Graduate Program Director Manual

The Graduate School The mission of The Graduate School is to support, facilitate, and promote excellence in lifelong education through graduate programs of distinction, innovative outreach programs, and a diverse student body Graduate Program Director Position Responsibilities Administration of the Program: • • • • • • • • • • • • • • • • • • • Organize and lead student recruitment and admission process Ensure that all student records/files are complete and accurate Effectively respond to student and faculty grievances Monitor activities of all program committees Promote a program decision-making structure that includes faculty and student input while also facilitating efficient progress with program business Promote efforts that support continual program assessment and oversee program evaluation efforts Coordinate scheduling of courses Oversee development and revision of curriculum Mentor new faculty in the program Complete annual program report(s) Lead the Academic Program Review process Coordinate any assigned support personnel Review and revise the Graduate Catalog Review and revise the student handbook Develop and implement ongoing program assessment Oversee the program resources Submit appropriate paperwork and comply with The Graduate School deadlines Communicate Graduate School information to program faculty Ensure accuracy of program information disseminated electronically and via print media Oversight of Advising and Supervision: • • • • • Track student’s departmental acceptance conditions Track students’ progress in the program Make sure all students receive adequate advising Oversee comprehensive exams and report the results to The Graduate School Effectively address student and/or faculty complaints and problems Leadership and Organization: • • • • • • • Identify and advocate for program needs and resources Monitor university, college, and department strategic planning for issues that potentially affect the program Promote a shared vision Promote a culture of mutual respect that embraces diversity Identify issues affecting program operation and work toward positive solutions Establish and coordinate meetings appropriate to the needs of the program Promote and maintain effective communication among program faculty, students, and staff Program Representation: • • • • • • • • Participate in Graduate Council activities, including attendance at meetings and review of graduate-level curriculum changes and graduate faculty applications Effectively represent program interests throughout the college and university Promote good working relations with other programs across the university Effectively represent program interests with constituents outside of JMU Promote the program as a program with a unique identity Serve as program representative to accrediting body (if applicable) Market the program as needed Other duties as assigned Approved by the Graduate Council April 8, 2010 The Staff of The Graduate School The Graduate School Grace Street House MSC 6702 Phone: 568-6131 Fax: 568-7860 www.jmu.edu/grad Linn, Reid—Dean Email: linnrj@jmu.edu Phone: 568-6379 • Facilitates the development of graduate degree programs at the University • Assists with policy development and implementation related to graduate education • Represents The Graduate School and JMU on the Virginia Council of Graduate Schools • Represents The Graduate School on numerous university-wide academic and administrative committees • Serves as Principal Investigator for the VDOE Region Training & Technical Assistance Center • Serves as Principal Investigator for the Department of Correctional Education Training Grant Alemán, Melissa—Associate Dean Email: alemanmc@jmu.edu Phone: 568-7034 • Assists the dean in the activities of The Graduate School: serves as part of the leadership team for The Graduate School; assists in the management of the budget; provides leadership as a member of the A-Team and C&I Chairs; assists the dean in chairing the university Graduate Council • Provides leadership and administrative oversight for the graduate C&I approval process • Assists in the development of external sources of revenue for graduate education at JMU through the establishment of external partnerships and strategic alliances when possible • Serves as active member of the Virginia Council of Graduate Schools; represents JMU and The Graduate School through involvement with the Council of Graduate Schools Thompson, Kathy – Assistant to the Dean Email:thompskb@jmu.edu Phone: 568-3423 • Diversity and recruitment efforts – attends graduate fairs and other graduate recruitment events throughout the state/region • Assists in auditing final degree progress of graduate and doctoral students who have applied for graduation and track student progress toward graduation • Provides leadership in planning of Graduate Commencement and preparation of graduate commencement program • Reviews and develops revisions to TGS policies/procedures • Handles questions related to student residency reclassification requests • Assists with administration of Graduate Council processes (e-votes, tracking curriculum requests and approvals), and the graduate faculty appointment/renewal process Michael, Lynette—Director of Graduate Admissions & Student Records Email: biblelm@jmu.edu Phone: 568-6395 • Oversees the daily operations of staff involved in graduate admissions and degree audit • Handles questions/problems regarding