Departmental Ph.D. Program Responsibilities
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Be familiar with UGA Graduate School and Terry College policies and procedures
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Graduate School Bulletin
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Terry PhD Handbook
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Mail application packets to prospective students
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Departments are responsible for mailing degree-specific requests, all other requests will be mailed by the Graduate School.
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Application packets are found in Room 350 Brooks
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Include any departmental information in the packets
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Maintain current files on students
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Keep copies of all correspondence to/from the students in the students' files
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Keep copies of all forms (Graduate School and or Terry) that are completed by the students in the students' files
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Release files to the Graduate School as requested
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Send files to the Graduate School for any student who graduates from the program
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Prepare Prelim Packets
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The Graduate Coordinator will provide the Graduate Coordinator Assistant with a list of students who are scheduled to take the prelims. This should be done a month ahead of the date they will be taking them.
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The Graduate Coordinator Assistant will check the students' records to see if the qualify to take the exams. To be cleared for the exams, the students:
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must have Plan of Study, Program of Study and Advisory Committee on file
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must be enrolled
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must have 3.0> graduate grade point average (found on transcript)
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must have no incompletes on transcript
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Example Memo: Clearing Student for Prelims
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The Graduate Coordinator Assistant will administer the exams. This requires the GCA to:
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Secure a room to take the exams (can be taken either in blue books or by computer)
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Prepare packets for each day of exam (include questions, blue books (if needed) and guideline sheet. Assign each student a number.
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Collect packets each day and return to Graduate Coordinator for grading
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The Graduate Coordinator Assistant should send the student a pass/fail memo when they receive results from the Graduate Coordinator.
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Example memo: Prelim - Pass
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Example memo: Prelim - Fail
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Example memo: Prelim - Dismissal
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File blue books or printout of answers in student's file
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Prepare nomination folders for University-Wide Assistantship Competition
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ANNOUNCING THE GRADUATE SCHOOL ASSISTANTSHIP AWARD COMPETITION FOR 2004-2005 (FOR NEW STUDENTS)
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Prepare assistantship offer letters
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Graduate Coordinator will provide you with the information to complete these offers.
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Assistantship offer letters need to be prepared for both incoming and current students.
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If the offer is for an international student, please copy Beth Kittle (Brooks - Room 298B).
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Please send a copy signed (accepted) assistantship offer letter and personnel information sheet to Jason Ogle (Terry Business Office)
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Notify Beth Kittle of acceptances
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Sample Assistantship Offer Letter
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Sample Personnel Information Sheet
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