Program Director Informational Workshop

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Program DirectorInformational Workshop
Hosted by the Graduate College
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Welcome
Dr. Thomas Tomasi Associate Dean of the Graduate
College and Biology Professor
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Graduate College Minimum Admission Requirements
Eric Eckert Coordinator of Admissions and
Recruitment
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Minimum Requirements

• Cumulative GPA of 2.75 or higher OR
• Last 60 hour GPA of 2.75 or higher OR
• Satisfactory scores on the GRE, GMAT, or MAT
• Satisfactory scores on GRE Must score a 475 or
  higher on the verbal or quantitative section and
  no lower than 400 on the other section
• Satisfactory score on the GMAT Total score of
  400 or higher

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Minimum Requirements

• Students achieving the minimums application
  materials will be sent to the department for
  further evaluation and admission decision
• Students NOT achieving the minimums - will be
  sent a denial letter by the Graduate College
• Coordinators and Directors can request an
  exception to the minimum requirements

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Application Process Materials Needed

• Completing of Graduate College application
• Paying application fee (35.00)
• Sending two official copies of transcripts to the
  Graduate College
• Sending additional materials required by the
  program or department
• Test Scores (GRE, GMAT, or MAT)
• Letters of Recommendation
• Resume
• Program/Departmental Application

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Application Process Processing of Materials

• Graduate College ensures that minimum
  requirements are met
• Forward a copy of the application materials to
  the program coordinator/director (application,
  transcript information, test scores, letters of
  recommendation, etc.)
• Admission Recommendation Form
• Complete the Admission Recommendation Form, and
  send a copy back to the Graduate College
• Letter and copy of Admission Form sent to the
  student

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Admission Recommendation Form

• You have three choices
• Admit
• Deny
• Reapply
• Really a deny with a note explaining what the
  student should do before he/she reapplies
• There is NO conditional or pending admission.

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Admits

• Regular Admit

• Admit with Conditions
• (We DO NOT track this)

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Deny and Reapply

• Deny

• Reapply

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Change of Academic Area Form

• Used when student changes from one program to
  another
• The form acts as their application
• Admission process for changing programs is the
  same as mention above
• Students must also submit additional materials to
  new program, if applicable

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International Admission
Lisa Gibson Assistant Director, International
Student Services
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Office of International Student Services
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International Student Services Staff

• Jody Pritt, Director
• Lisa Gibson, Assistant Director
• Heejung Cromley, Admissions Coordinator
• September Bickmore, SEVIS Coordinator
• Kristina Guinn, Admissions Evaluator
• Barbara Opfer, Administrative Specialist
• Student Employees

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Processing International Applications and
Admissions
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International Application Deadlines

• Published Application Deadlines
• Fall Semester May 1  
• Spring Semester September 1

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Required Application Materials

• International application
• 50 application fee
• Transcripts
• Proof of English
• TOEFL, IELTS, ELI Completion
• Graduate test scores (if required)
• GRE or GMAT
• Financial documentation
• Statement of financial support (form or letter)
• Sponsors bank statement or letter

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Evaluation of Application Files

• Determine if the Institution is recognized or
  accredited
• World Higher Education Database
• EDGE (Electronic Database for Global Education)
• by AACRAO
• NAFSA/AACRAO References
• Internet websites and list-serves
• Professional Contacts
• Credential Evaluation Services
• Verify Bachelors degree equivalency if graduate
  applicant

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Evaluation of Application Files

• Calculate GPA
• Research the countrys educational system
  (Resources are the same as in 1)
• For graduate students
• Complete Credential Evaluation Form for graduate
  applicants
• Forward to Graduate College to forward to the
  department for an admission decision

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When a student is admitted we

• Check financial documentation
• Personal/sponsor funding or scholarship
• Write admission letter
• Create immigration form (I-20 or DS-2019)
• Mail admission packet by DHL
• Approx. 3-5 days to reach the students country

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Student Receives Admission Packet

• Apply for Student Travel Visa (Visa fee US 131)