the graduate admissions process • Oversees PeopleSoft setup, testing and issues for The Graduate School Brevard, Randy —Financial Accountant Email: brevardr@jmu.edu Phone: 568-6466 • Oversees department, grant and local budgets, reconciles finances • Reconciles assistantship funding to Office of Financial Aid N:\TGS\TGS-Shares\Departmental\Graduate Council\Graduate Director Manual\TGS staff1314.doc • • • • Collects and interprets census/data information and PeopleSoft Queries Compiles data for annual reporting and semester admissions and enrollment reporting Serves as Fixed Asset Coordinator Verifies data Esmaili, Tracie – Graduate Admissions Assistant Email: esmailtb@jmu.edu Phone: 568-5160 • Posts complete applications to the shared network “N” drive for programs to review • Creates Checklists • Acceptance letters Juhasz, Debbie—Graduation Audit Specialist • • • • • • Email: juhaszdj@jmu.edu Phone: 568-6438 Oversees graduation audit process (application for graduation, auditing student files, contact with program coordinators and students on graduation requirements, issues, and catalog interpretation) Develops commencement program Processes approvals of transfer credit and other tracking forms Tracks provisional admission Tracks final transcripts Processes concentration and adviser changes Mitchell, Lindsey – Senior Graduate Admissions Assistant Email: mitch2lh@jmu.edu • Handles international admissions • Matriculates students • Verifies application data load is loaded correctly in PeopleSoft • Oversees the Continuous Enrollment process Ryman, Laura —Director of Graduate Student Support Email: rymanle@jmu.edu • Oversees graduate assistantships • Coordinates final thesis/dissertation reviews and submissions • Manages graduate web development and updates Phone: 568-4041 Phone: 568-7065 Will, Sheree—Assistant Director of Graduate Admissions & Student Records Email: willsa@jmu.edu Phone: 568-2301 • Assistant to the Director of Graduate Admissions • Serves as technology liaison for TGS in conjunction with CollegeNet • Oversees online application process through CollegeNet • Oversees test score downloads into PeopleSoft SA system • Facilitates orientation of new graduate directors on graduate admission process Good, A J - Graduate Assistant Email: good2da@dukes.jmu.edu Scanlon, Tom - Graduate Assistant Email: scanlotm@dukes.jmu.edu Sosniecki, Dane - Graduate Assistant Email: sosniedm@dukes.jmu.edu N:\TGS\TGS-Shares\Departmental\Graduate Council\Graduate Director Manual\TGS staff1314.doc OVERVIEW OF PROCEDURES – THE GRADUATE SCHOOL ADMISSIONS PROCESS • • • • • • • • • • • • • CollegeNet applications are downloaded into the Student Administration system (PeopleSoft) Supplemental application materials are downloaded from CollegeNet and posted on the shared N: drive as The Graduate School (TGS) receives them When the application, transcripts, and test scores are received, the Admission Approval Form is placed in the applicant’s folder, and it is moved into the Ready for Review folder in the shared N drive Through the Applicant Center, the applicant is able to view his/her completed record being sent to program for review The applicant is advised to contact the program to ensure all supplemental materials have been received If the program has not made a decision on applicants within 60 days, the program receives a reminder email The email is to be returned to TGS with notations on the status of each applicant: still in review, waiting for supplemental materials, or application withdrawn, or the signed Admission Approval Form should be sent to TGS The Admission Approval Form must be printed from the shared N drive, completed, and returned to TGS for every applicant when a final admit/deny decision is made When TGS receives the completed Admission Approval Form, a letter of acceptance is sent to the applicant, with a copy to the program Applicants being offered admission must accept or decline the offer of admission through the Applicant Center Once applicants accept the offer of admission, they are matriculated in the PeopleSoft Student Administration system and are able to establish their e-ID and register for classes The program director is notified of students accepting and declining offers of admission by email If students are admitted conditionally pending receipt of final transcript or provisionally admitted, a hold is placed on students’ records if the final transcript is not received or if the student exceeds credit hours while in provisional status When the final transcript or graduate status upgrade requests form is received, the hold is removed Students declining the offer of admission are asked to complete a declining student survey TRACKING STUDENT PROGRESS • • • Students receiving an Incomplete are emailed, with a copy to the instructor and adviser, that the “I”s will convert to F or U at the end of the next regular semester unless they complete their coursework Students receiving Cs are sent a warning letter, with a copy to the director and adviser, and an Academic Warning is placed on their transcripts Students with GPAs below 3.0 are sent a warning letter, with a copy to the director, adviser, financial aid office, and assistantship coordinator, and an Academic Warning is placed on their transcripts N:\TGS\TGS-Shares\Departmental\Graduate Council\Graduate Director Manual\Overview of Procedures.doc Revised: May 30, 2013 • Students receiving Cs, F or U are dismissed from their