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Master Presentation - Feb 3 2011

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									General Meeting for Graduate
      Administrators

       Thursday February 3rd
          2:00-4:00 p.m.
         GB 202, Galbraith
Agenda
   Opening/Welcoming Remarks
   Campus IT and NGSIS Update
   Reinstatement & Lapsing
   Updates from Information Systems
   Updates from Quality Assessment & Governance
   Upcoming Graduate Award Competitions
   Highlights from Admissions & Programs Report
   Highlights from PDF 2009-2010 Report
   SGS Student Services General Announcements
     Campii IT and
   Next Generation SIS
Update for General Meeting of
Graduate Administrators
3 February 2011
Wireless and Network Upgrades
 Objective: Provide wider and more stable
  platforms for access to information.
  Increasing wireless service areas to include 90%
   of UTM and UTSC campuses.
  St George in multi-phase process to replace
   hardware, increase wireless availability.
  Rebuilding data centre that houses all institution-
   wide services (Blackboard, ROSI, E-mail, Web…)
  Adding power outlets around all campuses.
NGSIS Update
 Director hired – Siobhan Keogh
 Governance operating
 Phase 3 commenced
  Program Working Group on functional reqs.
  Technical framework recommendation
  Process streamlining on residences, fees…
Student Communication and
Collaboration
  Modern Services
                                             10 GB
   More e-mail quota ( > 100 MB)
                                             25 MB
   Larger attachment size ( > 2 MB)
   More online storage space ( > 50 MB)      25 GB
                                             Outlook
   Modern user interface                      Web
   E-mail search capabilities             Bing Search

   Instant messaging                      Messenger
                                            Outlook
   Online scheduling functions               Web
   Collaborative workspace                 SkyDrive
   Online productivity tools              Office Web
   More uptime                            Live@Edu
Recommendation Forward
 Negotiating with Microsoft
  Assuring best arrangement for University and
   students
  Managing privacy and security concerns
 Implementation team and processes
  Technical configuration
  User interface and services
  Resolving future technical and contractual issues
High-Level Timeline
Action                                                 Time Windows
Establish expanded technical working group             Started – 31 January
Establish implementation group                         In-progress
Marketing materials offerings and rollout plans        Started – 1 February
Process rules development                              In-progress
Domain and Powershell configuration                    Week of 7 February
Discovery on Live@Edu to Office 365 migration          10 February
Contract negotiation and conclusion                    End-February 2011
Install and configure environment; Education/rollout   March - June
to IT staff, registrars, business officers
Pilot launch of students                               Summer 2011
Launch of Live@Edu en masse                            September 2011
Marden Paul
   Marden.paul@utoronto.ca
   Director Planning, Governance & Assessment
   Office of the CIO
   Division VP & Provost
   416.946.0440
   Twitter: MardSter
Lapsing
 “Lapsing” as currently defined will no longer
  be permitted in any programs including PhD,
  Flexible-time option PhD, Professional
  Doctorates and Master’s programs.
 Re-registration will be permitted if at the time
  of application they are still within the
  maximum allowable time for the degree
  program (normal time limit plus maximum
  extension years).
Reinstatement & Lapsing:Flex-
time PhD and Professional
Doctorates
 Lapsed status for flexible-time option PhD
  students and professional doctoral students
  who are beyond the time limit for the degree
  has been replaced with a new four-year
  extension regulation.
Time-Limits: Flex-time PhD,
Professional Doctorates

 All Flexible-time PhD students have time
  limits of 6 to 8 years as specified by the
  program. Professional doctoral students have
  time limits of 5 or 6 years. Extensions are
  permitted to a maximum of 4 years to be
  consistent with extensions for PhDs.
Program Extension Fees-After
Sept.1, 2011

 All FT flexible-option PhD and professional
  doctoral students on extension pay 50% of
  the relevant domestic fee plus sessional
  incidental & ancillary fees.
 Part-time doctoral students on extension will
  continue to be charged part-time fees.
Reinstatement & Lapsing-
Master’s Students

 Lapsed status for Master’s students who are
  beyond the time limit for the degree has been
  replaced with a new three-year extension
  regulation.
Time-Limit Master’s
 All FT master’s students will have a time limit
  of 3 years, and all PT master’s 6 years.

