Graduate Student Processes

Graduate Program Review, Approval, and Degree Clearance (GDP vs. GPAS)

GRD students (MA, MS, MSW, PhD, EdD) that matriculated before Spring 2013 use the paper graduate degree plan (GDP) to plan for coursework and receive approval from their faculty adviser, GPC, and the Dean’s Office.  Students that matriculated in Spring 2013 and after use GPAS.

DMS students (MEd and post-bacc certificate) that matriculated before Spring 2013 use the paper GDP for degree clearance.  Students who matriculated Spring 2013 or later will use GPAS.

Degree Clearance

• All Pre-Spring 2013 MEd and certificates are cleared by the Dean’s Office

• All Post-Spring 2013 MEd and certificates are cleared by GSSP.

• All PhD and MA degrees are cleared by GSSP, no matter the start date.

Degree Clearance Procedure for Pre-Spring 2013 MEd and Certificate

1. Advisor, department, or student will scan/e-mail approved GDP directly to CEHD Graduate Student Operations (cehdgrad@umn.edu) or, alternatively, it can be emailed directly to Michael DallaValle (mdallava@umn.edu).

2. When MyU Portal application and GDP are received, a formal review of the student’s transcript in relation to the approved curriculum listed on the GDP occurs.

3. When the student meets all requirement for degree conferment, Graduate Student Operations will clear the student, and a Conferment of degree e-mail will be sent to the student and copied to APLUS.

Degree Clearance Procedure for Post-Spring 2013 MEd, Certificate, MA, and PhD

1. Office of the Registrar (OTR) sends the Graduate Program Coordinators (GPC) addendum report to DMS and GRD programs around the third business day of the month.

   1. Program staff can also use the Degree Applicants report in Reporting Center, as well.

   2. Reports will be used to identify students that the college clears (pre-2013 MEd and post-bacc cert) and review GPAS students for exceptions.

2. Academic Support Resources (ASR) sends out templated communication to GPAS students who applied to graduate that month

   1. Provides confirmation that the file is being reviewed.

   2. Advises student to contact their program if they have specific questions.

3. Program staff submits exception worksheets for each GPAS student that needs one.

   1. Deadline: Exception worksheets e-mailed individually to gssp@umn.edu no later than the 15th of each month.

4. ASR processes exceptions worksheets. This takes approximately five business days.

5. OTR (through GSSP) sends follow-up report with students that still need an exception worksheet or if grades are missing.

   1. Deadline: Outstanding students report e-mailed to programs no later than the 25th of each month.

6. Deadline for all subsequent grades and exception requests is the last working day of the month.

7. As students clear, GSSP sends out templated “congratulations” e-mails via a daily batch process

Graduation Application Steps

Certificates and MEd—Spring 2013 and later

1. Submit GPAS planner. This should be done, at least, one month prior to degree completion.

2. Submit application for degree through MyU portal by the first day of anticipated month of graduation.

Note: Not all MEd students are required to complete and submit a GPAS

Certificates and MEd—Pre-Spring 2013

1. Complete Graduate Degree Plan (GDP), at least, one month prior to anticipated graduation date.

2. Download graduation packet.

3. Submit application for degree through MyU Portal by the first day of anticipated month of graduation.

Note: Specialist Certificates (SC) will have additional steps.

Steps for MA Students 

Steps for PhD Students

Transfer Credits Process (GRD and DMS)

Pre-Spring 2013 Students

GRD students send paper Graduate Degree Plan (GDP) to GSSP.

DMS students provide an official transcript and a completed Academic Policy Petition to the adviser.  The adviser signs the petition and sends it to the college.  The college fills out a “Request for Record Change” form and sends all forms to Office of Admissions for processing.

Post-Spring 2013 Students (GRD and DMS)

GRD and DMS students add transfer courses to GPAS, and, if needed, the official transcript is sent to GSSP.  This can also be done by exception paperwork.

Readmissions

All readmissions (GRD and DMS) are processed by the Office of Graduate Admissions.

1. Student downloads express readmission form from the Office of Graduate Admissions website.

2. The signed readmission form is submitted to program for DGS signature.

3. Application is submitted to the Office of Graduate Admissions (either mailed or e-mailed to gsquest@umn.edu).

4. If a fee is required, student will be contacted by Office of Graduate Admissions staff.

DISCONTINUING STUDENTS FROM A PROGRAM

1. Request must be made in writing by the student wanting to discontinue. Student sends e-mail to GPC.

2. GPC forwards e-mail to GSSP for processing.
   a. In the past, the request could be made by the GPC and then approved by the Dean’s Office. The request must be made in writing by the student. The Dean’s Office is no longer part of the process.

3. GSSP processes request and e-mails student.

Paid Parental Leave for Graduate Students on Teaching or Research Assistantships (procedure example)

University Graduate Assistant Policy

University Parental Leave Policy

Any graduate student wishing to request parental leave should contact their supervisor at the beginning of the semester when the leave will occur. The supervisor will work with the department chair to identify a replacement for the assistant-ship responsibilities for the duration of the parental leave; the replacement’s appointment should be communicated to the department HR office as soon as possible. The supervisor will work with the graduate student and their replacement to prepare for the leave prior to the start of the parental leave period. The graduate student should contact the department HR office to file the appropriate paperwork including a date for their return to work, paid parental leaves are up to six weeks in duration. Any changes should be reported immediately to the supervisor and department HR.