program A dismissal letter is sent to the student, with a copy to the director, adviser, financial aid office, assistantship coordinator, and the registrar’s office THESIS/DISSERTATION • Students beginning theses/dissertations will select a graduate faculty member from their graduate program to chair the committee and select the remaining members with the guidance of their chair • Students submit the Committee Approval form to The Graduate School by the second week of the semester in which the students register for dissertation or thesis • Students must register for thesis or dissertation in the appropriate increments of credit hours during the semester in which they are engaged in the research or writing of the thesis or dissertation • If students have completed the maximum number of hours allowed by their program for thesis, dissertation or research project courses but still have not completed the final document, they must register for at least one hour of Thesis Continuance, Dissertation Continuance or Research Project Continuance each semester while they are completing their research or writing • When the thesis/dissertation is nearing final committee approval, the student must schedule an appointment with Laura Ryman to review the format of their project • Students will obtain signatures on the approval sheets • Students will turn in title and signature pages to TGS • Students will electronically submit their work to the library and their program as required • After the thesis, dissertation or research project has been approved by the committee and The Graduate School, the faculty member will issue a grade of “S” • The Thesis and Dissertation Manual contains detailed guidelines for submission: http://www.jmu.edu/grad/current_students/wm_library/2011-12Manual.pdf GRADUATION • An application for a Graduate/Doctoral Degree form must be submitted to TGS by the deadline of the term in which the student will complete degree requirements • To be eligible to graduate, students must have: o o o o o o o Resolved all incomplete grades Submitted a written explanation and verification from the adviser for course waivers or substitutions Transferred any courses taken at other universities, any continuing education courses taken at JMU, or any graduate courses taken at JMU while an undergraduate with the Approval of Transfer Credit form (this should be done the first semester the student enrolls in graduate courses at JMU) Be continuously enrolled in the graduate program from admission to graduation (unless specifically exempt) Have satisfied all conditions of admission and been upgraded to unconditional status Complete the program with a GPA of 3.0 or higher Be registered for at least a one credit class in their program of study, NOT Grad 597 N:\TGS\TGS-Shares\Departmental\Graduate Council\Graduate Director Manual\Overview of Procedures.doc Revised: May 30, 2013 • • • • • Timeline for completion of requirements: six calendar years for master’s and education specialist degrees; eight calendar years for doctoral degrees The graduate program must notify TGS that the student has successfully completed the comprehensive assessment procedure A graduation checklist for students is available on the TGS website: http://www.jmu.edu/grad/current/forms.shtml All coursework must be completed by December 13, 2013 for December 2013 Commencement; May 9, 2013 for May 2014 Commencement; August 8, 2014 for summer 2014 Graduation Debbie Juhasz conducts degree audits after the Application for a Graduate/Doctoral Degree form has been submitted N:\TGS\TGS-Shares\Departmental\Graduate Council\Graduate Director Manual\Overview of Procedures.doc Revised: May 30, 2013 Adjunct Graduate Faculty members and Instructors are not automatically full Adjunct Faculty of the university Departments may recognize long-term contributions to the university by an Adjunct Graduate Faculty member, by recommending to the president that Adjunct status be granted (JMU Policy #2102) Adjunct Graduate Instructor An Adjunct Graduate Instructor is an individual who is not a member of the full-time faculty of the university and who meets some but not all of the mandatory criteria for Graduate Faculty Status described on the Recommendation for Appointment to Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Adjunct Graduate Instructors can be authorized to perform the following activities as assigned by the academic unit head: teach at the 500-level and above; supervise practica and internships; and take on additional responsibilities of graduate programming Adjunct Graduate Instructors are not authorized to serve on comprehensive assessment, thesis and dissertation committees Adjunct Clinical Graduate Instructor An Adjunct Clinical Graduate Instructor is an individual who is not a member of the full-time faculty of the University but who has special expertise in an area relevant to a graduate program of the university Adjunct Clinical Graduate Instructors can be authorized only to supervise practica and internships Adjunct Clinical Graduate Instructors are not authorized to teach at the 500-level and above, nor to serve on comprehensive assessment, thesis and dissertation committees Graduate Instructor status should generally be requested one semester in advance of the semester the individual expects to teach at the graduate level Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application C lAMES ~TMADISON U N I V E R S I T Y THE (j