 Exception: MArch and Combined Degrees will
  have a time limit of 4 years.
Master’s Programs-Continuous
Registration

 Master’s programs that require “continuity of
  registration” will be distinguished clearly
  from those that do not. Generally, master’s
  that require a thesis, or course-work master’s
  with other requirements, require continuous
  registration, whereas most course-work-only
  masters do not.
Program Extension Fees-After
Sept.1, 2011

 All FT Master’s students on extension pay
  50% of the relevant domestic fee plus
  sessional incidental & ancillary fees.
 All PT master’s students on extension will
  continue to be charged part-time fees.
Failure to Register
 Students who fail to register at any time
  during their program may apply to re-register
  if at the time of application they are still within
  the maximum allowable time for the degree
  program (normal time limit plus maximum
  extension years).
Re-registration Fees-After to
Sept. 1, 2011

 Reinstated students in programs which
  require continuous registration must pay fees
  owing for any session(s) in which they did not
  register (including program extension years).
 Reinstated students in programs which do not
  require continuous registration only pay fees
  for registered sessions.
Pro-rated Final Year Fees
 Only doctoral students (PhD, Flexible-time
  Option PhD, professional doctorates) are
  eligible for pro-rated final year fees.
  Doctoral students whose final year is not an
   extension year will be assessed pro-rated fees
   based upon 100% of program fee.
  Doctoral students whose final year is an
   extension year will be assessed pro-rated fees
   based upon 50% of program fee.
Example: Flexible-time option
PhD
 Flexible-time option PhD student (6-yr time
  limit) fails to register after year 3, applies to
  re-register in year 7.
  Back fees:100% of FT program fees for years 4-6
  Current fees: 50% of FT program fee for year 7
  If final year: pro-rated fee for final year (based on
   50% of the domestic fee plus sessional incidental
   and ancillary fees for the 12-month academic
   year)
Example: Professional Doctoral
 FT professional doctoral student (6-year time
  limit) fails to register after year 6, applies to
  re-register in year 8.
  Back fees: 50% of FT program fee for year 7.
  Current fees: 50% of FT program fee for year 8.
  If final year: assessed pro-rated fee for final year
   (based on 50% of the domestic fee plus sessional
   incidental and ancillary fees for the 12-month
   academic year).
Example: Doctoral Stream
Master’s

 FT Doctoral-stream Master’s student fails to
  register after year 2, applies to re-register in
  year 5.
  Back fees: 100% of FT program fees for year 3,
   50% of FT program fee for year 4.
  Current fees: 50% of FT program fee for year 5.
Example-Course Based
Master’s

 FT Course-based Master’s student fails to
  register after year 3, applies to re-register in
  year 6.
  Current fees: 50% of FT program fee for year 6.
Summary
 Flexible-time PhDs and professional doctoral students have a
  maximum of 4 years of extension after program limit.
 All FT master’s students will have a time limit of 3 years, and all
  PT master’s 6 years.
 All master’s students (both FT and PT) will be eligible for three
  one-year extensions.
 All FT students on extension pay 50% of the relevant domestic fee
  plus sessional incidental & ancillary fees.
 All PT students on extension pay their normal (PT) program fees
  plus sessional incidental & ancillary fees.
 Students transferring from FT to PT or vice versa assume the time
  limits applicable to their new status.
Candidacy (Flexible-Time
Option PhD and Professional
Doctoral)
 As of September 1, 2011 all doctoral students
  (PhD, Flexible-time option PhD and
  professional doctoral) will now be required to
  achieve candidacy (all degree requirements
  save thesis must be completed by the end of
  year 3, year 4 direct entry).
          Update from
Quality Assurance & Governance
             Office
            Jane Alderdice, Director
       Quality Assurance and Governance
New quality assurance procedures &
OCGS wrap-up
 Quality Assurance Council is now active
 Reviews are following new procedures, coordinated
  through Cheryl Regehr’s office
 First, contact your Faculty Dean’s office for further
  information
 OCGS continues to wrap-up business this year
  Includes:
   Final approvals for a few new program proposals
   Reports arising from previous appraisals
New program proposals & major
modifications
 Contact your Faculty Dean’s office first
 Jane Harrison is coordinating development
   Jane.harrison@utoronto.ca
 SGS is assisting and providing feedback on
  proposals
   Jane.alderdice@sgs.utoronto.ca
Graduate Governance

