Contents
This will be the updated version of DutiesLegacyDocuments
Functions and Duties of the Graduate Liaison Draft, 090401, WB
1. Signs referrals for admission to the Graduate College a. upon recommendation of the Graduate Studies Committee b. after preparation by SoM staff (Celia Jones, 2001-2002)
2. Serves as advisor to graduate students who are not GTA and who do not yet have a research advisor, to help them find a research advisor, on matters of course selection, and on obtaining support. (This duty is mostly moot since institution of the practice of admitting students only if they are supported. It may from time to time apply to certain fellowship students, e.g. Fulbright, AMS, and to a former GTA that is neither serving as a TA nor supported on a research grant.)
3. Reviews and signs annual graduate student evaluations. a. SoM staff distributes forms to students. b. Students and their Advisors share the responsibility for completion of the evaluations and submission of the forms to SoM staff.
4. Approves admission to candidacy and advisory conference forms. a. SoM staff checks for accuracy. b. Content is responsibility of student, advisor, and committee.
5. Approves MS and PhD committees and changes in committees. a. SoM staff checks graduate faculty status of committee members. b. SoM staff checks for compliance with Grad College rules on committees.
6. Administers financial matters between Graduate College and SoM that concern graduate students, including a. fee waivers (prepared by SoM staff) b. alumni fellowships c. incentive funds for recruitment of competitive students d. funds for recruiting, primarily travel funds for applicants
7. Approves permission and request forms, such as: a. request for authority to conduct general exam, b. request for authority to hold dissertation defense c. request for authority to conduct comprehensive exam, d. request for authority to hold thesis defense, e. admission to candidacy forms
8. Keeps SoM Faculty, Students, and Staff informed of Graduate College rules and requirements, especially in case of any changes or additions to the existing body of rules an requirements.
Functions and Duties of the Chair, Graduate Studies Committee Draft, 090401, WB
1. Manages annual graduate student recruitment effort on behalf of all faculty. a. Works with Graduate Liaison to obtain recruiting funds, fellowships, etc. b. Works with SoM staff on preparation of applicant files and spread sheets c. Works with faculty members to match applicants with requirements. d. Personally contacts applicants to explain status of application, procedures, requirements, unusual circumstances, delays, etc. e. Works with SoM staff to maintain frequent communication with applicants. f. Works with SoM staff and faculty to arrange interview visits for highly competitive candidates.
2. Manages preparation of Ph.D. Qualifying Examination, its administration, and grading. Presents results to faculty, conducts discussion of of results, gray area decisions, remedial actions, etc.
3. Notifies students of results of Ph.D. Qualifying Examination.
4. Prepares or entertains proposals for changes in graduate program.
From the Graduate College
From Don Rodgers 30 August 2010 to Dr. Shapiro,
"I found this in an old Graduate Liaison handbook on our network drives. Hope this helps."
Responsibilities of the Graduate Liaison
In order to streamline interactions and to develop more effective communication between the Graduate College and the academic units, the system of Graduate Liaisons was initiated a number of years ago. As this system has developed and grown, the responsibilities of each Graduate Liaison have also increased. The Graduate Liaison is now the most important link between the Graduate College and the academic units. How the Graduate Liaison will function within any academic unit is left to that academic unit. The academic unit may decide that the Graduate Liaison will have total responsibility for all matters relating to graduate students. On the other hand, certain academic units may have a committee, or the academic unit as a whole will be responsible for various aspects of graduate students' affairs. In the latter two instances, the Graduate Liaison would serve as the "liaison" between the committee (academic unit) and the Graduate College. In the former case, the Graduate Liaison would act for the academic unit as he or she communicated with the Graduate College.
Each academic unit selects a Graduate Liaison. The academic unit determines the mechanism for this selection and the length of the term as Graduate Liaison; however, a two-year term is suggested. The faculty member must not be selected by default, but must be a graduate faculty member who is keenly interested in the academic unit's graduate program and its current and potential graduate students. It is imperative that the Graduate College is notified in writing or by e-mail when a new Graduate Liaison is selected. This Graduate Liaison Handbook should be given to the new Graduate Liaison.