RADUATE SC 1-100 l Recommendation for Appointment to Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application I I ~==================~ I I I~==================~J Applicant Name: Present Faculty Rank: Academic Unit: ~ ~======~ L [ _.l Effective Date of Appointment to University Faculty: Rank Sought: D Graduate Faculty D Graduate Instructor D Emeritus Graduate Faculty D Adjunct Graduate Faculty D Adjunct Graduate Instructor D Adjunct Clinical Graduate Instructor Explanation: Explain the duties the faculty member will be expected to perform in the academic unit (teaching, serving on thesis or dissertation committees, evaluate comprehensive assessments, etc.: Eligibility Graduate Faculty Member A faculty member may be recommended for appointment as graduate faculty member to teach graduate courses at the university if he or she meets the following criteria: • The faculty member must possess the appropriate terminal degree in his or her teaching field ; • The faculty member must present evidence to the appropriate academic unit head of current scholarly productivity (within the last six years) as appropriate for his or her field; • The faculty member must present evidence to the appropriate academic unit head of successful teaching and/or administration at the graduate level within the last six years, or other relevant contributions to graduate education; and • The faculty member must meet any additional academic unit criteria on file with the Graduate School for the academic unit a Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Graduate Instructor A faculty member may be recommended for appointment as a Graduate Instructor to teach graduate courses at the university if he or she meets the following criteria: • • • The faculty member must possess at least an appropriate master's degree in his or her field, preferably working toward the appropriate terminal degree The faculty member must present evidence to the appropriate academic unit head of scholarly productivity and/or appropriate professional experience (within the last six years) as relevant for his or her field; and The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit A faculty member may be recommended for reassignment from graduate instructor to graduate faculty member if he or she meets the following criteria: Iflack of a terminal degree is the only criterion missing for graduate faculty member status, the individual may be appointed as a graduate instructor status and the appointment may be changed to graduate faculty member with a recommendation to the dean of The Graduate School from the appropriate academic unit head, with approval of the academic college dean, when the terminal degree is awarded Emeritus Faculty Member A faculty member who retires from the university may be recommended for continuation of graduate faculty status if he or she meets the following criteria: • • • • The faculty member held graduate faculty status on the date of-retirement As an exception to the criteria for graduate faculty status, emeritus graduate faculty members are not expected to maintain scholarly productivity The faculty member must maintain emeritus status at the university The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit Adjunct Graduate Faculty Member A faculty member may be recommended for appointment as an adjunct graduate faculty member to teach graduate courses at the university if he or she meets the following criteria: • • • • The faculty member must possess the appropriate terminal degree in his or her teaching field; The faculty member must present evidence to the appropriate academic unit head of current scholarly productivity (within the last six years) as appropriate for his or her field; The faculty member must present evidence to the appropriate academic unit head of successful teaching and/or administration at the graduate level within the last six years, or other relevant contributions to graduate education; and The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit Adjunct Graduate Instructor A faculty member may be recommended for appointment as an adjunct graduate faculty member to teach graduate courses at the university if he or she meets the following criteria: • • • The faculty member must possess at least an appropriate master's degree in his or her field The faculty member must present evidence to the appropriate academic unit head of scholarly productivity and/or appropriate professional experience (within the last six years) as relevant for his or her field; and The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit Adjunct Clinical Graduate Instructor An individual may be recommended for appointment as an adjunct clinical graduate instructor to supervise practica and internships for students at the university if he or she meets the criteria on file with The Graduate School for the academic unit Graduate Faculty, Graduate Instructorship or Acijunct Faculty Application Applicants must attach a complete curriculum vita Faculty members meeting the following mandatory criteria to the satisfaction of their academic unit as indicated in the information provided to and on file with the college governance committee and in The Graduate School may be nominated for Graduate Faculty status; faculty not already experienced, but otherwise qualified, may be nominated as Graduate Instructors and subsequently gain needed experience Mandatory Criteria Information should be provided in a concise