1. Graduate Advisor Workshop 2019
Office of Graduate & Professional Studies
Records Processing
Graduate Advisor Workshop 2019

2. OGAPS RECORDS PROCESSING TEAM
Agriculture
Bush School
Dentistry
Education
Liberal Arts
Mays
Medicine
Public Health
Vet Med
IDPs:
Agribusiness
Ecology & Evol. Biology
Energy
Genetics
Marine Biology
Molecular & Env. Plant Sciences
Toxicology
Biotechnology
Neuroscience
Water Management & Hydro Science
Stacy Hernandez
Degree Plans
Long Forms/Committee
Long Forms/Coursework
Research Proposals
Preliminary Exam Report
Final Exam Results
Admission to Candidacy
Transfer Work
Kim Widdison
MDD Petitions
Request for Final Exam/Exemption
Long Forms/Time Limits
Long Forms/Waivers & Exceptions
Special Request Letters
Letters of Completion & Intent
Graduation Cancellation
Full-Time Cert Request
Graduation Clearance Process

3. OGAPS RECORDS PROCESSING TEAM
Debbie Starnes
Degree Plans
Long Forms/Committee
Long Forms/Coursework
Research Proposals
Preliminary Exam Report
Final Exam Results
Admission to Candidacy
Transfer Work
Savanah Sanchez
MDD Petitions
Request for Final Exam/Exemption
Long Forms/Time Limits
Long Forms/Waivers & Exceptions
Special Request Letters
Letters of Completion/Intent
Graduation Cancellation
Full-Time Cert Request
Qatar/Galveston Relations
Architecture
Geosciences
Engineering
Nursing
Science
Law
Karen Seago
Communications
Request to Work Additional Hours
Back-up to all processors as needed

4. Typical Timeline/Milestones
* Requirements may vary within specific degree programs
Doctoral Degree Requirements*
Degree Plan
Preliminary Exam
Proposal
Admission to Candidacy
Final exam/ Defense
Dissertation
Master’s (Thesis Option) Degree Requirements*
Degree Plan
Proposal
Final exam/ Exemption
Thesis
Master’s (Non-Thesis Option) Degree Requirements*
Degree Plan
Final exam/ Exemption

5. Timelines/Milestone Con’t
Additional Requirements:
Doctoral Students:
Master’s degree: one academic year
Bachelor’s degree: one academic year plus one semester
Master’s Students: one semester at 9 hours
Residency
English Language for Int. Students
Must be verified to be admitted
Must be certified to teach
Continuous Registration
Thesis and Doctoral students are required to maintain continuous registration until all degree requirements have been completed.
Residence: page 83
English Language: 62-70
Continuous Enrollment: 81-82
Time Limits
Coursework: 10 years-doctoral, 7 years-masters
Preliminary Exam: 4 years
Final Exam: 1 year

6. Resources: OGAPS Website
Calendars & Deadlines
Forms & Information
Resources for Degree Completion
Professional Development Opportunities
Funding Opportunities
Links to Graduate Catalog, Thesis Requirements, and more

7. Resources: Graduate Catalog
TAMU requirements
Minimum University requirements
However, specific to each program
Includes TAMUG and TAMUQ
Committee size, specific course restrictions and minimum degree plan hours are loaded into DPSS for Audit Rules.

8. Resources: DPSS http://ogsdpss.tamu.edu Degree Plans Petitions
Committee Change
Coursework Change
MDD (changes to major, degree, or department)
Waivers/Exceptions
Time Limits

9. Students can create new or view existing documents
Student Screens
Students can create new or view existing documents
Ann
Aggie

10. Student Screens (cont’d)
If a template is being used, the courses or committee members are pre-populated and a message is displayed letting the student know. The student is still able to make entries or to delete anything that is there.

11. Student Screens (cont’d)
If the degree plan cannot pass audit but has a warning, the student may elect to enter an Exception Request

12. Pre-Committee Staff Approver
Order of Approval
Return to Student
Pre-Committee Staff Approver
Chair
Co-Chair
Committee
Department
OGAPS
An notification is sent to the pre-committee staff approver, alerting them there is a petition awaiting review and approval.
When the pre-committee staff approves the petition, notification is sent to all committee members for approval – starting with the chair. Once all members have approved the petition, it is then routed for departmental approval.
After departmental or intercollegiate faculty approval, the petition is forwarded to OGAPS for processing and final approval.