 New interim process effective January 1
 New procedures, revised gov forms & info on SGS website:
    http://www.sgs.utoronto.ca/governance/procedures.htm

 See Graduate Curriculum Tracker (GCT) for new postings:
    https://portal.sgs.utoronto.ca/gct/PostIntro.aspx
  (GWS remains available on the SGS website for reference)
 New procedures, revised governance forms and info on SGS
  website:
    http://www.sgs.utoronto.ca/governance/procedures.htm

 Your first contact is your Faculty Graduate Dean’s office
 SGS contact is: anil.purandare@sgs.utoronto.ca
Academic Discipline

 Reminder: new guidelines and materials available
  on website:
   www.sgs.utoronto.ca/governance/policies/academicmisconduct

 Includes checklist and sample letter to the Dean
 Reminder: “Dean” for graduate students is SGS
  Dean
 Contact: anil.purandare@sgs.utoronto.ca
Academic Appeals

   Reminder: units should have a standing GDAAC
   (Chair/Coordinator should not normally be on GDAAC)
   Send copy of GDAAC decisions to SGS Vice-Dean, Students
   Steps:
    1   Informal
    2   GDAAC (except termination or FOE failures)
    3   GAAB
    4   AACGC
 Contact:    anil.purandare@sgs.utoronto.ca
SGS Calendar procedures

 SGS is removing references to four-year bachelor’s degrees in unit
  entries
 Working to align governance and Calendar processes
 For governance proposals (Gov Form A), use clean 2010-11 Calendar
  entries – access via link below
 Calendar procedures and deadlines – see SGS website:
     http://www.sgs.utoronto.ca/adminsupport/calprod.htm
 Follow your Faculty governance deadlines
 New for next year:
    E-Calendar system in development
    Intent is to streamline and simplify process
Graduate Faculty Membership

 For Calendar process, check graduate faculty appointments
  in your unit and calendar entry
 Submit checklist to SGS Vice-Dean (Programs) by Feb 22
  for Calendar updates
 Procedural changes:
    Electronic submission is required
    Follow new guidelines for memberships
    Enhanced checklist for efficiency (also electronic submission)
 See SGS website: http://www.sgs.utoronto.ca/adminsupport/gradfac.htm
 Contact: sgs.vdeanEA@sgs.utoronto.ca (Angelique Plata)
Graduate Administrators
      Meeting
  Upcoming Graduate Award
       Competitions
 From the Graduate Awards Office
 Upcoming Graduate Award Competitions
    • SGS Conference Grant
    • SGS Travel Grant
    • Doctoral Completion Award
• ROSI Enhancements
• Other news
SGS Conference Grant
 New program will be announced in early Feb 2011
 It is intended to encourage doctoral-stream students
  to present their research at a regional, national or
  international conferences or equivalent academic
  events
 Preference will be given to applicants who have not
  previously attended a conference in their current
  program
SGS Conference Grant                                      continued


 Eligibility
   doctoral-stream (M.A, M.Sc, MA.Sc. and PhD)
   registered full-time
   in good standing as defined by their graduate unit
   an active participant (e.g. speaker, poster presenter, member of a
    panel or round table) in a conference (or other academic meeting)
    relevant to their academic program
   note that both full-time and part-time professional masters,
    professional doctoral (EdD, SJD, DMA) and flexible-time option PhD
    students, are ineligible.
SGS Conference Grant                       continued


 Value
  will be based on the event’s registration-fee (at
   the student-rate) as well as a pre-determined
   amount based on the location of the event
  not intended to be the principal source of funding
  expected to seek funding from other sources
SGS Conference Grant                                continued


 Process
   On-line submission
   Students will log in and submit their application using their
    utorid
   Once student application is complete an email is
    forwarded to their supervisor for approval
   Once supervisor completes their portion of the application
    an email is generated for the student to confirm
    completion of application
   Results in April 2011
SGS Travel Grant
 program will be announced in mid Feb 2011
  Earlier than usual in an attempt to help students
   plan their travel for the spring