manner in the space provided following each of the designated criteria Academic units may add additional categories if necessary to comply with approved academic unit criteria The information provided should reflect only the last six years of professional activity Highest Degree and Granting Institution Educational preparation shall include the terminal degree accepted for the faculty member's specialty by the academic unit as adequate for promotion and tenure Graduate Courses Taught Include names of courses and where they were taught during the last six years Scholarly Productivity Scholarly productivity is expected and may differ according to the discipline It should include, but not be limited to, activities such as presenting papers at professional conferences, productive research within the discipline, software development, scholarly publication, preferably in at least regionally recognized journals, juried artistic creation, and/or performance during the last six year period Summary statements may be utilized if desired but elaborations as in a curriculum vita are preferred Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Supplemental Criteria • • Applicants must confer with their academic unit heads for additional criteria required by individual academic units Answer "yes" or "no" to each of the following questions Academic units can determine how these criteria should be weighed Approved academic unit criteria will be provided to each college governance committee and to The Graduate School Details such as student names and dates are helpful Have you served on graduate thesis committee(s) during the past six years? DYes DNo I Have you contributed to evaluating graduate comprehensive assessments? DYes DNo l Have you supervised a graduate assistant or served as a graduate adviser? DYes 0No Have you contributed toward graduate education by evaluating applications, screening applicants, participating in curriculum development, etc? DYes 0No Have you met additional criteria approved by your department or school? If so, how did you so? DYes 0No Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Graduate Instructor Explanation The academic unit heads for faculty members that are not as yet able to fulfill all of the mandatory criteria must indicate in narrative form why the faculty member is qualified to perform the tasks indicated Graduate Instructors approved with only one criterion lacking may later be reclassified as Graduate Faculty members upon approval of their academic unit head Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Recommendation for Appointment to Graduate Faculty, Graduate Instructorship or Graduate Adjunct Signatures I Name: ( ~ ~================~) Present Faculty Rank: I_ ~~==================~ I Academic Unit: [ _ ~ ~========~ Effective Date of Appointment to University Faculty: _[ _ _ _ _ _ _ _ _ _.,.) Rank Sought: 0 Graduate Faculty Graduate Instructor Emeritus Graduate Faculty 0 Adjunct Graduate Faculty Adjunct Graduate Instructor Adjunct Clinical Graduate Instructor Required Signatures: Academic Unit Head: - - - - - - - - - - - - - - - - - - - - D a t e : - - - - - - Chair, Graduate Governance Committee: _ _ _ _ _ _ _ _ _ _ _ _ _ Date: _ _ _ _ CoUege D e a n : - - - - - - - - - - - - - - - - - - - - - - D a t e : - - - - - - Dean of The Graduate School: - - - - - - - - - - - - - - - - - D a t e : - - - - - - Graduate Faculty, Graduate Instructorship or Adjunct Faculty Application Bylaws of The Graduate Council of JMU The Graduate Council Overview The Graduate Council is the chief policy-formulating and advisory body for The Graduate School Its duties are to formulate, review, and approve or recommend for approval policies and other items concerning the conduct of graduate study at James Madison University, and to provide leadership in advocating for graduate education and scholarship of the highest caliber The Graduate Council actions are reported to the graduate faculty, to college deans and to appropriate administrators of the University The primary aim of including the Graduate Council in the organization of JMU is to facilitate graduate program faculty participation in the establishment of university policies and procedures The Graduate Council adds value to graduate education at JMU by: • working with faculty in collegiate units across the University to strengthen and ensure the quality of graduate programs; • advocating for resources to support programs and students; • promoting and supporting interdisciplinary graduate programming; • advocating for quality in the graduate student experience; • facilitating support for faculty development and scholarship; • interpreting all graduate regulations and policies associated with graduate programs; and • envisioning and initiating appropriate change for the future The Graduate Council, under its authority, allows graduate programs wide latitude in setting specific requirements and policies for admissions, language competence, courses, research, and other matters pertaining to its graduate degrees Within this framework, the graduate faculties of departmental and interdepartmental programs establish their own requirements for individual programs of study within the requirements set forth by The Graduate School (TGS) The Graduate Council also is charged with making recommendations for the development and implementation of operational guidelines, resources, and procedures of TGS that will ensure a high