Graduate Program Director Manual

The Staff of The Graduate School The Graduate School Grace Street House MSC 6702 Phone: 568-6131 Fax: 568-7860 www.jmu.edu/grad • Facilitates the development of graduate degree progr

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

• 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 5 Training & Technical Assistance Center

• Serves as Principal Investigator for the Department of Correctional Education Training Grant

• 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

• 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

• 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

• Oversees department, grant and local budgets, reconciles finances

• Reconciles assistantship funding to Office of Financial Aid

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staff13-• 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

• 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

• 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

• Oversees graduate assistantships

• Coordinates final thesis/dissertation reviews and submissions

• Manages graduate web development and updates

Will, Sheree—Assistant Director of Graduate Admissions & Student Records

• 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

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staff13-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 9 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 2 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

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Revised: May 30, 2013

• Students receiving 3 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

• 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 Resolved all incomplete grades

o Submitted a written explanation and verification from the adviser for course waivers or substitutions

o 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)

o Be continuously enrolled in the graduate program from admission to graduation (unless specifically exempt)

o Have satisfied all conditions of admissionand been upgraded to unconditional status

o Complete the program with a GPA of 3.0 or higher

o Be registered for at least a one credit class in their program of study, NOT Grad 597

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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

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Revised: May 30, 2013

Applicant Center

Applicant Center

After an applicant submits their application through CollegeNET; JMU’s third party application vendor, they will receive the following email message:

Dear Just Testing,

You can easily check your activity at any time to see your application activity and to learn when we have acknowledged receipt of your application Check to see if your recommendations have been submitted, in progress or not started Send

a reminder to a recommender or if a recommender has to decline the recommendation, send another recommender the email to submit a recommendation for you Go to the following link,

https://www.applyweb.com/apply/jmug/index.html and click on Review Your Activity

The applicant will then receive this email on how to set up their account in order to use the Applicant

Center through MyMadison.

From: JMU Applicant Center [mailto:applicantcenter@jmu.edu]

Sent: Monday, September 10, 2012 10:15 AM

To: The Graduate School

Subject: JMU Applicant Center

Thank you for considering James Madison University for your studies; we look forward to welcoming you to our

community By submitting your application, you have taken the first step as you begin your Madison Experience If you are continuing your college experience with us we are excited you have chosen to remain with JMU

As an applicant, you will have access to JMU's MyMadison, the interactive Applicant Center which allows you to view your application status, read JMU news and announcements, and utilize tutorials and frequently asked questions for applicants Your Applicant Center will be a vital resource as you complete the application process In order to use the Applicant Center, you will need to activate your JMU e-ID It may take 8-12 hours after this email is sent for your eID to

be available, so please be patient

To activate your JMU e-ID, you will need the last four digits of your social security number If you did not provide a social security number on your application, JMU will create one for you and this will take several days You will receive that number via email, at this email address Once you are ready to begin, login in to https://accounts.jmu.edu This will take you to the JMU Accounts Portal where your e-ID can be activated

After successfully activating your JMU e-ID, return to www.jmu.edu and follow the link for Prospective Students and the MyMadison announcement Once you log into MyMadison, click the Applicant tab, then the Applicant Center link If you need assistance with activating your JMU e-ID, contact the JMU Computing HelpDesk at 540/568-3555

Note: Please do not reply to this email This mailbox does not allow incoming messages

Applicant Center

Applicant Center

Applicant Center

To view your applicant's folders, please go to the "N" drive N\TGS\TGS-SharesiAdmissions

Each program director or administrative assistant who needs access to the graduate

applications on the shared network N drive needs to request access You will need to submit the Network File Storage Access Request form (found on this

webpage: https://remedy.jmu.edu/FileStorage.asp) to the Computing Helpdesk for any faculty

or staff that needs access changed, added, or removed On this form, you can request the access for whatever functions you wish to do within your program Ready for Review folder on the shared drive (delete files, rename files, save to this folder, etc) However, you must be very specific about the folder path name

List the folder path and name (for example): N:\TGS\TGS-Shares\Admissions\History-MA\Ready for review Then in the comments, describe what you want to do: I need access to move,

rename, and delete files in this folder

You can also request access to view files and folders in the main program folder, but you should not be able to delete files or folders from here (for example: N:\TGS\TGS-

Shares\Admissions\History-MA)