The Graduate Liaison, acting as an official of the University, is expected to execute faithfully academic unit, Graduate College, and University policy; to represent accurately those policies to students, faculty and the public; and to assist students, faculty, and advisory committees in following proper procedures in matters relating to graduate education. In doctoral granting units, the Liaison should be a tenured faculty member holding an M-3 graduate faculty appointment; in other academic units, the Liaison should be a tenured faculty member holding at least an M-2 graduate faculty appointment.
The Graduate Liaison is appointed with the consent of the Graduate Dean. In general, Chairs and Directors will be permitted wide latitude in appointing Liaisons within the above general guidelines. However, the Graduate Dean may, under unusual circumstances, reject a Liaison appointment or require that an academic unit appoint a new Liaison. In the absence of an appointment acceptable to the Dean, the Chair or Director will serve as Liaison.
The Graduate Liaison responsibilities include, but are not limited to, the following:
(1) recommending applicants for admission to the Graduate College;
(2) advising each graduate student on degree requirements;
(3) evaluating and overseeing each graduate student's academic progress, including being intimately involved in the yearly evaluation of each graduate student;
(4) approving the course of study for each graduate student's program;
(5) approving each student's master's or doctoral committee;
(6) approving any changes in a student's program or committee;
(7) keeping the faculty informed of all Graduate College regulations pertaining to the academic unit's program;
(8) insuring that each graduate student fulfills the special academic unit requirements and certifying completion of these requirements at the time the dissertation reading copy is deposited in the Graduate College;
(9) insuring that the academic unit and its faculty and students meet the Graduate College deadlines; and
(10) attempting to foresee any potential problem so that it may be rectified before the problem manifests itself.
Graduate Studies Committee Responsibilities Rough Chronological List
January
1. Send information to faculty about new students.
2. Start organizing summer/fall semester applications for Graduate School. Note that a few offers of guaranteed TA support can be made at any time to outstanding applicants.
3. Assist in planning/promoting Visiting Student Weekend (for Feb.).
February
1. Assist with Visiting Student Weekend.
2. (Toward end of month.) Estimate how many new students that faculty, dept., etc. can support. Make first set of offers to best applicants. Follow-up on phone and encourage other faculty to do so also.
March
1. Continue graduate student recruiting
April
1. First week is last chance to make additional offers to graduate applicants before April 15 "deadline."
2. After 15th , find out by phone who is coming; send out more offers if necessary. Determine which students were accepted for AMS Fellowships.
May
1. Annual evaluation of graduate students required by Graduate College.
2. Begin to decide who new TA's will be and who new students will work for (with Chairman).
June
1. "Welcome to OU" letter sent to new students by dept. Chairman.
2. Solicit questions for use in Ph.D. Qualifier exam to be held in August.
3. Inquire as to which students will participate in the Ph.D. Qualifier exam and ask them to sign up for it by submitting a pseudonym to the departmental staff assistant.
July
1. Give each student a copy of exam guidelines and request a list of all their graduate courses.
August
1. Make final decisions for Fall semester appointments.
2. Give out M.S. and Ph.D. rules and regulations to all new students and faculty.
3. Send outlines of graduate courses to be taught in the spring semester to adjunct and regular faculty to assist them in advising students.
4. Reserve room for exams; send information to students.
5. Construct exam, administer it and have it graded; faculty receive copies of exam when sent answered questions.
September
1. Solicit information to make our graduate student list as soon as form 101 is in.
2. Decide who passed/failed the exam. Present results at regular faculty meeting; send letters to each student and his/her advisor.
October
November
1. Decide who shall receive graduate assistantships for the spring semester.
2. Send outlines of graduate courses to be taught in the spring semester to adjunct and regular faculty to assist them in advising students.
December
1. Make final TA assignments for spring semester (with Chairman).
Year-Round Duties
1. Respond to inquiries concerning our graduate program.
2. Decide on whether to admit all graduate applicants
3. (with Dept. Staff Assistant) Make sure all application materials are complete for each student. Route folders to faculty and adjunct faculty.
4. Advise all graduate students who have not chosen faculty advisors.
5. Monitoring the academic progress of all our graduate students. Quality control!