• Travel to Consulate (often in other cities)
• NOTE
• Students are not guaranteed a visa
• Some students must make multiple appointments
  before obtaining the visa

• Pay SEVIS fee (200 for F-1s and 180 for J-1s)
• Make appointments
• Often available only weeks to months in advance

• Find affordable plane tickets
• Often available only months in advance

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Timing is Crucial

• Visa and travel arrangements require a minimum of
  2-3 months advance planning
• Visa granted for a specific school, difficult to
  change
• Students may receive admission packets from
  several schools
• Students usually apply for visa based on first
  admission packet received

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Student Arrival Orientation

• Student should notify ISS of arrival plans
• Student must arrive by program start date
• ISS helps arrange transportation to campus
• Temporary campus housing is not normally
  available in January for spring semester
• Student allowed to register for classes only
  after attending International Student Orientation

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Encumbrances (Holds)

• IN First-time students for orientation and
  copies of immigration documents
• May be used for other immigration issues
• IT After registration for first semester
• Sometimes takes several
• semesters to clear
• EN English Language Institute

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Maintaining SEVIS ComplianceImmigration
Regulations

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Enrollment Requirements

• Full-time is
• 12 hrs for undergraduate students
• 9 hrs for graduate students
• A student is considered Out of Status
• When they enroll less than or drop below
  full-time without PRIOR approval of ISS
• Under-enrollment permission
• Only reasons approved by theDepartment of
  Homeland Security/Department of State can be
  considered for an exception

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Online Courses

• Only one online or distance learning course (no
  more than 3 credit hours) per semester (fall and
  spring) will count toward a students full-time
  course load
• Students may enroll in any number of online
  courses during the summer (summer course
  enrollment is not required)

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Failure to Maintain Status

• Specific requirement and regulations to maintain
  status
• Refer the student to, or contact our office
  directly
• Students who fail to maintain status lose the
  privileges of their student visa status and
  become subject to deportation

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Questions?
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Graduate Assistantships
Valerie Murphy Administrative Specialist II
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Financial Benefits

• Stipend for work on campus (20 hours/week)
• Fee waiver scholarship
• 10 discount at the bookstore
• Eligible to purchase Faculty/Staff Meal Plan
  through Sodexo
• Block of 10 meals - 35.00 (3.50/each)
• For use at Blair-Shannon, Garst and Kentwood
  Dining Centers

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2009-2010 stipends

• 7,340 or 9,730 for the Academic Year (AY)
• 3,670 or 4,865 for a semester (FA or SP)
• 1,835 or 2,432.50 for summer
• (Semester stipend ½ of AY stipend SU stipend ¼)

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Payment of Stipends

• AY 9 equal payments received Sept-May
• FA 4 equal payments received Sept-Dec
• (NO payment in Aug for FA or AY appt)
• SP 4 equal payments received Feb-May
• (NO payment in Jan for SP appt)
• Direct Deposit at end of month

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Fee Waiver Scholarship

• Covers up to 15 hours of graduate (600-level or
  above) coursework that are part of students
  program of study for each of the FA and SP
  semesters, PLUS 6 hours in the SU (for those with
  a G.A. position in the SP)
• Sept 15 Feb 15 Deadlines for the appointment
  PAF to be received by the Graduate College for
  student to be eligible to receive fee waiver
  benefit
• Hours carried by G.A. subject to same course fee
  drop penalties as any other student

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Department / Unit Eligibility

• Must have the funding for the stipend
• Grandfathered in Fee Waivers
• Transfer of funds for fee waivers when required
• See G.A. website for details on these issues

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Student Eligibility

• Initial
• Must be admitted into a degree program
• Must have
• 3.00 GPA undergraduate cumulative OR
• 3.00 GPA on last 60 hours of undergraduate OR
• 3.00 on 9 hours of graduate work
• To Maintain Eligibility
• Must be enrolled in 6 hrs of graduate level
  classes during a regular semester 3 hours
  during SU semester
• Must maintain a 3.00 graduate GPA
• See G.A. website for details on length of
  eligibility

