Director of Graduate Studies Handbook: Suggested Components

The following are guidelines for items to include in collegiate handbooks for Directors of Graduate Studies. Most of the items apply to all colleges, although individual colleges will have college-specific information they will want to add (e.g., collegiate policies, procedures, resources). Colleges are encouraged to include additional information that will be of assistance to Directors of Graduate Studies in fulfilling the DGS role and responsibilities.

I. Introduction

1. Content and Format of This Handbook
2. Structure and Role of the College
3. Definition, Role and Responsibilities of the Director of Graduate Studies (see also Administrative Policy: Appointments as Director of Graduate Studies)
4. Sources of Information

II. Student Academic Progress

1. Confidentiality
2. Recruitment 
   1. Recruiting Fairs, Publications, etc.
   2. Inquiry Response, Campus Visits, etc.
   3. Admitted Applicant (recruiting weekends, etc.)
   4. MyU Portal
   5. Recruitment Technology (Connect, Salesforce, etc.)
   6. Diversity
   7. International
3. Admissions (see also Administrative Policy: Admission for Master's and Doctoral Degrees and Graduate School Admissions Toolkit)
   1. Admissions system:
      • Application
      • Recommendation
      • Transcripts
      • Test Scores
      • Documents: Statements/Resumes/Program Application/etc.
      • Admission Letters/Notices
      • Assistantship Offers
   2. Application Review
   3. Procedures when Application is Received
      • Applications Monitored for Completeness
      • Occasional Waiver of Application Fee
      • GRE Scores, if applicable
   4. International • Foreign Credential Evaluation Resources • I-20 Student Visas • English Language Proficiency Requirements • ISSS Resources
   5. April 15 Resolution – Council of Graduate Schools (CGS) (Resolution Regarding Graduate Scholars, Fellows, Trainees, & Assistants)
   6. Special Admissions (coursework only, non-degree, etc.)
   7. Readmission/Change of Status Readmission/Change of Status (see also Administrative Policy: Readmission and Changes to Master's or Doctoral Degree Objectives)
   8. Appeal Procedure and/or Reapplication
   9. Deferral Process
   10. Application Deadline Dates – Admissions and Financial Aid
   11. Templates – Offer Letters, Application Instructions, etc.
4. Financial Support
   1. Office of Graduate Fellowships and Awards
   2. Graduate Assistantships, Fellowships, and Traineeships (see also Administrative Policies: Graduate Assistant Employment and University-Administered Graduate Student Fellowships and Traineeships )
   3. Other Financial Aid for Graduate Students
5. Orientation
6. Graduate Student Health Care Plan
7. International Student and Scholar Services
8. Graduate Assistant Employment
9. Graduate School Diversity Office
10. Council of Graduate Students (COGS)
11. Professional Student Government (PSG)
12. Disability Resource Center
13. Student Mental Health
14. Registration
    1. Registration Period
    2. Registration Materials
    3. Eligibility to Register
    4. Registration Holds and Warnings
    5. Registration Requirements
    6. Registration Categories
       • Coursework Registration
       • Special Registration Categories
       • Thesis Credit Registration
       • CIC Traveling Scholar Program Registration (see II.c.6)
       • Academic Staff Tuition Benefit Program
    7. Changes in Registration
    8. Certificate of Student Status
    9. Residency Requirements and Tuition Policies
       • Residency (Residency and Reciprocity Handbook (PDF)
       • Tuition
    10. Leave of Absence (Administrative Policy: Leave of Absence and Reinstatement from a Leave: Graduate Students)
15. The Grading System (see also Administrative Policy: Grading and Transcripts: Crookston, Morris, Rochester, Twin Cities)
    1. General Grading Policy
       • Incompletes: Graduate and Professional Students (see item D.4)
       • Repeating Courses: Graduate Students (see items F.6.d and f)
    2. Other Student Record Symbols
    3. Restriction of the Grading System
    4. Overall Grade Point Average
    5. Grade Requirements for the Award of Degrees (see also Administrative Policies: Doctoral Degree: Performance Standards and Progress and Master's Degree: Performance Standards and Progress)
16. Student Records
    1. Student Records Privacy (See Student Records Privacy and Access on the Onestop website)
    2. Board of Regents Policy: Student Education Records
    3. Requesting Access to Private Student Data (See Enterprise Access Requests Self Help Guide)
    4. Graduate Student Imaged Documents
    5. Central Reporting Resources (Enterprise Data Management & Reporting: Reporting Tools)
       • MyU Portal, Reporting Center
       • Enterprise Data Warehouse
    6. Student Records in the College Office
    7. Student Records in the Program Office

