1. SGS Admin Staff Workshop
Room IIC-2014
Bruneau Centre for Research & Innovation
9:30-11:30 a.m.
April 3, 2013
SGS Admin Staff Workshop

2. Agenda
Funding and scholarship matters
Enrolment services matters
Q&A

3. Funding and scholarships - Agenda
Payroll form checklist
Payroll calculator
Review of SGS guidelines regarding Fellowships

4. Payroll form checklist
Please ensure you have all information complete including:
Name; Last, First (as entered in Banner)
Employee ID number (only Student number required) – write NEW if new set-up
SIN – all Canadian or; International with Graduate Assistantships
attach SIN & Study Permit copies with new international students and renewals
Graduate Assistantships – Both Bi-Weekly & Lump Sum payments require the number of hours and Lump Sum Amounts also requires days those hours were worked. Rate of pay is $21.15 as of Sept 2012
Department signature required
Payroll forms are to be submitted to Graduate Studies
Account Codes Review and Earn Types (GAS, GSS, DGS)
Only GSS funds use the 413xx org number – all accounts are 68xxx
One copy only required (original not necessary)

5. TAUMAN
The standard GAship is still 56 hours. The University can assign non-standard GAships amounting to fewer or more than 56 hours. (Article 13.01) The minimum is 2 hours per 14-week semester. (Article 13.01)
Grads can hold more than one GAship, as long as they don’t work more than 24 hours per week, “…unless otherwise approved by the Dean of Graduate Studies” – for extenuating circumstances only. (Article 13.02)
(h) “Graduate Assistantship” shall be a contractual agreement between the University and a full-time graduate student for a specified number of hours of teaching support and/or research support delivered over the course of a semester. Article 3.01
Teaching Assistantships can only be set up on a semester basis. Research Assistantships can be set up for more than one semester.
Article 12 and 26 – Appointments and Wages

6. Payroll calculator Excel Spreadsheet Instructions:
Enter Start and Stop Date
Enter P.A. rate if known
If P.A. rate not known, enter desired cost into “expenditure” cell to generate p.a. rate calculation
Tools for calculator as well as calendar

7. SGS guidelines - Fellowships
All full-time graduate students are not permitted to work more than 24 hours per week (outside of their degree programs)
Funding caps for students receiving Fellowship only. $27,500 – Master’s, $35,000 PhD. Exception made for RDC recipients
Program of Study is only needed to adjust funding for students that have not arrived on campus. Current students funding can be adjusted with a payroll form
Change of Status form requires an explanation of whether the student is working more than 24 hours
Deadline: For submission of requests to Payroll, Department of Human Resources, the deadline is the Wednesday two weeks prior to the requested payday. Therefore, any requests to Graduate Studies must be received by the Friday previous to that Wednesday. Requests received after this day will be processed only if time and resources allow.

9. Special funding initiatives
Dean's Doctoral Award:
President's Doctoral Student Investment Fund (PDSIF):
Sponsored Student Fund:
Aboriginal Student Recruitment Fund:

10. Enrolment services - Agenda
Recruitment and marketing
Admissions
Registration
Fees
Progress
Outreach
Completion

11. Recruitment and marketing
Staff roles:
Recruitment and Retention Coordinator: data generation and mining, solicit and respond to inquiries, marketing (prospect and yield management), information sessions and webinars
Marketing Coordinator: microsite, social media, foreign social media, communications, MUNlive

12. Recruitment and marketing
What’s new?
Microsite and departmental websites – Fall 2013
Tailored info sessions:
Discipline-specific marketing
20 new MOUs and 3+1+1/2 pathways and cotutelle negotiations
Sponsoring agencies: CSC (China), VIED (Vietnam), SwB (Brazil)

13. Admissions Staff roles:
Records and Registration Officer: assigns Memorial student numbers and pushes web applications
Applications Officers (2): process applications and supporting documents, advise applicants on requirements and instructions
Admissions Officer: supervisor for admissions unit, oversees applications, processes admissions, verifies supporting documents