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Application

• Students submit applications directly to the
  respective department

Recruitment Selection

• Process set by the hiring department/office
• Postings may be placed on G.A. website (Send your
  posting as an email attachment to Carla Coorts)

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Personnel Action Form (PAF) Appointment

• Needs to be complete (details on website)
• Use current local address
• Print on the correct side of the NCR paper
• Timely submittal is important
• Routing two signatures prior to submission to
  Graduate College

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PAFs Cont. Appointment Changes

• If prior to start of appointment period, contact
  Valerie in Graduate College to determine if new
  PAF is required
• If needed then, mark Change of Status in box in
  upper left-hand corner of PAF
• Mark appropriate change action in Sec. V, enter
  budget information in Sec. VI provide comments
  as necessary
• Resignations/Terminations - Contact Valerie in
  Graduate College ASAP

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Appointment Stepsafter Receipt of PAF in
Graduate College

• Student eligibility checked
• Fee waiver availability checked
• Fee waiver entered
• Appointment letter and form prepared and mailed
  to student

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Appointment Steps Cont.

• Student Responsibilities (detailed in appointment
  letter)
• Return signed appointment form (PAF does not
  leave Graduate College until signed appointment
  form has been returned)
• I-9, W-4, and Direct Deposit Forms (complete at
  the hiring office)

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I-9 Form (Employment Eligibility Verification)

• To be completed in the hiring department/office
• Section 1 must be completed by student by end of
  first day of employment period
• Appropriate forms of identificationmust be
  originals to be presented to the hiring
  dept/office
• Dept/office to complete Sec. 2, then forward to
  their cost center to complete E-Verify, which
  must be completed by end of third day
• Recommend that ALL new/first-time G.A.s complete
  an I-9 even if previously a student employee

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Foreign National Employees

• Cannot begin working until cleared by
  International Payroll (see link under
  Appointment Steps for details on clearance
  process)
• Not allowed to work over 20 hrs/wk during the FA
  SP semesters per US Immigration law
• Teaching Assistantship eligibility see link
  under Appointment Guide for details

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Miscellaneous

• Time Sheets
• Required of non-teaching/research G.A.s
• To be completed monthly retained in the hiring
  dept/office
• Subject to auditing by Payroll Office
• Other Employment on Campus
• Not allowed during G.A. appointment period except
  between FA SP semester over SP break

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Miscellaneous Cont.

• Training
• Teaching G.A.s -- Mandatory orientation given by
  Graduate College every August, but department
  specific training should also be given by hiring
  department
• Non-teaching Research G.A.s -- Training is
  responsibility of individual units
• See G.A. website for details on all of these
  issues

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Certificate Programs, Thesis, and Travel Funding
Carla Coorts Assistant to the Dean
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Graduate Certificate Programs

• MSU currently offers 18 post-baccalaureate
  graduate certificate programs
• Certificate programs, once approved, are valid
  for a period of 5 years at the end of the 5-year
  period, a program renewal request must be
  submitted to Graduate Council for the program to
  continue
• Certificates can be completed as stand-alone
  programs or done concurrently with graduate
  degree programs

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Certificate Program Procedures

• Certificate programs require the same admission
  process as other graduate degree programs
• A Plan of Study, much like the Advisor Approved
  Program of Study for a masters program, must be
  completed by the student and signed by the
  certificate program advisor
• If a change needs to be made to a Plan of Study
  once it has been filed with the Graduate College,
  a Change of Certificate Plan form should be
  completed by the advisor

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Certificate Program Completion

• A Notification to Complete a Graduate
  Certificate Form must be submitted to the
  Graduate College during the semester in which the
  student plans to complete the program
  requirements
• This initiates the final check and provides the
  information needed by the Office of the Registrar
  to order the formal certificate
• The formal certificate is mailed to the student
  4-6 weeks following the end of the semester.
  Completion is transcripted

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Certificate Program Resources