quality of graduate programs and students Responsibilities of the Graduate Council The Graduate Council is specifically charged with: • communicating policy on issues affecting graduate education; • monitoring and advocating excellence in graduate education; • setting the broad framework for all graduate study; • making recommendations on policies with regard to graduate BYLAWS-Council Revised May 20, 2011 page I • degrees and any changes or additions to such policies; makmg recommendations on procedures regardmg student appeals Specifically, the Graduate Counctl approves the followmg· • • • • • New program proposals Deletion of graduate programs Standards for graduate faculty Umversity-wide graduate pohcies Graduate courses Membenhip of the Graduate Council • • • • The Graduate Councll shall be chaired by the dean of) The Graduate School (TGS) (Note The titles "Chair" and "dean ofTGS" shall be used interchangeably throughout these by-laws.) The Graduate Council membership shall mclude the Dean of TGS as Chair, the Associate Dean as co-chair, the Assistant Dean as secretary, a representative (preferably the graduate program coordinator/director) from each recognized graduate program, a representative from the JMU library system, two graduate student representatives, and a representative from the Office of Academic Atfall'S The Dean, Associate and Assistant Dean of TGS serve as ex-officio, nonvoting members New and returning Graduate Council members assume therr responsibilities on the first day of the fall semester Guests may attend Graduate Council meetmgs with prior notification to the dean of TGS Meeting space may limit the number of guests permitted Responsibilities of Graduate Council Memben Memben of the Graduate Council are responsible for: • Attending all Council meetings or for sending an appropnate replacement • Participating m Council committees • Representing the opwons of the members' constituency to the Councll • Commumcatmg the decisions and discussions of the Council to the members' constituency Executive Committee There shall be established an Executive Committee made up of graduate program directors appomted by the dean to represent each college and the dean, associate dean, and assistant dean of TGS The Executive Committee shall be charred by the dean ofTGS The Executive Committee may be called upon between meetings of the full Councll and dunng the summer months to provide advice to the Dean and to aid BYLAWS-Council Rev1sed May 20, 2011 page2 in urgent decis10n-makmg when the full Graduate Council cannot be gathered Executive CoiiliD.lttee meetmgs Will be in addtt1on to the regularly scheduled Councll meetings Graduate Council meetings The dean ofTGS must call a meeting at least once a month dunng the academic year, September through Apnl A meetmg may be canceled 1fthere is no business; however, in no case may two consecutive meetmgs be canceled A year-end graduate councll retreat shall be scheduled each year m the month of May Special meetings of the Graduate Councll may be called according to the following proVISIOns' • By the Cluur of the Graduate Council • By request of the Pres1dent or Provost/Vtce Prestdent for Academtc Affarrs • By petition of 113 of the voting membership of the Graduate Councll in which the reasons for the calling of a special meeting are clearly stated Special meetings will be called as soon as is practicable after such requests or petitions are received Meeting Procedures Rules of Order Except in emergencies, normal parliamentary procedure will be used at Graduate Council meetings in accordance with the latest, revised set of Roberts' Rules ofOrder A member of the Council will be chosen as the Robert's Rules of Order parliamentarian to arbitrate any discusston regarding the application of the Rules The order of business will typtcally be expected to be conducted by consent agenda, with discuss10n only if an objection is msed or 1fthe need for discussion ts requested in advance Agenda items Any member of the Graduate Counctl or non-Council members of the graduate faculty may submit items for the agenda one week pnor to the Counctl meetmg Those Wishing to place an 1tem on the agenda must subrmt their request in writmg directly to the Dean offGS The agenda for each regularly scheduled meeting Will be made available to all members of the Councll v1a electronic mail at least two days pnor to the date of the meeting Non-members of the Councll who state in writing (mcludmg electromc mall) thetr mtentlon to speak to an 1ssue may so but may not vote Such speakers shall submit a request to the Chair of the Councll at least two days pnor to the meetmg The Chair may establish a time hm1t at the beginrung of each Councd meeting at whlch there Will be a non-member speaker BYLAWS-Councll Revtsed May 20, 2011 page3 Generally, no matter shall be presented to the Graduate Council for dtscusston, consideration, or action unless notice thereof has been circulated among 1ts members at least two days pnor to the meeting Any matter may be brought before the Council without pnor nonce 1f a maJority of those voting consent The Chair of the Graduate Councll may refer any matter to an appropriate committee or sub-committee of the Council for investigation and recommendation Such recommendations shall be reported on the agenda of the Council as committee reports and recommendations for adoption by the Council At the discretion of the Chair, proposals for matters