Be familiar with UGA Graduate School and Terry College policies and procedures.

• Graduate School Bulletin
• Terry PhD Handbook

Mail application packets to prospective students.

• Departments are responsible for mailing degree-specific requests; all other requests will be mailed by the Graduate School.
• Application packets are found in room 350 Brooks Hall
• Include any departmental information in the packets

Maintain current files on students.

• Keep copies of all correspondence to/from the students in the students' files
• Keep copies of all forms (Graduate School and or Terry) that are completed by the students in the students' files
• Release files to the Graduate School as requested
• Send files to the Graduate School for any student who graduates from the program

Prepare Prelim Packets.

• The graduate coordinator will provide the graduate coordinatorassistant 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.
• 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:
  • Must have Plan of Study, Program of Study and advisory committee on file
  • Must be enrolled
  • Must have 3.0> graduate grade point average (found on transcript)
  • Must have no incompletes on transcript
  • Example Memo: Clearing Student for Prelims (PDF | 10 KB)
• The graduate coordinator assistant will administer the exams. This requires the GCA to:
  • Secure a room to take the exams (can be taken either in blue books or by computer)
  • Prepare packets for each day of exam (include questions, blue books (if needed) and guideline sheet. Assign each student a number.
  • Collect packets each day and return to graduate coordinator for grading
• The graduate coordinator assistant should send the student a pass/fail memo when they receive results from the graduate coordinator.
  • Example memo: Prelim - Pass (PDF | 10 KB)
  • Example memo: Prelim - Fail PDF | 10 KB)
  • Example memo: Prelim - Dismissal (PDF | 10 KB)
• File blue books or printout of answers in student's file

Prepare nomination folders for University-Wide Assistantship Competition.

Prepare assistantship offer letters.

• Graduate coordinator will provide students with the information to complete these offers.
• Assistantship offer letters need to be prepared for both incoming and current students.
• If the offer is for an international student, please copy Beth Kittle (298B Brooks Hall).
• Please send a copy signed (accepted) assistantship offer letter and personnel information sheet to Jason Ogle (Terry Business Office - 217 A Brooks Hall)
• Notify Beth Kittle of acceptances
• Sample Assistantship Offer Letter (PDF | 12 KB)
• Sample Personnel Information Sheet (PDF | 16 KB)

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