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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.

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

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. 

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

Work is under way to incorporate graduate-level programs into the Program and Curriculum Approval System (PCAS). PCAS automates the approval of new and changed academic programs and dynamically populates the online academic catalog.

Two concurrent parts of the PCAS project are currently in progress:

  • Technical development of the user interface to enter graduate-level program data into PCAS. The target completion date for this part of the project is May 23, 2011.
  • The collection of critical program information for graduate-level academic programs. To facilitate the collection of this academic program information, the PCAS team distributed a toolkit to college catalog coordinators on Friday, March 25.

As a part of the information-gathering process, college catalog coordinators will distribute formatted worksheets--one for each graduate-level degree, minor, and certificate--to their contacts in each academic program. Where information exists in current catalogs, these worksheets have been pre-populated with some basic program information. However, the expertise of the Directors of Graduate Studies (DGSs) and DGS-assistants will be critical to the completion of these worksheets with accurate, currently-approved academic program details.

Colleges have been asked to review and submit their completed worksheets to the PCAS team for provost-level review by May 4, 2011. After final review, data entry will begin by the end of May; this first round of PCAS data entry will be performed centrally, as a service to colleges and departments.

The collective effort to implement PCAS for graduate-level programs will result in many substantial benefits:

  • Collegiate units will have simpler and improved access to and control of the information about their academic programs.
  • The process for updating existing academic programs, and advancing new program proposals through required approval levels will be faster and more transparent, as well as parallel to and consistent with the undergraduate process.
  • PCAS will feed a current, online and searchable catalog displaying graduate-level programs and requirements to current and prospective students.
  • The University will have a comprehensive inventory of all graduate-level programs.
An overview of the program worksheets will be presented during the graduate portion of the RAC meeting on April 4. Please contact Kristin Cleveland at if you have questions.

Some programs may remain in the Graduate School

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Some interdisciplinary programs with homes in more than one college may remain in the Graduate School. Ownership, administration, funding, and oversight will be in the colleges, similar to all other graduate programs. The Graduate School will appear on the transcript as the degree-granting unit.

For each interdisciplinary program, a signed memorandum of understanding (MOU) among all collegiate owners must be in place. The MOU must address all issues relating to ownership, administration, program support, funding, policy, curriculum, degree requirements, and oversight.

A group of representatives from each college are meeting to address the procedures for creating these MOUs, as well as other issues. You can find updates from their meetings here

Corrections were made to this post on February 7, 2011, to reflect that interdisciplinary programs may remain in the Graduate School. This will be determined by the collegiate partners on a program-by-program basis. The process will also involve memoranda of understanding, not memoranda of agreement.

Catalog of graduate programs for 2011-13

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An interim process for updating the 2011-2013 academic catalog for graduate programs is currently in development. The goal of the process is to collect current and accurate academic program information, and to do so in a way that the data can be used to populate the Program and Curriculum Approval System (PCAS) later in the spring.

The catalog Business Process Review team--made up of staff from University Relations, the Graduate School, and ASR--hosted meetings on November 30 and December 14 for catalog coordinators from all colleges. At the meetings, catalog coordinators:

  • reviewed the past process for producing the Graduate School catalog
  • reviewed the new degree approval process announced by the Provost's Office last May
  • previewed a draft of an interim process, including roles
  • previewed a draft form that individuals from academic programs will need to update

With the information gathered from these meetings, the catalog team is creating materials that will facilitate the updating of catalog information by the college catalog coordinators and the academic programs. The update process is expected to begin in January.

When the development of PCAS for graduate programs is complete and accurate program data has been collected, ASR staff will complete the first round of academic program data into PCAS.

If you have questions about the 2011-2013 graduate catalog, please contact Gayla Marty in the Graduate School.

A list of graduate programs by college

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September 14

A list of graduate programs by college is now available, including lists of DGSs and faculty.

July 1, 2010

As part of graduate education restructuring, the six graduate faculty appointment categories recognized by the Graduate School were discontinued effective July 1, 2010. See Recommendation 5 in summary update on implementation of work-group recommendations sent by vice provost and dean Henning Schroeder on May 28.

The elimination of graduate faculty appointment categories results in a change to the Graduate School's role in the review and approval of milestone forms and faculty requests. Effective July 1, the Graduate Student Services and Progress (GSSP) office no longer includes verification of graduate faculty appointment levels (e.g., Senior Member, or Member/Advising) as part of the Graduate School review and approval process. The GSSP office now accepts the proposed adviser, chairperson, and/or committee members based on approval at the collegiate level.

While the Graduate School's role in these processes will change, no concomitant changes to the processes themselves are being made at this time. All currently enrolled and newly admitted graduate students will continue to follow existing processes and procedures until the new student-records infrastructure is created (see Recommendation #3 in the May summary update cited above).

For more detailed information, see "Implications for the Elimination of Graduate Faculty Categories on Degree Progress Processes," which describes changes to Graduate School and graduate program responsibilities related to the review and approval of milestone forms. This handout was distributed to college representatives in meetings June 29-30 and emailed to directors of graduate studies and DGS assistants on June 30.

If you have questions or concerns, please contact dean Henning Schroeder at or Karen Starry at

Systems review and analysis

While the Provost is reviewing the final recommendations from the graduate education work groups, he has asked Academic Support Resources (ASR) to work with Graduate School staff to lay the groundwork for changes to student administrative processes.

Purpose and scope of the preliminary work

Whatever shape the final changes may take, ASR's goal is to help facilitate changes to student administrative processes and systems so changes can be implemented efficiently and expeditiously.

ASR has begun working with staff in the Graduate School, colleges, and departments to more fully understand current processes related to student services and the administration of academic programs. ASR's role in this process will be to assist in the transformation of business processes and to facilitate the development or modification of automated systems.

The scope of ASR's work at this point is limited to processes and systems affected by the Student Administrative Processes Work Group recommendations.

How to stay up-to-date on changes to student administrative processes

ASR and the Graduate School will regularly post updates to the graduate education transformation webpage. Please check back frequently.

ASR would also like to share and gather information with colleges, departments, or administrative units that will be affected by these changes to student services and systems. If you have not yet been contacted by ASR but would like to be involved, please contact Frank Blalark.

Current task: Mapping a new academic data structure

Background: In the current academic data structure, Graduate School students and academic programs are all tied to one "college code" in the system: the Graduate School's college code. This centralized structure makes it difficult for individual colleges to access data about their specific graduate programs and students for reporting and other purposes.

Problem to solve: If colleges are ultimately going to take on additional accountability for graduate education, and if automated systems are to be built to accommodate a college-centered administrative structure, data must be structured and easily accessible by college.

Working solution: ASR would create a new structure for academic data by creating a separate graduate program code for each collegiate unit. Academic program and student data would be distributed accordingly.

Benefits: The new data structure will allow colleges to more easily access and have local control over many elements of their graduate program and student data. Ultimately, this data structure should allow colleges to more easily access the data they need to make informed decisions.

Considerations: This change will have significant ramifications on existing reports (especially including all Graduate School UM Reports) and all other systems. All of these will need to be analyzed, and many will need to be modified. The process for handling interdisciplinary program data within this new structure also needs to be determined.

Timeline: The new structure would need to be created by July 2010 for fall 2011 applicants only. Current students would be moved into the new data structure during spring/summer 2011.

Future projects: Automating graduate education processes

Read more about additional enterprise-wide system modifications and developments that were recommended by the Student Administrative Processes Work Group.

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