not reqwring rev1ew by a commtttee of the Council may be placed directly on the agenda Any matter may be referred or returned to a committee by a majority vote of the Graduate Council Approvals Proposals for Councd approval (new programs, program revtsions, changes in rules and procedures) should be presented by the proposer and reviewed by the Graduate Council Proposals for other approvals may be received from any member of the graduate faculty Minutes Mmutes of meetings shall be posted to the TGS website within 1S workmg days following a regular or special meetmg In addition, the minutes of the previous meeting will be sent electronically to all ex-o:ffi.c10 and full members of the Councll along with the next meeting agenda Voting Procedures and Eligibility Agenda items requiring vote by the Graduate Council will be decided by ballot, voice vote, or show of hands, at the discretion of the chair or the request of any Council member A voting member may assign his or her proxy to the chair or another votmg member or appomt an alternate to attend the Council meeting and vote in his or her place A wntten (or electronic mail) proxy must be recetved by the chair or another voting member prior to the meetmg Notification of the assignment of an alternate must be received by the Secretary in wnting (or electromc mail) pnor to the meeting Voting members of the Graduate Councll are one representative from each graduate program typically the program director A graduate program shall be defmed as one having a separate SCHEV CIP Code Other voting members are the graduate student representatives The dean, associate dean, and assistant dean, wlll not be votmg members of the Councll At any Graduate Council meeting, a request by a Graduate Councll member for a secret ballot must be granted Votes taken at a Councll meeting Will be considered o:ffi.ctaltf there 1s a quorum present A quorum 1s defmed as at least half of the voting members bemg present BYLAWS-Councll Rev1sed May 20, 2011 page4 at the meetmg If a quorum 1s present, a sunple majonty of the votmg members present wlll decide on the issue under cons1derat1on Electronic Votes Electronic voting Will be used for more routine Council matters and for tune sens1tive s1tuat1ons when there 1s no time to call a special Councll or Executive Committee meeting The same quorum rule shall be m effect An electroruc vote is not official unless at least half of the votmg membership votes If the vote ts official, a sunple maJority of the members voting will dec1de on the issue under consideration Executive decision Since there will be no officlal meetings dunng the months of June, July and August, the dean ofTGS shall be empowered to make executive decisions on matters of a routine nature only, e.g course changes, mmor catalog changes, etc during this period If a major policy decision is necessary, the dean ofTGS shall call upon the services of the Executive Committee, call for a special meeting of the full Council, or call for a special electronic vote The same procedures apply to special meetings and electronic votes as in the usual voting procedures Duties of the Graduate Council Chair, Co-Chair and Secretary • Duties of the Chair o Pres1des at meetings of the Graduate Council o Prepares, wtth the assistance of the Co-Chair and the program representatives, the agenda for regular and special meetings of the Graduate Council o Distributes, wtth the assistance ofthe Secretary, the agenda of a meeting to the Graduate Program directors at least two days pnor to the meeting o Determines the time and place of meetings of the Council o Requests reports on specific issues/items o Appoints ad-hoc committees • Duties of the Co-Chair o Pres1des in the absence of the Chair at Graduate Council meetings o Assists the Charr in preparation of agenda items for meetings of the Graduate Council o Performs other dunes as the Chair may request or as may be appropnate m the temporary absence of the Chauperson • Dunes of the Secretary o Assumes the duties of the Co-Charr m the absence of the Co-Chair o Records the mmutes of the meetings of the Graduate Councll BYLAWS-Councll Rev1sed May 20,2011 pageS o Ass1sts the Chm m the distributiOn of the agenda of meetmgs of the Graduate Councll to members of the Counc1l o Pubhshes and distributes the mmutes of meetmgs of the Graduate Councll to members of the Councll Graduate Faculty Membenhip Categories Graduate Faculty- A full member of the Graduate Faculty 1s a member of the full-time faculty of the university who is authonzed to teach at the 500-level and above; chair and serve on comprehensive assessment, thes1s and dissertation committees; supervise pracbca and mternships; and take on other respons1bihnes of graduate programmmg as assigned by the academic unit head A faculty member may be recommended for appointment to the Graduate Faculty to teach graduate courses at the university If he/she meets the following criteria· • Possession of appropnate tenmnal degree in thell' teachmg field EVIdence of current scholarly productivity (withm the last six years) as • appropriate for his/her field; and • Evidence of successful teachmg and/or administration at the graduate level witlun the last SIX years, or other relevant contributions to graduate education, and • Meet any additional academ1c umt cnteria on file With The Graduate School for the academ~c umt Graduate Instructor- A Graduate Instructor is a member of the full-time university