14. Admissions
Applications and supporting documents processed within 3-5 business days of receipt
Academic unit notified by of web applications to be printed
Paper applications and supporting documents sent by internal mail
Grad WWW Applicants (SWRGAPP) and Admission App Detail (SWRG008) Self-Service reports to manage files
Departmental graduate studies committee meets to review files
Tools for assessment of transcripts:
Admission requirements: undergraduate degree of second class standing + departmental requirements + English
Decisions normally made 1-2 months after a deadline has passed
Admissions: Program of Study form
Rejections: Graduate Application Not Accepted for Admission form
Reason for decision
Application recommendation (close file or offer reconsideration for later semester?)
Applicants not accepted notified by letter from SGS
Graduate admissions:
Conditional admissions – admission pending receipt of supporting documents, completion of degree program, etc.); applicant is sent letter only
Full admission – applicant fully admitted to program, sent full offer letter, program of study form, and new student checklist; applicant is able to access Self-Service and register on appropriate date
SGS carries out verification of supporting documents

15. Admissions Web application only
Supporting documents by to (transcript, test scores, and degree confirmation must be sent by mail)
Applicants can check status of supporting documents and application online
SWRG008 – used to track pending application and status
International students are ed offer letters

16. Post-admissions
New student website:
Accept/Decline form must be completed and returned to SGS by all fully admitted applicants
Decline offer of admission or request deferral of admission if necessary
Select payment plan (A or B)
Register for courses graduate registration (SUBJ 9000/9900)
International students must submit valid study permit to SGS before they can register
Pay fees by deadline
Graduate Student Orientation
Departmental orientation

18. Admissions
What’s new?
Critical review of applications processing workflow
Consolidation of departmental forms and web application
Application acknowledgement
Application fee: $50 for Canadians and permanent residents; $100 for international
Document imaging (Fall 2014?)
Working on electronic offer letters for
Post-admissions communications + webinars
Qualifying year: see Calendar

19. Registration Staff roles:
Records and Registration Officer: Ensures ESL requirement, maintains student files and records, administers leaves and withdrawals
Programs Officer: Oversees transfer of credit and academic changes to programs

20. Registration Instructions: http://www.mun.ca/regoff/registration
Relevant dates:
Automatic roll of 9000/9900 and start of registration roughly 5 weeks before start of classes
account notifying eligibility to register (3 weeks before registration)
Deadline of fees payment: start of classes
Last day to register: 2 weeks after start of classes
Last day to withdraw: 3 weeks after start of classes
Last day to drop courses: 7 weeks after start of classes
Confirmation of enrolment s
Must register for 9000/9900 in first semester or at end of leave of absence

21. Registration Register for program courses
If course not on program, submit Change of Program form first (for open electives, please define through CoP form before registration)
If taking multiple non-program courses or second program, Dean’s permission required
After 2 weeks, must register through Course Change form
Retroactive registration of courses requires letter or note from instructor
Only 9000/9900 registration needs approval from SGS
Transfer of credit:
Recommendation from head (through Change of Program form), official transcript, course syllabus
30% cap, 7 year limit, unused credits
Visiting Research Students:
Requirements: 1) letter from home university confirming grad student status, 2) letter from Memorial faculty member agreeing to supervision, 3) VRS application form, 4) Program of Study form
Registers for GRAD 9900 for each semester in residence (study permit may be required)
Charged health insurance each semester

22. Registration What’s new? New enrolment verification letter requests
International student webpage (to replace in-person consultations)
Tuition receipts (Fall 2013?)