 Purpose
     To fund students for whom travel is essential
      for the completion of their research
SGS Travel Grant                                 continued


 Value
    The funding is not sufficient to cover all expenses
 Eligibility
    PhD students in the Humanities or Social Sciences
    Registered full-time
 Submission and results
    Electronic pdf to travelgrant@sgs.utoronto.ca
    Results late April 2011
Doctoral Completion Award
 Domestic and international doctoral students
  registered full-time, paying full-time fees, in
  their first year beyond the funded cohort
 Program will have an advisory committee
 Watch for announcement in March 2011
ROSI Enhancements
  Calculate refund option is now available when
   posting awards
   • All installments that use the “Calculate Refund” option
     will automatically pay off outstanding fees once the
     weekly journal runs and if there is credit direct the
     funds to the student
   • Enhancement sheets are available and SGS can
     provide award posting support
               Other News
 Award Announcements available at
   SGS website in the Procedural Memos
    http://www.sgs.utoronto.ca/adminsupport/memos.htm
   Ulife
 Any questions contact
     Graduate Awards Office
     graduate.awards@utoronto.ca
     (416) 946-0808
SGS Admissions and
Programs Committee
Is a standing committee of GEC
Is Chaired by the SGS Vice-Dean,
Students
A & P is charged by GEC with making
decisions in non-standard cases
        2009-2010 A & P Report
   767 total non-standard cases
   287 non-standard admissions cases
   480 non-standard programs cases
   340 in professional master’s programs
   5 applicants with Bologna degrees
   2 applicants with Canadian applied college
    degrees
     2009-2010 A & P Progress
              Report
 In 2009-2010 there were 225 registered students
  who were admitted as non-standard admits
 167 maintained A range averages
 55 maintained B range averages
 3 failed in the first year
 Bologna applicants had A range averages
 Canadian applied college applicants: 3 had B range
  averages, 1 had an A range average
        Non-standard cases
 Non-standard admission cases include:

  Below mid-B or B+ requirement
  Degree is not equivalent
  English language facility is not sufficient
  Bologna degree; a Canadian applied college
   degree; a three-year degree
    Non-standard cases cont.
 Programs cases include:

  Second leaves
  Third program extensions (old regulations)
  Second course extensions
  Second candidacy extensions
  Various grade revisions
 Preparing non-standard cases
 Must be supported by the Coordinator of Graduate
  Studies with a letter of support
 Must be fully documented – e.g. medical notes for
  non-standard programs cases
 Non-standard admission cases require transcripts,
  reference letters, resume, etc.
 Use necessary SGS form from the our website:
http://www.sgs.utoronto.ca/adminsupport/form.htm
Postdoctoral Fellows
   Highlights from the PDF Report
         Current PDF Issues
          Upcoming Items
PDF Report: How we Track
 Compiled from the Postdoctoral
  Registration Database (PRS)
 Report is a snapshot of an academic
  year
 Hospital statistics are gathered
  separately, as these PDFs are not on
  the PRS
PDF Report: What we Gather
 Campus and Faculty affiliation
 Divisional and Departmental
  association
 Gender and Stipend statistics
 Citizenship statistics
PDF Report 2009-10: Faculty
   Arts & Science                  397
   Medicine                        280
   Applied Science & Engineering   166
   UTM                              33
   UTSC                             23
   Other                            93
   Total                           992
PDF Report 2009-10: Division
      Humanities                   37
      Social Sciences              68
      Physical Sciences          461
      Life Sciences              426
      Total on Campus            992
      Affiliated Institutions    928
      Total                     1,920
PDF Report 2009-10: Gender &
Stipend
 There were 651 male PDFs in 2009-
  2010 and 341 female PDFs
 The average stipend was $42,086/year
 Stipend averages by gender:
   Female: $41,674
   Male: $43,624
PDF Report 2009-10:
Citizenship
   North America     43.2%
   Asia              27.3%
   Europe            23.0%
   South America      3.0%
   Africa             1.5%
   Oceania            1.0%
   Unreported         1.0%
PDF Issues
 Tax issue: PDFs must continue to pay taxes
 Certification Drive: July 2009 vote is
  outstanding; Ontario Labour Board hearings
  in March
 Employee Health Tax: old issue that has
  been resurrected! Legal counsel preparing
  documents to show trainee status of PDFs
Upcoming
 Mid February we will run reports to ascertain:
   which PDFs have not paid the annual registration fee
   eligible PDFs who have not enrolled in the Green
   Shield health benefit
 PDFs, Departmental Contacts, Supervisors, and
  Chairs will be notified by the PDF Office and
  asked to ensure appropriate fee payment and/or
  benefit enrolment
Graduate Administrators
      Meeting
  New SGS Student Services
    Web Page and Form
      Announcements
Main Students Page Update