faculty who meets some but not all of the mandatory criteria for Graduate Faculty Graduate Instructors can be authorized to perform the followmg activities as assigned by the academic unit head: teach at the 500-level and above, serve on comprehensive assessment, thesis and dissertation committees but not chair them; supervise practia and internships; and take on additional responsibilities of graduate programming A faculty member may be recommended for appointment as Graduate Instructor to teach graduate courses if he/she meets the following cnteria· • Possession of at least an appropriate master's degree in his/her field, preferably working toward appropnate terminal degree; • Evidence of current scholarly productivity and/or appropriate professional experience (Within the last SIX years) as appropriate for hls/her field, and • Meet any additional academ1c umt cntena on file With The Graduate School for the academic urut Adjunct Graduate Faculty - An Adjunct Graduate Faculty is an mdiv1dual who is not a member of the full-time faculty of the umversity but who meets the mandatory cntena for Graduate Faculty Adjunct Graduate Faculty can be authorized to perform the folloWing activ1t1es as ass1gned by the academic umt head: teach at the 500-level and above, serve on comprehensive assessment, thes1s and dissertation committees but not chair them, supervise practlca and BYLAWS-Councd Rev1sed May 20, 2011 page6 internships; and take on additional responsibilities of graduate programming A faculty member may be recommended for appointment as an Adjunct Graduate Faculty to teach graduate courses at the university ifhe/she meets the following criteria: • Possession of the appropriate terminal degree in her/her teaching field; • Evidence to the appropriate academic unit head of current scholarly productivity (within the last six years) as appropriate for his/her field; • Evidence to the appropriate academic unit head of successful teaching and/or administration at the graduate level within the last six years, or other relevant contributions to graduate education; and • Meet any additional academic unit criteria on file with The Graduate School for the academic unit Adjunct Graduate Instructor- An Adjunct Graduate Instructor is an individual who is not a member of the full-time faculty of the university and who meets some but not all of the mandatory criteria for Graduate Faculty Adjunct Graduate Instructors can be authorized to perform the following activities as assigned by the academic unit head: teach at the 500-level and above; supervise practica and internships; and take on additional responsibilities of graduate programming Adjunct Graduate Instructors are not authorized to serve on comprehensive assessment, thesis and dissertation committees A faculty member may be recommended for appointment as an adjunct graduate instructor if he/she meets the following criteria: • Possession of at least an appropriate master's degree in his/her field; • Evidence to the appropriate academic unit head of scholarly productivity and/or appropriate professional experience (within the last six years) as relevant for his/her field; and • Meet any additional academic unit criteria on file with The Graduate School for the academic unit Emeritus Graduate Faculty - A faculty member who retires from the university may be recommended for continuation of graduate faculty status if he or she meets the following criteria: • The faculty member held graduate faculty status on the date of retirement • As an exception to the criteria for graduate faculty status, emeritus graduate faculty members are not expected to maintain scholarly productivity • The faculty member must maintain emeritus status at the university • The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit Adjunct Clinical Graduate Instructor -_An individual may be recommended for appointment as an adjunct clinical graduate instructor to supervise practica and internships for students at the university if he/she meets the criteria on file with The Graduate School for the academic unit BYLAWS-Counci1 Revised May 20, 2011 page Adoption, Implementation and Amendment Process Adoption and Implementation These By-Laws will become effective upon approval by a 2/3 majority vote of the voting members of the Graduate Council The implementation of these Bylaws shall occur immediately upon their approval by the Graduate Council membership Amendment Process The by-laws may be amended at any meeting of the Graduate Council by a 2/3 majority vote of the voting members of the Graduate Council Members of the Graduate Council must have had a copy of the proposed amendment at least two weeks in advance of the vote Original By-Laws approved by the Graduate Council February 17, 2005 Revised: May 20, 2011 approved by the Graduate Council BYLAWS-Council Revised May 20, 2011 page ... N:TGSTGS-SharesDepartmental Graduate Council Graduate Director Manual Graduate Council Description.doc Member Name Graduate Council Directory 2013/2014 Academic Year Graduate Program/ Department Reid... _ _ _ _ _ _ _ _ _ _ Program Justification for Change (to be completed by Program Director) : Signatures Adviser/Date ;is Director/ Date Program Director/ Date Dean, The Graduate School/Date Copies... Specifically, the Graduate Counctl approves the followmg· • • • • • New program proposals Deletion of graduate programs Standards for graduate faculty Umversity-wide graduate pohcies Graduate courses