Each folder level is considered a different request

The Graduate School ADMISSION APPROVAL FORM

Name of Applicant APPLICANTNAME Date sent DATE

STANDARDIZED TEST SCORE REVIEW

IF the applicant has a Master's degree, do you wish to waive the GRE/GMAT/MAT? (circle one) Yes No

Please circle one: Scores Accepted** Must Retake

**If accepted then justification is required for any score below the 25th percentile (Write comments here or on back as needed)

OVERALL ADMISSION RECOMMENDATIONS & COMMENTS Please circle the appropriate admission decision:

Unconditional Conditional Provisional Deny Waitlist Withdrew

Comments/Conditions of Acceptance will be incorporated into the applicant's decision letter – continue comments on back as needed

IF admission is approved: check the appropriate box

□ All prior colleges and universities are regionally accredited

□ All prior colleges and universities are not regionally accredited, but program faculty support admission

IF student is in a fifth year program indicate date student will receive UG Degree:

Term: Assigned Advisor:

(Year/Semester Student is accepted into) (please print)

These are the acceptable regionally accrediting agencies: Middle State Association of Colleges and Schools

North Central Association of Colleges and Schools

New England Association of Schools and Colleges

Northwest Association of Schools and Colleges

Southern Association of Colleges and Schools

Western Association of Schools and Colleges

Prior to registering for the first time, it is essential that you arrange to meet with your program adviser to plan your program of study If you have questions, please contact «Recruiter_first» «Recruiter_last», your program director, at «Recruiter_email»

Congratulations! We look forward to hearing from you

Conditions of your acceptance include: «Comment» Please note that it is the responsibility of the department to notify The Graduate

School when conditions have been met

Prior to registering for the first time, it is essential that you arrange to meet with your program adviser to plan your program of study If you have questions, please contact «Recruiter_first» «Recruiter_last», your program director, at «Recruiter_email»

Congratulations! We look forward to hearing from you

Provisional Letter

It is my pleasure to inform you that your application for admission to The Graduate School of James Madison University has been approved on a provisional basis for the «Admit_Term» Provisional enrollment is a probationary status allowing you to take up to nine hours of graduate credit As requested on your application, you will be enrolled in the «acad_plan_descr»

«acad_subplan_descr» leading to the «FormalDesc» degree For tuition purposes, you have been classified as an

«Residency» student

Your initial objective as a provisional student is to remove your provisional status and achieve conditional or unconditional

status Your requirements for advancement to conditional or unconditional status follow: «Comment» Failure to meet these

requirements may result in dismissal from the program Please note that it is the responsibility of the department to notify The Graduate School when conditions have been met

Please read this letter and accompanying materials carefully Follow all directions and complete each required step to ensure that you can register for classes and access your JMU email

Please tell us if you are accepting or declining our offer of admission by logging into MyMadison at

https://mymadison.jmu.edu, click on the Applicant Tab, then the Applicant Center link in the middle section Click on the Accept

or Decline link, where you will make your selection and then be asked to confirm your decision

Prior to registering for the first time, it is essential that you arrange to meet with your program adviser to plan your program of study If you have questions, please contact «Recruiter_first» «Recruiter_last», your program director, at «Recruiter_email» Congratulations! We look forward to hearing from you

Acceptance of an offer of financial support *(such as a graduate scholarship, fellowship, traineeship, or assistantship) for thenext academic year by a prospective or enrolled graduate student completes an agreement that both student and graduateschool expect to honor In that context, the conditions affecting such offers and their acceptance must be defined carefully andunderstood by all parties

Students are under no obligation to respond to offers of financial support prior to April 15; earlier deadlines for acceptance ofsuch offers violate the intent of this Resolution In those instances in which a student accepts an offer before April 15, and sub-sequently desires to withdraw that acceptance, the student may submit in writing a resignation of the appointment at any timethrough April 15 However, an acceptance given or left in force after April 15 commits the student not to accept another offerwithout first obtaining a written release from the institution to which a commitment has been made Similarly, an offer by an insti-tution after April 15 is conditional on presentation by the student of the written release from any previously accepted offer It isfurther agreed by the institutions and organizations subscribing to the above Resolution that a copy of this Resolution or a link tothe URL should accompany every scholarship, fellowship, traineeship, and assistantship offer

The following list includes CGS member institutions that indicated their support of the Resolution

This Resolution was renewed October 2009

Council of Graduate Schools

Resolution Regarding Graduate Scholars, Fellows, Trainees and Assistants

Abilene Christian University

Air Force Institute of Technology

Alcorn State University

Alfred University

American University

Andrews University

Angelo State University

Appalachian State University

Arizona State University

Arkansas State University

Auburn University

Austin Peay State University

Ball State University

Baylor College of Medicine

Baylor University

Bloomsburg University of Penn.