                   www.sgs.utoronto.ca/informationfor/
                   students

                   • Getting Involved

                       o Exchange Programs
New Page: Exchange Programs

                  www.sgs.utoronto.ca/informationfor/
                  students/involved/exchanges.htm
Approvals
• First Approval
   • Graduate students must be approved by their graduate unit, supervisor (if
     applicable), and SGS before applying for studies abroad by submitting the
     approval sheet with their application to the Centre for International
     Experience (CIE).


• Second Approval
   • Graduate students must complete the Course Pre-Authorisation for an
     Exchange Program Applicant form, which is sent directly by the student’s
     home graduate unit to SGS. If the course(s) and/or language requirements
     are approved, SGS will notify CIE who finalises the graduate exchange
     application.
CIE Approval Sheet

                     http://cie.utoronto.ca/outbound-
                     documents/Grad_approval_form
                     .htm
New: SGS Exchange Form

                    www.sgs.utoronto.ca/
                    informationfor/studen
                    ts/inform/stuforms



                    www.sgs.utoronto.ca/
                    adminsupport/form
Course Pre-Authorisation for an
Exchange Applicant
                     www.sgs.utoronto.ca/Assets/
                     SGS+Digital+Assets/current/
                     Student+Forms/Course+Pre-
                     Authorisation.pdf
               Questions?

• An SGS Procedural Memo will be sent to the
  Graduate Community.

• Please contact your SGS Student Services
  Officer.
     New Degree Certificate Format in China
Since January 1, 2008, the People's Republic of China has started to issue a new format of degree certificates. It applies to
all certificates including bachelor, master and doctor’s degrees. The changes include:

1.   The booklet is replaced by an A4 – size single page.
2.   The certificates no longer provide information on place of birth and duration of study.
3.   All certificates feature the Chinese national emblem and a colour photo of the degree holder.
4.   The doctor’s degree is pink, the master’s degree is light blue, and the bachelor’s degree is light green.
5.   Three types of bachelor’s degrees are identified at the bottom of certificate: “regular higher education”, “adult higher
     education”, and “international student in China”.
6.   Professional degrees (bachelor, master and doctor) are identified by the wording “Professional degree certificate” at the
     bottom of the certificate.
7.   All certificates have multiple security features.
8.   Each certificate is assigned a unique 16-digit certificate number
                First 5 digits: issuing body
                6th digit: degree level (doctor: 2, master: 3, bachelor: 4)
                7th to 10th digits: year
                Last 6 digits: degree recipient’s sequential number at the degree-awarding institution
9.   The 16-digit number is preceded by T for those who obtained their graduate degrees (usually master’s) through an
     alternative route (“comparable educational competence”) rather than regular fulltime study. The 16-digit number is
     preceded by Z for professional degrees.

For detailed information and samples of degree certificates, please refer to a publication on China compiled by International
Qualifications Assessment Service (IQAS) at http://employment.alberta.ca/documents/WIA/WIA-IM_iqas_china_degree.pdf
Sessional Dates
 The official start date of classes will be on Monday
  September 12th, 2011. The SGS Orientation will be
  held on Tuesday September 6th, 2011.
 SGS Sessional dates will now be based upon the
  following criteria:
   The Faculty of Arts & Science start dates for both the Fall
    and Winter term have been adopted;
   The add deadline is 2 weeks from first day of classes for
    half courses;
   The drop deadline is 7 weeks from the first day of classes
    for half courses;

								
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