• 2009-2010 Graduate Catalog (page 43)
• Information regarding graduate certificate
  programs, including all forms, are available on
  the Graduate College website at
• http//graduate.missouristate.edu/certificates.htm
  

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Graduate Student Grade Requirements

• A student becomes ineligible for graduate study
  if more than 9 credit hours of C or lower grades
  are earned in graduate courses, or if the student
  does not meet any specific retention requirements
  imposed by a degree or program
• Once a student goes over the 9 hour limit, a hold
  is placed on his/her record preventing further
  registration
• C-Grade letters are sent to students following
  each semester advisors also receive copies

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Thesis Research Funding

• Each Fall and Spring semester graduate students
  can apply for thesis funding
• Awards of approximately 500 are given to help
  defray real costs of conducting thesis research

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Thesis Research Funding Things to keep in mind

• The student must be writing a thesis
• Use of the funding can vary according to the
  nature of the project, but there are limits

• Valid Expense
• field work travel
• consumable supplies (e.g. lab chemicals survey
  postage)
• instrumentation (which would remain with the
  department)

Prohibited Expenses- books that would become
the personal property of the student - payments
to the student or hiring of another student for
research related work- printing and binding of
the final thesis document
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Thesis Research Funding

• Fall 2009 Application Deadline
• Monday, October 9, 2009
• Spring 2010 Application Deadline
• Monday, February 19, 2010
• Application Available Online at
• http//graduate.missouristate.edu/studentfunding.h
  tm

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Graduate Student Travel Funding

• Graduate students can apply for funding
  assistance to present their thesis research
  findings at conferences, symposiums, etc.
• The maximum award amount is 300 
• There is no deadline for travel funding. However,
  the request must be received by the Graduate
  College at least two weeks prior to travel

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Graduate Student Travel Funding

• An abstract of the research project being
  presented must be attached to the application
• A letter of support from the research advisor
  must also accompany the application
• If more than one student in a department or
  program will be attending the same conference, it
  is helpful to have the funding applications
  submitted together
• Application Available Online at
• http//graduate.missouristate.edu/studentfunding.h
  tm

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Funding Process Thesis Research and Student
Travel Awards

• Student funding awards are transferred directly
  into the appropriate departmental budget
• Students must then work with departmental
  personnel, such as heads/directors or
  secretaries/assistants, to access their funding
  and complete any paperwork that might be required
  for purchases or travel reimbursements

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Program of Study
Christy Graham Executive Assistant III
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Program of Study

• The Advisor Approved Program of Study is a form
  listing all of the courses that will be used to
  fulfill the degree requirements
• Students should meet with the advisor to
  determine the courses needed
• Advisors signature is required on the form
• The form should be submitted to the Graduate
  College (Carrington 306)
• The student and the advisor will receive a copy
  of the approved form from the Graduate College

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Program of Study

• Important to Note
• The Program of Study should be submitted before
  14 credit hours have been completed students
  will be encumbered from registering if the form
  is not submitted by this time
• Changes to a finalized program of study may be
  made by completing a Change of Advisor Approved
  Program of Study Form
• No course with a grade below C- may be applied to
  a Program of Study
• The forms are available online at
  http//graduate.missouristate.edu/forms.htm

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Forms Advisor Approved Program of StudyRequest
for Change of Advisor Approved Program of Study
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Graduation Procedures and Requirements
Christy Graham Executive Assistant III
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Application for Graduation

• An Application for Graduation needs to be
• submitted the first week of the semester in which
  the student plans to graduate (or anytime prior
  to that).
• The application is available in the Graduate
  College (Carrington 306) or online at
  http//graduate.missouristate.edu/forms.htm

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Comprehensive Examinations

• Eligibility
• Approved Program of Study must be on file in the
  Graduate College
• 3.00 GPA
• Comprehensive Examination Application/Result Form
  should be submitted to the department
• Department must forward results to the Graduate
  College by the posted deadline
• Written notification of results will be sent by
  the Graduate College to the student a copy will
  also be sent to the advisor
• The form is available in the Graduate College
  (Carrington 306) or online at http//graduate.miss
  ouristate.edu/forms.htm