Boise State University

California Institute of Technology

California State Polytechnic

University, Pomona

California State University, Bakersfield

California State University, Fresno

California State University, Fullerton

California State University, Hayward

California State University,

Long Beach

California State University,

Los Angeles

California State University, Northridge

California State University,

Claremont Graduate University Clark Atlanta University Clark University Clemson University Cleveland State University College of Charleston College of New Jersey College of Saint Rose College of William and Mary Colorado School of Mines Columbia University Concordia University, River Forest Coppin State College

Cornell University Creighton University Dartmouth College Drew University Drexel University Duke University Duquesne University East Carolina University East Central University East Tennessee State University Eastern Illinois University Eastern Kentucky University Eastern Michigan University Eastern Washington University Emerson College

Emory University Emporia State University Fayetteville State University Fairmont State University Fielding Graduate Institute Fitchburg State College

Florida A & M University Florida Atlantic University Florida International University Florida State University Fordham University Fort Hays State University Gallaudet University George Mason University George Washington University Georgetown University Georgia Institute of Technology Georgia Southern University Georgia State University Hampton University Harvard University Hebrew Union College - Jewish Institute of Religion

High Point University Hofstra University Hood College Howard University Idaho State University Illinois Institute of Technology Illinois State University Indiana State University Indiana University Indiana University - Purdue University Fort Wayne

Indiana University of Pennsylvania Iowa State University

Jackson State University James Madison University John Carroll University Johns Hopkins University Kansas State University Kent State University Lamar University Langston University Lehigh University Lipscomb University Loma Linda University

Louisiana State University and

A & M College Louisiana State University Health Sciences Center Loyola Marymount University Loyola University of Chicago Marquette University Marshall University Marywood University Massachusetts Institute of Technology Medical College of Georgia

Medical College of Ohio Medical College of Wisconsin Medical University of South Carolina Miami University

Michigan State University Michigan Technological University Middle Tennessee State University Minnesota State University - Mankato Mississippi State University

Missouri State University Montana State University - Bozeman Montclair State University

Mount Mary College Murray State University National University Naval Postgraduate School New Jersey Institute of Technology New Mexico State University New York Medical College New York University North Carolina Agricultural & Technical State University

North Carolina State University

at Raleigh North Dakota State University Northeastern Illinois University Northern Arizona University Northern Illinois University Northern Michigan University Northwestern State University

of Louisiana

* This Resolution applies to offers of financial support only, not offers of admission.

CGS - Resolution Regarding Graduate Scholars, Fellows, Trainees and Assistants (continued)

Northwestern University

Nova Southeastern University

Oakland University

Ohio University

Ohio State University

Oklahoma State University

Old Dominion University

Oregon State University

Queens College of the City

University of New York

Rosalind Franklin University of

Medicine and Science

Saint Louis University

San Diego State University

San Francisco State University

San Jose State University

Santa Clara University

Shippensburg University

South Carolina State University

South Dakota School of

Mines & Technology

South Dakota State University

Southeast Missouri State University

Southern Illinois University

at Carbondale

Southern Illinois University

at Edwardsville

Southern Methodist University

Southern University A&M College

Spalding University

Stanford University

State University of New York

at Binghamton

State University of New York –

Upstate Medical University

State University of New York

at Stony Brook

Syracuse University

Temple University

Tennessee State University

Tennessee Technological University Texas A & M International University Texas A & M University

Texas A & M University - Corpus Christi

Texas Christian University Texas Southern University Texas State University, San Marcos Texas Tech University

Texas Woman's University Towson University Trinity University Truman State University Tufts University Tulane University University at Buffalo, State University

of New York University of Akron University of Alabama University of Alabama at Birmingham University of Alabama in Huntsville University of Alaska, Fairbanks University of Albany, State University

of New York University of Arizona University of Arkansas University of Bridgeport University of California, Berkeley University of California, Davis University of California, Irvine University of California, Los Angeles University of California, Riverside University of California, San Diego University of California, San Francisco University of California, Santa Barbara University of California, Santa Cruz University of Central Arkansas University of Central Florida University of Chicago University of Cincinnati University of Colorado at Boulder University of Colorado at Denver University of Connecticut University of Dayton University of Delaware University of Denver University of the District of Columbia University of Florida