17. Degree Progress: Forms and Related Processes

    OneStop Student Services, Twin Cities: Degree Completion Steps

    1. Master's Students
    2. Doctoral Students
    3. Post-baccalaureate Certificate Students
18. Responsible Conduct of Research and Scholarship 
    1. Human Research Protection Program
    2. Research Animal Resources
19. Application of Credits to Degree Requirements (see also Administrative Policy: Application of Credits for Students Earning Graduate Degrees)
20. Written and Oral Examinations and Thesis Requirements for Graduate Degrees
    1. Master’s Degree (see also Administrative Policies: Master's Degree: Performance Standards and Progress and Master's Degree: Completion)
       • Plan A
       • Plan B
       • Plan C
       • Examinations for the Master's Degree
    2. Doctoral Degree (see also Administrative Policies: Doctoral Degree: Performance Standards and Progress and Doctoral Degree: Completion)
       • Preliminary Written Examination
       • Preliminary Oral Examination
       • Thesis Preparation
       • Registration of the Thesis Title and Delivery of the Thesis to the Thesis Reviewers
       • Final Oral Examination
    3. Release of Thesis to the Public/Filing a Digital Copy of the Dissertation with the University
21. Time Limits for Completion of Degrees (see also Administrative Policies: Master's Degree: Performance Standards and Progress and Doctoral Degree: Performance Standards and Progress)
    1. Master's Degree and Specialist Certificate
    2. Doctoral Degree
    3. Extension of Time Limits
22. Degree Clearance
    1. Degree Completion Process (see also Onestop Student Services: Degree completion steps)
    2. Certification of Degree Award
       • Diplomas
       • Official Transcript
       • Letters of Certification
23. Grievance Procedures
    1. Academic-Related Issues (see also Administrative Policy: Addressing Student Academic Complaints)
    2. Sexual Harassment, Sexual Assault, Stalking and Relationship Violence (see also Board of Regents Policy: Sexual Harassment, Sexual Assault, Stalking and Relationship Violence)
    3. Discrimination (see also Appendix: Filing an Internal Discrimination Complaint and Equal Opportunity & Title IX)
    4. Student Conduct Code (see also Board of Regents Policy: Student Conduct Code)
    5. Office of Community Standards
24. Termination of Students (see also Administrative Policies: Master's Degree: Performance Standards and Progress and Doctoral Degree: Performance Standards and Progress)
    1. Academic Performance Evaluation
    2. Procedures when Academic Progress is Deficient
    3. Disciplinary Terminations

III. Student Health and Wellness

1. Student Mental Health (see Personal Wellbeing: Mental Health on the Safe Campus website)
2. Student Counseling Services
3. Boynton Health Service (see Boynton Mental Health)
4. Disability Resource Center)

IV. Academic and Professional Development

1. Central Resources

   The following University units provide support, resources and services to graduate students across disciplines and at various stages of their graduate programs.

   1. Graduate School Academic and Professional Development (See Academic & Career Support website)
   2. Center for Educational Innovation
   3. Student Counseling Services
   4. Center for Writing
   5. University Libraries (Library Research Tutorials)

2. Collegiate Resources

   Collegiate Career Services (Career Services website)

3. Graduate Program Resources

   Graduate programs are strongly encouraged to provide resources and services specific to their disciplines to assist graduate students with thesis/dissertation writing and job search processes.

V. Faculty Related Matters

1. Faculty with Graduate Education Responsibilities
   1. Criteria for Appointment
   2. Procedures for Appointment
   3. Teaching-only Appointments
   4. Termination of Appointment
   5. Continued Graduate Education Responsibilities for Professors Emeriti (see also Administrative Policy: Graduate Advisor and Examination Committee Membership: Eligibility Requirements)
   6. Service on Student Examining Committees by Faculty from Other Colleges and Universities
   7. Graduate Education Faculty Role List
2. Relatives in Departments and on Examining Committees (see also Administrative Policy: Graduate Advisor and Examination Committee Membership: Eligibility Requirements)
3. Individuals Pursuing a Graduate Degree and on Examining Committees (see also Graduate Advisor and Examination Committee Membership: Eligibility Requirements)

VI. Curricular and Graduate Program Related Matters

1. Graduate-Level Courses 
   1. Approval of New Courses and Course Changes
   2. Grading of Graduate Students in Courses that Also Enroll Undergraduates (see item B.3 in Administrative Policy: Grading and Transcripts: Crookston, Morris, Rochester, Twin Cities)
   3. Expected Time per Course Credit (See Administrative Policy: Expected Time per Course Credit: Crookston, Morris, Rochester, Twin Cities)
   4. Graduate Education Catalog
2. Degree Program Requirements
   1. Credit requirements for master's and doctoral degrees (see Administrative Policy: Credit Requirements for Master's and Doctoral Degrees)
   2. Application of Graduate Credits to Degree Requirements (see Administrative Policy: Application of Credits for Students Earning Graduate Degrees)
   3. Adding, Changing or Discontinuing Academic Programs (see Administrative Policy: Adding, Changing, or Discontinuing Academic Plans)