13. Degree Plan Blocking Criteria
Established by each college
Degree Plan Hold automatically removed when degree plan reaches “OGS” status in DPSS
Degree Plan holds can be removed with an from the GOC Dean of the student’s College

14. Document Status Codes
INC Document has been created and must be submitted to begin the approval process. All documents except the MDD Petition must pass an audit before submitted.
AU1 Document has been audited and is ready for submission. If the document is edited, it will have to be audited again before it can be submitted for approval.
STF Document has been submitted and is being reviewed by a staff member in the program.
SF2 Document has been submitted and is being reviewed by a staff member in the second program.
COM Document has been submitted and is being reviewed by the advisory committee.
CM2 Document has been submitted and is being reviewed by the second advisory committee.

15. Document Status Codes
DEP Document has been approved by the advisory committee and is now being reviewed by the departmental approver.
DP2 Document has been approved by the second advisory committee and is now being reviewed by the second department.
RCD A problem has been found by the committee or department while reviewing the document. The student should read the reviewer’s comments in the notification they receive and make appropriate revisions.
OGS Document has been approved by the advisory committee and department. It is now being reviewed by the Office of Graduate and Professional Studies.
APP Document has received final approval from the Office of Graduate and Professional Studies.
RET Document has been returned by OGS due to an error or missing requirements. If no edits are made, it will go directly to the department for approval when resubmitted. If edits are made, the student must re-audit and submit to the committee for approval again.

16. Generating Evaluations in Howdy
Texas A&M University
7/18/2019
Generating Evaluations in Howdy
Generating a degree evaluation is accomplished in the Howdy Portal. The Advising Tab provides links to the self-service degree evaluation pages.
To generate a degree evaluation, first:
Go to the Advising Tab in the Howdy Portal.
Enter students T# or UIN or Last Name & First Name.
Office of Graduate Studies

17. Select Degree Evaluation
Texas A&M University
7/18/2019
Select Degree Evaluation
Office of Graduate Studies

18. Generate New Evaluation
Texas A&M University
7/18/2019
Generate New Evaluation
Ann Aggie ( , T )
Select Program.
Select Term.
Click “Generate Request.”
Note: Unchecking the “Use In-Progress Courses” box will perform a final audit, which will not include in-progress courses.
Office of Graduate Studies

19. Texas A&M University
7/18/2019
Detail Requirements
Ann Aggie ( , T )
After processing your request, the degree evaluation options page is presented.
There are three different options for viewing the degree evaluation results. For graduate students, the “Detail” and “Additional Information” options are used.
To view:
Select the display option you want to view.
Click “Submit”
Office of Graduate Studies

20. Evaluation Structure Degree Evaluation Structure Detail Requirements
Texas A&M University
7/18/2019
Degree Evaluation Structure
Evaluation Structure
Detail Requirements
Program Details Program information, Cumulative Graduate GPA
Courses for Degree Plan GPA All degree plan courses, Degree Plan GPA
Work Not Applied Courses which are not on the student’s degree plan
Graded Degree Plan Courses Courses on the degree plan which must be taken for a letter grade
S/U Degree Plan Courses Courses on the degree plan which must be taken on a satisfactory/unsatisfactory basis
Additional Information
Non-Course Requirements Research Proposal, Preliminary Exam, Thesis, etc.
We will review each of the areas in detail while looking at a graduate student degree evaluation.
Office of Graduate Studies

21. Detail Requirements Program Information
Texas A&M University
7/18/2019
Detail Requirements Program Information
At the top of a graduate student’s degree evaluation you will see the degree program information with details about each requirement and degree plan course limitations.
Specific limitations for degree plan courses are included in this section. The course limitation text is static and will not change as a student completes the requirements or adds courses to the degree plan.
Scroll down the page to see more degree evaluation results.
Office of Graduate Studies

22. Graduate Cumulative GPA
Texas A&M University
7/18/2019
Graduate Cumulative GPA
The degree program used for the evaluation.
Graduate Cumulative GPA
Listed in the Program GPA field
Calculated with all courses which are eligible to be used on the graduate degree plan
DON’T READ SLIDE!
Please make a note that the graduate cumulative GPR is in the Program GPA field.
This GPR and the degree plan GPR are used to determine if a graduate student is qualified to hold a preliminary examination, final exam or clear for graduation.
The Overall GPA which appears below the Program GPA does not apply to graduate students and should not be used to advise graduate level students.
Office of Graduate Studies