University of Georgia University of Hartford University of Hawaii at Manoa University of Houston University of Idaho University of Illinois at Chicago University of Illinois at Springfield University of Illinois at

Urbana-Champaign University of Iowa

University of Kansas University of Kentucky University of Louisiana at Lafayette University of Louisville

University of Maine University of Maryland, Baltimore County

University of Maryland, College Park University of Massachusetts Amherst University of Massachusetts Boston University of Massachusetts Lowell The University of Memphis University of Miami University of Michigan University of Minnesota University of Mississippi University of Missouri, Columbia University of Missouri, Kansas City University of Missouri, St Louis University of Montana

University of Nebraska-Kearney University of Nebraska-Lincoln University of Nebraska-Omaha University of Nevada-Las Vegas University of Nevada-Reno University of New Hampshire University of New Haven University of New Mexico University of New Orleans University of North Carolina

at Chapel Hill University of North Carolina

at Charlotte University of North Carolina

at Greensboro University of North Dakota University of North Texas University of North Texas Health Science Center - Graduate School

of Biomedical Sciences University of Northern Colorado University of Northern Iowa University of Notre Dame University of Oklahoma University of Oklahoma Health Sciences Center

University of Oregon University of Pennsylvania University of Pittsburgh University of Puerto Rico - Rio Piedras Campus University of Rhode Island University of Rochester University of San Diego University of Scranton University of South Alabama University of South Carolina

University of South Florida University of Southern California University of Southern Mississippi University of Tennessee

at Chattanooga University of Tennessee at Knoxville University of Texas at Arlington University of Texas at Austin University of Texas at Brownsville University of Texas at Dallas University of Texas at San Antonio University of Texas Graduate School

of Biomedical Science at Galveston University of Texas Grad School of Biomedical Science at Houston University of Texas Grad School of Biomedical Science at San Antonio University of the Pacific

University of Toledo University of Tulsa University of Utah University of Vermont University of Virginia University of Washington University of Wisconsin – Eau Claire University of Wisconsin – La Crosse University of Wisconsin – Madison University of Wisconsin – Milwaukee University of Wyoming

Utah State University Valdosta State University Vanderbilt University Villanova University Virginia Commonwealth University Virginia Polytechnic Institute and State University

Wake Forest University Walden University Washington State University Washington University Wayne State College Wayne State University Wesleyan University West Chester University West Virginia University West Virginia Wesleyan College Western Carolina University Western Illinois University Western Kentucky University Western Michigan University Western Washington University Wichita State University Woods Hole Oceanographic Institution Worcester Polytechnic Institute Wright State University Xavier University of Louisiana Yale University

Council of Graduate Schools One Dupont Circle, NW, 230 Washington, DC 20036 202-223-3791

202-331-7157 (fax)

group row by I.NAME

To: RECFIRST RECLAST

From: The Graduate School

Date: November 14, 2012

The following applicants have accepted their offer of admission:

First name Last name Admit Term Program of Study Concentration Offer of Admission

page breakend row by I.NAME

Graduate Assistantship Management (Please review the Assistantship Contract for additional information.) Basic Graduate Assistantship information:

• The standard Graduate Assistantship provides 18 hours of tuition plus a stipend per academic year For assistantship purposes, an academic year is fall and spring semesters

• A student must be a full time graduate student and should be enrolled in a minimum of 9 hours per semester (fall and spring) to qualify for an assistantship

• In general, an assistantship will not pay more than 18 hours of tuition per academic year

• A student must be in Good Standing academically (3.0 GPA) to maintain an assistantship Underloads:

• A GA is permitted to “underload” one fall or spring semester during their academic career, for

no less than 6 hours

• Underloads are considered “hardship” circumstances for a full-time student, and are generally not permitted for more than one semester Students who take less than 9 hours per semester are considered part-time students and are not qualified to obtain or maintain an assistantship Assistantship Funding:

• The Graduate School funds the tuition portion of the majority of graduate assistantships Funding in The Graduate School org is based upon the number of University-wide assistantships and a generalized ratio of instate to outstate residency students permitted

