Graduate student registration exceptions now online

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Graduate students can submit requests for exceptions to registration policies by visiting the "Special for graduate students" page on the One Stop website. The automated form (Graduate Student Registration Exceptions) will be used by students requesting to add or drop courses after a deadline, change grade basis or number of credits in a class after a deadline, or register for more than 18 credits in a term.

Read more about registration exceptions, and for a quick start guide to the new automated workflow.

UM Reports (Graduate Education) for fall 2011

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Adjustments to the "behind the scenes" structure of many UM Reports are underway. These adjustments are required because of the change in college affiliation of graduate programs and students effective fall 2011. You can view a complete list of all planned modifications for graduate education reports, including a status of the work, on Academic Support Resources' (ASR) website. This page will be updated as needed, so check back often.

PCAS enhancements delayed

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Work to incorporate graduate-level program information into the Program and Curriculum Approval System (PCAS) has been delayed. Currently, graduate PCAS is projected to be available for data entry by the end of August.

When the system is available, the central entry of program data will begin and will be followed by an opportunity for programs to review their entered data. The process and timeline for data review will be communicated to programs by early fall.

Work to incorporate graduate-level programs into the Program and Curriculum Approval System (PCAS) continues. A PCAS system update is nearing completion, and the first graduate program data entry is expected to begin by the end of July.

Since April, more than 500 program worksheets have been completed and returned through the college catalog coordinators. Data entry is scheduled for August and September, followed by an opportunity for programs to review their entered data in October. The target go-live date for the PCAS-generated online graduate catalog is late November.

Data entry is a collaborative effort of Academic Support Resources and the Graduate School. The data from the worksheets will be entered centrally by 2-3 student workers supervised by Jon Poppele. Jon brings experience from working on two previous issues of the Graduate School catalog. Data quality review is being coordinated by Joe Shultz in the Provost's Office and Vicki Field in the Graduate School. Once the entered data has been reviewed in PCAS by programs, it will be exported to the PDF version of the catalog by Kristin Cleveland in University Relations.

Until the new online catalog and PDF version are available, the current 2009-11 Graduate School Catalog will be extended with a short supplement containing a summary of key changes, to be posted online on or around August 15. This will constitute the interim, transitional catalog. The new PDF version of the catalog is expected to be completed in late December or early January and will incorporate many of the new and revised graduate education policies that are currently under review.

Thanks to all the program and college staff who are contributing to this project.

For more information about this project, see the March 31 post about PCAS. If you have questions, contact Kristin Cleveland at or 624-1682 or Jon Poppele at

Five graduate education policies posted for review

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The following message is posted on behalf of Nita Krevans, associate professor and chair of the Graduate Education Policy Review Committee.

Five policies developed by the Graduate Education Policy Review committee have now been approved by the President's Policy Committee and posted for a 30-day public comment period at Because of the Senate and PPC calendar, this public comment period falls during summer break and we wanted to make sure that groups involved in graduate education were notified about the comment period. Please forward this email to anyone else you think may wish to comment on the policies.

I have summarized the policies below and provided a direct link to each posting on the Policy Library website; significant changes from previous Graduate School policies are noted in capital letters but that these policies apply to all post-baccalaureate degrees except first professional degrees (JD, MD, PharmD, DVM, DDS, LLM) and many policies will therefore be new for programs which were not formerly affiliated with the Graduate School.

Please note that

  • existing programs will not be required to be in compliance with policies that may require curriculum revision until 2013
  • Directors of Graduate Studies currently serving are grandfathered for the remainder of their appointment term

The policies are:

Adding, Changing, or Discontinuing Academic Plans
(Revises previous policy in line with new approval process.)

Appointments as Directors of Graduate Studies
(Continues previous policy, bases appointments in collegiate units.)

Application of Graduate Credits to Degree Requirements
(Continues, with REVISIONS TO LIMITS ON NON-DEGREE COURSEWORK, policies for transfer of graduate credits from other institutions or application of University graduate credits across programs.)

Credit Requirements for Master's and Doctoral Degrees
(Sets minimum AND MAXIMUM required credits for graduate degrees INCLUDING doctoral degrees; CONTAINS NO REQUIREMENT FOR COURSEWORK OUTSIDE THE MAJOR FIELD.)

Leave of Absence and Reinstatement from a Leave: Graduate Students
(NEW: Establishes a process for leaves of absence for graduate students who unexpectedly need to interrupt their studies. Parallels the already-existing undergraduate policy.)

There is a comment link attached to each policy; more general queries about the work of the committee can go to

Thank you!

Nita Krevans, Chair, Graduate Education Policy Review Committee

UM Reports: Changes in fall 2011

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Adjustments to the "behind the scenes" structure of many UM Reports will be required, because of the change in college affiliation of graduate programs and students effective fall 2011. Changes to UM Reports fall into three categories, listed below. All changes are effective the first day of fall semester (September 6, 2011). Reports for summer term are all still functioning.

Retired/Streamlined reports

Analysis of eight graduate faculty reports revealed that all of the data these reports show can actually be viewed in only two reports. Retiring six of the reports and maintaining only two will allow for simplified data access and reduced maintenance going forward. Report users can utilize "filter" functionality to customize their report views.

