
March
Financial
- Pre-emptive Fellowship Nominations due to the Graduate School.
- Diversity and Recruitment Fellowship Nominations due to the Graduate School.
- Professional Development awards due to the Graduate School.
- Final tuition and fee payment due for students who selected the three-payment plan.
Registration
- 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 online for spring Masters graduation https://utdirect.utexas.edu/ogs/forms/candidacy/app.WBX
- Deadline for graduating PhD students to turn in the Degree Candidate Form (.pdf) to the Graduate School
Holiday
- Spring Break
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.
- Update students degree progress in EASI
Admission
- Coordinate campus visits for prospective students.
Financial
- Campus Visit Award Application deadline.
- Priority date for student financial aid applications for the fall semester.
- Application deadline for International Education Fee Scholarship (EFS) for study abroad programs.
- Prepare scholarship tuition waivers 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.
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.
- Registration for the summer and fall semesters for continuing and readmitted students.
Study Abroad
- Application deadline for study abroad programs for the summer session and the fall semester.
May
Classes
- Classes end.
Graduation
- Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean.
- Spring graduation ceremonies.
Registration
- 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.
Financial
- Last due for a student to request for payment of Professional Development award.
Employment
- Prepare TA/AI evaluation packets if department has separate forms from the university.
- Prepare TA/AI/GRA contracts for summer.
- Appoint TAs/AIs/GRAs in DEFINE.
- Process Tuition and Fees/Scholarship payments for GRAs.
- Send update to Parking Services with list of authorized employees.
- 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.
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.
- Summer fee bills sent; payment due.
July
Employment
- Prepare TA/AI/GRA automatic reappointments and new appointments in DEFINE for summer.
Financial
- Last due for a student to request for payment of Professional Development award.
Admissions
- Set orientation date, and schedule graduate adviser and chair if they are presenting, schedule room and catering if needed.
- Update Handbook or other by-laws for graduate students.
- Update graduate web pages.
- 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).
- Report number of admissions to Graduate School.
- Update Graduate Studies Committee faculty list.