• A department is assigned a certain number of assistantships Funding in the departmental org is based upon the number of assistantships assigned and the stipend for each

• The department is assigned a certain number of assistantships of the total that are funded at an outstate tuition rate The ratio is assigned by college, and can be negotiated between

departments within the college Permission to alter the ration of instate vs outstate funding ultimately rests with The Graduate School and depends on the university-wide ratio

• Funds generated by a student’s underload revert back to The Graduate School budget to be used within that year’s budget Funds may not be carried across budget years

Hiring/Termination of GA’s:

• All Assistantship paperwork (contract, position description, payroll paperwork, etc.) goes through The Graduate School Office Failure to send the paperwork through TGS may result in delayed stipend and/or tuition payments

• Notice of termination of a GA contract mid-contract should be sent immediately to the Director

of Student Support via email

Name: Date:

PeopleSoft ID:

Change from: Program of Study:

Concentration of Study:

Recommendation: Conditional Unconditional Deny

Please list conditions, if any:

Advisor Assigned:

Signature of Graduate Director: Date:

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Add/Change of Concentration

Name: Date:

PeopleSoft ID:

Change from: Program of Study:

Concentration of Study: Degree:

to: Program of Study:

New Program of Study:

Please list conditions, if any:

Advisor Assigned:

Signature of Graduate Director/Department Head : Date:

Signature of Graduate Dean: Date: _

K:\TGS\TGS-Shares\Departmental\Graduate Council\Coordinator Manual\Change of Program/Change of Program form.doc

Change of Program/Degree

THE GRADUATE SCHOOL

}AMES MADISON UNIVERSilY

Approval of Transfer Graduate Credit

This form must be typed Handwritten forms are not accepted and will be returned

SrudemNrune _ PhoneNwnber _ Mailing Address _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ City _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ State _ _ _ _ _ _ _ _ _ Zip _ _ _ _ _ _ _ _ _ _ Srudent ID _ _ _ _ _ _ _ _ _ _ _ Graduate Program _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Instructions

A grade of"B" or better must be earned in courses requested for transfer credit Courses taken for pass/fail or satisfactory/unsatisfactory grades will not be accepted for transfer graduate credit Under no circwnstances will more than one-half of the total graduate credits required for completion of a program be considered for transfer/inclusion in the student's program of study This includes any hours taken at JMU prior to acceptance In the case of variable credit programs, the one-half maxirnwn transfer hours allowed will be calculated based on the minimwn nwnber ofhours required for the degree Students may not transfer in more than nine credit hours from institutions other than JMU

Transfer credit applications must be approved by the student's adviser, academic unit head and the dean of The Graduate School Exceptions

to the policy may be considered on a case-by-case basis Academic credit, including transfer credit, taken more than six years before the master's degree award date or eight years before the doctoral degree award date may not be used to satisfy degree requirements

Coursework taken while an undergraduate financial aid recipient at JMU will NOT be transferred to the graduate transcript if fewer than 12 undergraduate credits remain on the transcript during the term in which the course(s) requested for transfer was taken The Graduate School must receive an official transcript from the previous university/college that indicates successful completion of courses

It is the student's responsibility to request the transcript be sent Official, unopened transcripts should be sent to James Madison University, The Graduate School, 800 South Main Street MSC 6702, Harrisonburg, VA 22807 Those requesting permission to take fmal courses 'rd progrrun completion at an institution other than JMU may find that graduation is delayed until the following academic term due to the

t J required to obtain a transcript from the other institution

*JMU Course

U /C DIV ollege Name c ourse # c ourse T'l lte D ate omplete C d G ra e d H rs s u b shtution #

•Frulure to md1cate appropnate JMU course subst1tut1ons w11l result m the program name and " 000 " bemg hsted on the transcnpt Courses so hsted w!ll not

be counted as part of 600-level course requirements

Adviser Signature/Date Program Director Signature/Date

Graduate School Dean Signature/Date

r ~ipt of this form with original signatures and official transcripts ensures that the requested courses have been approved and will be

~ <'erly recorded on the student's JMU transcript

Copies to : Student , Registrar, Graduate School, Adviser , Program Director Revised: Ol/09

N: TGS \ TGS-Shares\Departmental \ Graduate Council \ Coordinator Manual\ApprovalOITransferCredit.Revised Jan09 doc