APPENDIX TO POLICY

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 http://policy.umn.edu/education/appointdgs)
  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 http://policy.umn.edu/education/maphdadmission and https://www.grad.umn.edu/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) (http://www.cgsnet.org/ckfinder/userfiles/files/CGS_Resolution.pdf)
    6. Special Admissions (coursework only, non-degree, etc.)
    7. Readmission/Change of Status (see also http://policy.umn.edu/education/maphdobjectives)
    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. Graduate School Fellowship Office (http://www.grad.umn.edu/funding-tuition/fellowshipsandgrants)
    2. Graduate Assistantships, Fellowships, and Traineeships (see also http://policy.umn.edu/hr/gradstudentemployment and http://policy.umn.edu/education/fellowships)
    3. Other Financial Aid for Graduate Students
  5. Orientation
  6. Graduate Student Health Care Plan (http://www.shb.umn.edu/twincities/students/student-health-benefit-plan.htm)
  7. International Student and Scholar Services (http://www.isss.umn.edu)
  8. Graduate Assistant Employment (http://www1.umn.edu/ohr/gae)
  9. Office for Diversity in Graduate Education (ODGE) (https://diversity.umn.edu/gradeducation)
  10. Council of Graduate Students (COGS) (http://www.cogs.umn.edu)
  11. Professional Student Government (PSG) (http://www.umnpsg.org)
  12. Disability Resource Center (http://diversity.umn.edu/disability/)
  13. Student Mental Health (http://www.mentalhealth.umn.edu)
  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
    10. Leave of Absence (http://policy.umn.edu/education/gradstudentleave)
  15. The Grading System (see also http://policy.umn.edu/education/gradingtranscripts)
    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 http://policy.umn.edu/education/doctoralperformance and http://policy.umn.edu/education/mastersperformance)
  16. Student Records
    1. Student Records Privacy (http://onestop.umn.edu/grades_and_transcripts/student_records_privacy.html)
    2. Board of Regents Policy: Student Education Records (http://regents.umn.edu/sites/regents.umn.edu/files/policies/Student_Education_Records.pdf)
    3. Requesting Access to Private Student Data (http://www1.umn.edu/datasec/security/RequestingaccessPDF.html)
    4. Graduate Student Imaged Documents (http://grad.umn.edu/faculty-staff/student_file_access/index.html)
    5. Central Reporting Resources (http://www.umreports.umn.edu)
    6. Student Records in the College Office
    7. Student Records in the Program Office
  17. Degree Progress: Forms and Related Processes
    1. Master's Students (see http://www.grad.umn.edu/students/masters/index.html)
    2. Doctoral Students (see http://www.grad.umn.edu/students/doctoral/index.html)
    3. Post-baccalaureate Certificate Students (see http://www.grad.umn.edu/students/postbac/index.html)
  18. Responsible Conduct of Research and Scholarship
    1. Human Research Protection Program (http://www.research.umn.edu/subjects)
    2. Research Animal Resources (http://www.ahc.umn.edu/rar)
  19. Application of Credits to Degree Requirements (see also http://policy.umn.edu/education/gradcreditdegree)
  20. Written and Oral Examinations and Thesis Requirements for Graduate Degrees
    1. Master’s Degree (see also http://policy.umn.edu/education/mastersperformance and http://policy.umn.edu/education/masterscompletion)
      • Plan A
      • Plan B
      • Plan C
      • Examinations for the Master's Degree
    2. Doctoral Degree (see also http://policy.umn.edu/education/doctoralperformanceand http://policy.umn.edu/education/doctoralcompletion)
      • 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 http://policy.umn.edu/education/mastersperformance and http://policy.umn.edu/education/doctoralperformance)
    1. Master's Degree and Specialist Certificate
    2. Doctoral Degree
    3. Extension of Time Limits
  22. Degree Clearance
    1. Degree Completion Process (see also http://www.grad.umn.edu/students/masters/index.html and http://www.grad.umn.edu/students/doctoral/index.html)
    2. Certification of Degree Award
      • Diplomas
      • Official Transcript
      • Letters of Certification
  23. Grievance Procedures
    1. Academic-Related Issues (see also http://policy.umn.edu/education/studentcomplaints)
    2. Sexual Harassment, Sexual Assault, Stalking and Relationship Violence (see also https://regents.umn.edu/sites/regents.umn.edu/files/policies/Sexual_Harassment_Sexual_Assault_Stalking_Relationship_Violence.pdf)
    3. Discrimination (see also http://policy.umn.edu/hr/conflictresolution-appb and https://diversity.umn.edu/eoaa)
    4. Student Conduct Code (see also http://regents.umn.edu/sites/regents.umn.edu/files/policies/Student_Conduct_Code.pdf)
    5. Office of Community Standards (https://communitystandards.umn.edu/)
  24. Termination of Students (see also http://policy.umn.edu/education/mastersperformance and http://policy.umn.edu/education/doctoralperformance )
    1. Academic Performance Evaluation
    2. Procedures when Academic Progress is Deficient
    3. Disciplinary Terminations

III. Student Health and Wellness

  1. Student Mental Health (see http://www.mentalhealth.umn.edu)
  2. Student Counseling Services (see http://www.uccs.umn.edu/group.htm)
  3. Boynton Health Service (see http://www.bhs.umn.edu/east-bank-clinic/mental-health-services.htm)
  4. Disability Resource Center (see http://diversity.umn.edu/disability/)

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. The Graduate School Academic and Professional Development (http://www.grad.umn.edu/current-students/apd)
    2. Center for Educational Inovation (http://cei.umn.edu)
    3. Student Counseling Services (http://www.uccs.umn.edu)
    4. Center for Writing (http://writing.umn.edu)
    5. University Libraries (https://www.lib.umn.edu/instruction/tutorials)
  2. Collegiate Resources

    Collegiate Career Services (http://www.career.umn.edu)

  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 http://policy.umn.edu/education/appointgradcomm)
    6. Service on Student Examining Committees by Faculty from Other Colleges and Universities
    7. Graduate Education Faculty Role List (https://faculty-roles.umn.edu)
  2. Relatives in Departments and on Examining Committees (see also http://policy.umn.edu/education/appointgradcomm)
  3. Individuals Pursuing a Graduate Degree and on Examining Committees (see also http://policy.umn.edu/education/appointgradcomm)

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 http://policy.umn.edu/education/gradingtranscripts)
    3. Expected Student Academic Work Per Credit (see also http://policy.umn.edu/education/studentwork)
    4. Class Hour/Credit Ratio (see also http://policy.umn.edu/education/instructionaltime)
    5. Graduate Education Catalog
  2. Degree Program Requirements
    1. Credit requirements for master's and doctoral degrees (see http://policy.umn.edu/education/maphddegreereq)
    2. Application of Graduate Credits to Degree Requirements (see http://policy.umn.edu/education/gradcreditdegree)
    3. Adding, Changing or Discontinuing Academic Programs (see http://policy.umn.edu/education/academicprogram)

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