24. Fees
Payment plan selected at time of admission (fixed after 1st semester) unless Change of Route or transfer
Students responsible for all program fees as part of payment plan, even if finishing early
For late registrants: 48 hours to pay fee (or complete payroll deduction form) after initial registration and charge
Opting out:
Recreation fee, complete Recreation Fee Exemption form and submit to Cashier’s Office
GSU health and dental insurance, submit form by appropriate deadline (3 weeks after start of classes) to GSU
Retroactive leaves or withdrawals result in refund of only program or continuance fees ($25 admin fee also charged)
Change in status will automatically affect fees

25. Progress Non-academic requirements:
English Placement Test (and possibly ENGL 102F and ENGL 9992) required for all grad students with TOEFL or IELTS
Second language requirement (PhD)
Animal Care Seminar -
PHIA training -
Adjustments to programs:
Changes in status requires Change of Status form
Changes to courses, committee membership, research title on Change of Program form
Changes to route (thesis, course, internship, etc.) requires Change of Route form
Transfer (MEd CTLS to MEd PSS, master’s to PhD, etc.) requires Program of Study form

26. Progress
Leave of Absence: students must submit Leave of Absence form to SGS by last day to withdraw
Extension: Request for Extension form submitted at start of last semester in program
Withdrawal: letter to Dean of Graduate Studies (last day to withdraw 3 weeks after start of classes)
Forms:

27. Progress
Annual Progress Report: must be submitted once a year (research programs only)
Failed grades: if no departmental regulations, allowed 1 repeat of failed course (or substitution for elective) with recommendation from head
Exam/paper rereads: application plus $50 to Registrar’s Office within 1 month of grade release
New appeal regs on grades
Incomplete grades: Head can permit INC grade up to one semester; further extension requires approval from ACE
Termination of program -

28. Progress What’s new? GRIP no longer required for any grad student
PHIA training – declared by supervisor and absolutely required
Electronic Annual Progress Report (Fall 2014?)

29. Outreach
Staff roles:
Senior Career Development Coordinator: career advising, resume edits, interview prep, 1-1 and workshop
Marketing Coordinator: manages marketing materials, website, MUNlive, SGS newsletter, social media, campaigns
Entrepreneurship Training Coordinator: manages ETP for international graduate students

30. Outreach
Graduate Student Orientation: normally September each year; invitations
Video recording of 2013 Orientation
Pre-orientation webinars in Spring 2013
E-Newsletter (The Edge): information on scholarships and awards, academic deadlines and dates, professional development opportunities, general resources
Career and Professional Development Services:
PSDP:
Exit surveys

31. Outreach
What’s new?
Entrepreneurship Training Program:
EDGE reboot:

32. Completion Staff roles:
Programs Coordinator: supervisor for programs unit, manages ethesis and edefence projects
Programs Officer: processes master’s and PhD exams, arranges for oral defences, oversees academic changes to programs, assists with Convocation
Programs Assistant: processes appointment of examiners letters, processes results of thesis exams, prepares brochures for and assists with oral defences

33. Completion
Comprehensive exams: Recommendation for Comp Exam form; results in memo
Guidelines for theses:
Full suite of e-theses templates available:
Google Docs environment for online thesis collaboration available Fall 2011
Master’s exam procedures:
PhD exam procedures:
e-defence:
Departmental procedures:
Graduate students must apply to graduate for Spring or Fall through Self-Service (at time of thesis submission to supervisory committee)
Recommendations for Award of Degree: financial audit, academic audit, completion, overnight notification to Registrar’s and Cashier’s Office

34. Completion
What’s new?
E-thesis project scaled back, soft launch Fall 2013
Discontinuation of personal bindings (effective Sept. 10, 2012)
Personal bindings through Lehman Brothers:
Self-Service interface for tracking program requirements and thesis exams (Fall 2014?)
Automated program audits and program completion letters (Fall 2014?)

35. Professional development
SGS workshops
team building and personalities
managing priorities and stress
business communications
Task-specific training
foreign credential evaluation
Banner Student/Finance for grad admin
student recruitment and recruitment marketing
records management

36. Awards
SGS Dean's Awards for Service Excellence:
Institutional awards/honours for service excellence:
ETS graduate education awards:
AACRAO awards:
NAGAP awards:
NAFSA awards:
CBIE excellence awards:
CCAE Prix D'Excellence:
CAUBO awards:

37. Thank you! Questions?