23. Graduate Degree Plan GPA
Texas A&M University
7/18/2019
Graduate Degree Plan GPA
Courses for Degree Plan GPA
Courses on the student’s degree plan
These courses are used to calculate the degree plan GPA
DON’T READ SLIDE!
Scroll down to view the first area in a graduate degree evaluation.
This is the Degree Plan GPR area.
The total hours on a student’s degree plan are listed next to the area name at the top of the area.
All courses on the degree plan are listed on the left and followed by the credit hours required.
The column “Term,” those to the right of it, and the values displayed are similar to the undergraduate degree evaluations. Courses will be displayed here as the student registers and completes them.
The Degree Plan GPR is displayed at the end of this area on the right-hand side.
A very important note about this area: Because this area calculates the Degree Plan GPR, courses with grades of F, D and I will display in the right-hand column and “Yes” will display in the first column. This does NOT mean that the course satisfies the degree plan requirement. The completed course must be displayed in the Graded Degree Plan Courses or S/U Degree Plan Courses areas to apply toward the graduate degree.
Degree Plan GPA
Displays the total required degree plan hours next to the area name
Required Course
Courses Used
Required Credit Hours
Office of Graduate Studies

24. Work Not Applied Courses Not Applied
Texas A&M University
7/18/2019
Work Not Applied
Courses Not Applied
Displays courses which were not used on the degree plan
May be eligible to add to the current degree plan
These courses factor into Program GPA
DON’T READ SLIDE!
The next area is Work Not Applied. This area displays courses which were not used on the degree plan.
These courses may be eligible to apply to the graduate degree if approved by the student’s Advisory committee, department head and the Office of Graduate Studies, as is the current practice.
Office of Graduate Studies

25. Graded and S/U Degree Plan Courses
Texas A&M University
7/18/2019
Graded and S/U Degree Plan Courses
Graded Degree Plan Courses
Must be taken for a letter grade
Must receive a grade of ‘C’ or better to satisfy a requirement
Transfer courses must have a grade of ‘TB’ or better
S/U Degree Plan Courses
Must have a grade of ‘S’ to complete requirement
DON’T READ SLIDE!
The last two areas of the graduate degree evaluation repeat the courses on a student’s degree plan, but separates them into the courses which must be taken for a letter grade and those which may be taken on a satisfactory/unsatisfactory basis.
In the Graded Degree Plan area, a course must have a grade of C or better to complete the course requirement.
And transfer courses must have a grade of B or better.
In the S/U Degree Plan course area, only courses with a grade of ‘S’ will satisfy the course requirements.
Now let’s take a look at the non-course requirement section of the degree evaluation.
Choose the “Back to Display Options” link and then select the “Additional Information” view option.
Choose “Back to Display Options” and select the “Additional Information” option to view the non-course requirements.
Ann Aggie
Office of Graduate Studies

26. Non-Course & Rejected Courses
Texas A&M University
7/18/2019
Non-Course & Rejected Courses
Non-Course Requirements
Additional requirements for the graduate degree
Status and status date update as documents are entered by the Office of Graduate and Professional Studies
When the requirement is satisfied, the “Met” column displays “Yes”
Ann Aggie ( , T )
Rejected Courses
Not acceptable for use in a student’s degree program
This will include:
- Expired Courses
- Minimum grade has not been met
DON’T READ SLIDE!
The additional items which are required of graduate students are listed here.
Requirements are listed in the Description column.
Status and status date columns will update as documents are entered by the Office of Graduate Studies
If the requirement is a preliminary exam, final exam or defense, then the date in the status date column is the date of the examination.
The “Year Limit” column lists the number of years a requirement is valid.
When a non-course requirement is satisfied, the “Met” column displays “Yes”.
Now if you scroll to the bottom of the page, we’ll take a look at the “Rejected Courses” section.
This is where you will look to find if a course was not used toward the degree because it has expired. “Exceeded Year Rule Limit” shows in the “Reason” for expired courses.
At the graduate level, Non-Course Requirements include:
Graduate Degree Plan
Residence Requirement
Research Proposal
Preliminary Exam & Admission to Candidacy
Defense or Final Exam
Thesis or Dissertation
Please skip to page 25 in your handout.
Office of Graduate Studies

27. Letter of Completion Per the Graduate Catalog:
Texas A&M University
7/18/2019
Letter of Completion
Per the Graduate Catalog:
The letter of completion certifies that the student has completed all academic requirements for the degree and states the date the degree will be awarded.
This letter may be requested anytime from the point the student has completed all requirements for the awarding of the degree and until five days prior to commencement.
Office of Graduate Studies

28. Any Questions? Contact us at: Graduate Records Processing
Office of Graduate and Professional Studies
112 Jack K. Williams Administration Bldg.
(979)