  1. This report will be maintained: GS Faculty Role Detail report
    • These reports will be retired, because they contain the same data as above: Graduate School Active Advising and Committee Assignments; Graduate School All Advising and Committee Assignments (including historical data); Graduate School Active Advising Assignments; Graduate School All Advising Assignments (including historical data)
  2. This report will be combined: GS Faculty Advising/Committee Summary by Major or Minor
    • These reports will be retired as individual reports and combined into one, because they contain the same data as above: Graduate School Student Report for Minors; GS Faculty Advising/Committee Summary by Major (GO42)*

This change will be effective on the first day of fall semester (September 6, 2011). Graduate faculty will receive an email about the change, including instructions on how to use report filters to customize their report view, in late August.

Reports to be updated for fall 2011

The reports listed below need to be re-configured by OIT, because of changes to college affiliation in the academic data structure. They are on track to be functional by the first day of fall semester (September 6, 2011):

  • Graduate School Student Report (G032)*
  • English Language Proficiency - Eligibility for TAs
  • Graduate School Student Profile
  • Graduate School Degree Award
  • Eligibility for Lower Tuition Fringe Rate Assistantship
  • Degree Applicants
  • GS Faculty Appointment Record
  • GS Faculty Advising/Committee Summary by Major or Minor (GO42)*
  • GRAD 999 Enrollments
  • GS Student Non-Graded Course Enrollments
  • Graduate School Milestones and Committees
  • Graduate School Milestones
  • Graduate School Committee

Reports that are already set for fall 2011

These reports need no further re-configuration and are set to go for fall 2011:

  • Graduate Career Demographics
  • Graduate Students Hired on Higher Tuition
  • Fringe Rate who Qualify for Lower Rate
  • NSF-NIH Survey of Graduate Students and
  • Post doctorates in Science and Engineering
  • Graduate Education Applications by Applicant
  • Graduate Education Applications by Program

Reminders and updates

Remember that reports with data effective summer 2011 are still functioning as usual; these changes are all effective fall 2011. Any updates and changes will be posted and sent to the RAC and DGS-Asst listservs. If you have questions or concerns, please contact Kristeen Anderson in ASR.

*CORRECTIONS: On July 1, 2011, this posting was corrected in order to clarify the role of the GS Faculty Advising/Committee Summary by Major or Minor report. The Graduate School Student Report (G032) was also added to the list of reports to be modified by fall 2011; it had been omitted by mistake. 

Registrar's Advisory Committee: June and July

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Presentation files and handouts from the June meeting of the Registrar's Advisory Committee (RAC) are now available on the student administrative processes project website's presentation archive page. Meeting minutes will be distributed by mid-June.

The July RAC meeting will be held from 10 a.m. - 12 p.m. on Monday, July 11, in 275 Nicholson Hall.

Graduate students currently follow Graduate School procedures to formalize their degree program, propose their committee members, track the completion of milestones like exams and theses, and apply for degree clearance.*

The current "big picture" for tracking degree progress is illustrated in the diagram below. (This diagram is not comprehensive; there are a few more degrees that have different forms or milestones. However, we welcome feedback regarding all graduate degree types, as each will be included in the overall project.)


What should this picture look like for graduate students at the University of Minnesota?

In two recent meetings, staff from Academic Support Resources (ASR) and the Graduate School invited stakeholders from colleges and departments to discuss this question, so that ASR can begin to define the parameters for an online, streamlined tool for tracking the components of graduate student degree progress. More conversations are planned with graduate students and additional stakeholders.

We invite you to review the notes from recent discussions on the project website (look under "discussion and analysis"). Leave your additional ideas in the comments below, or email them to project manager John Vollum. What would you like to see in a system that tracks graduate student degree progress for students, staff, and faculty?

*Remember: Current Graduate School procedures for tracking degree progress and applying for degree clearance will continue to be in effect at least through the 2011-2012 academic year. If you are a graduate student looking for forms and instructions, go to the Graduate School Student Services web page.

Graduate student files can now be accessed in ImageNow by authorized University staff at the program, department, and college level.

ImageNow, the University's enterprise document imaging system, is used to store digital images of University documents, including applications and degree milestone forms.

For links to data security request forms, training information, and resources, see

Graduate education policies under review can be tracked

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A Graduate Education Policy Review Committee was charged last year to review, update, and integrate existing graduate education policies and procedures with University-wide academic program policies, procedures, and definitions.

A list of policy drafts under discussion and five draft policies are now available on the Graduate Education Transition webpage at .

Nine graduate education policies are currently in development. In addition to these "new" policies, five existing policies will be revised. Drafts that have reached a certain stage of development are being posted for review. This informal review will not substitute for the 30-day review period offered once the President's Policy Committee (PPC) has approved the policy.

The first policy to be completed and added to the U-wide Policy Library was Appointments to Graduate Examination Committees, which specifies eligibility to serve on graduate examination committees and outlines college responsibilities for approving committee appointments. This policy was effective in February.

All education policies (graduate and undergraduate) in the Uwide Policy Library are located under Education, in the Education and Student Life category on the Policy Homepage. The policies are published using the standard format used for all administrative policies. In the near future, subfolders will be created to make it easier for students to find policies that apply to them (All Students, Undergraduate Students, Graduate Students).

Portions of this announcement first appeared in the Policy Post on April 7.