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Research Requirements

• Missouri State University graduate degrees
  require experience in research
• The research requirement is met by either
• Thesis Option
• Degree/Seminar Paper Option

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ResearchProgram Specifics

• Some programs require the Thesis Option
• Credit varies from 3 to 6 hr
• Other programs suggest the Seminar/Degree Paper
  Option
• Often the seminar/degree paper is completed by a
  specific class enrollment
• In other cases, the paper is not linked to a
  single, specific course
• A Seminar Report Form is required for some
  programs

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Seminar Reports and Research and Comp Requirements

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Thesis Information
Dr. Thomas Tomasi Associate Dean of the Graduate
College and Biology Professor
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Before the Research

• Pick a journal for publication
• Read our Thesis Guide for formatting
• Determine format of references
• Write a thesis proposal using these formats
• Introduction
• Methods
• References (avoid referencing by number at this
  point)
• Get approvals (if needed)
• Human subjects
• Vertebrate animals
• Bio-safety

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Thesis Guide

• Formatting details
• Set up as an example of format
• Lists style guides
• Student Checklist
• First 10 pages are set up already

SUPPLEMENTAL INSTRUCTION PAGES
http//graduate.missouristate.edu
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Thesis Guide

• Some Things Are Prescribed
• Format for initial pages, margins, ..
• Placement of headings, figure captions, table
  headings .
• Things NOT Prescribed
• Sections or chapters of the thesis .
• Method of reference citation

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After the Research

• If writing a thesis
• Re-read the Thesis Guide
• Update Introduction and Methods
• Write Results and Discussion
• Prepare the preliminary pages
• Prepare PowerPoint presentation (if required by
  department)

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Most Common Mistakes

• Page numbers
• Mismatch with Table of Contents
• Wrong location
• Margins
• Headings (placement and font used)
• Text and reference list
• Mismatch
• Inconsistent
• Signatures

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Thesis Approval Process

• Avoid plagiarism with Turnitin.com
• Satisfy the chairperson and other members of your
  committee they sign!
• Review by the Graduate College
• This review copy should have been prepared to
  meet all guidelines
• Submit hardcopy and digital versions
• Final edits and submit final copies
• Hardcopies for binding (9.25 each)
• Enter thesis info into Graduate College database
• Upload electronic copy

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Grading of the Thesis

• Some programs use regular grading others use
  Pass/Not Pass
• Thesis grades are not assigned until the final
  product is complete since the enrollment often
  is over several semesters, a Z grade is
  assigned prior to completion

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Z-grade Removal Form
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GEN 798 Active in Research

• Zero credit hour course
• For those students with only their research
  requirement remaining to be completed
• Provides the following
• Access to the library
• Opportunity to purchase a parking pass
• Access to computer services, including e-mail
• Graded as a P or N
• Register online like any other course

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• 17th Annual
• Graduate InterdisciplinaryForum
• April 17, 2010

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Responsible Conduct of Research

• Fabrication of data
• Plagiarism
• Authorship of papers
• Retention of data
• Compliance with Federal Requirements
• Human participants
• Biosafety
• Animal use
• Radiation
• Export control

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Workshops This Year

• Degree Planning 101 Sept. 10, 4-530, Craig 203
• Library Research - Sep. 24, 4-5pm, Meyer Library
  106
• Research - Oct. 8, 4-530pm, PSU 317A
• Career Search - Oct. 29, 4-530pm, PSU 315
• Human Subjects in Research - Nov. 12, 4-5pm, PSU
  317
• Animal Care and Use - Nov. 17, 4-5pm, PSU 317A
• Thesis Writing - Jan. 21, 4-5pm, PSU 315
• Abstracts - Mar. 2, 4-5pm, Craig 203
• Presentations - Mar. 25, 4-5pm, PSU 317A

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Q A Session