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Graduate Program Directing Through the Year

March

  • Admissions
    • March 1
      • Applications become available for the following year
      • Spring Doctoral applications
      • Spring Master’s and Graduate Certificate applications
      • International deadline for Fall Master’s applications; all admissions requirements are due
    • March 15
      • Priority deadline for domestic Fall Master’s and Graduate Certificate applications and funding consideration
  • Recruitment
    • Continue communications plan with prospective students highlighting
      • Upcoming Fall Master’s Priority Deadline for Domestic Students is March 15
      • Upcoming Summer Master’s Final Deadline for Domestic Students is April 15
      • Unique opportunities within the College/Department (i.e., research, faculty, current students, alumni)
    • Continue communications with matriculating students highlighting program specific information needed for successful transition into the program
    • Remind faculty about VIP Graduate Admissions Program nomination process for participating programs as Summer nomination deadline for domestic students is March 15
    • Participate in ongoing off-site recruitment programs for College/Department including national conferences, fairs and/or presentations
      • Market planned presence at upcoming recruitment programs to prospective students via email and social media
    • Host Spring College Open House for Prospective Students
      • Continue event management with Graduate School for registration and marketing
    • Host Departmental Information Sessions with prospective students throughout Spring term
      • Continue event management with Graduate School for registration and marketing
    • Update College/Departmental website with news, photos, programs, etc.
  • Professional Development/Student Life
    • Hold Dissertation Writing Camp (Spring Break)
    • Hold 3MT Bootcamp Sessions
    • Hold 3 Minute Thesis preliminary round
    • Plan for Graduate Student Appreciation Week (GSAW)
    • Thesis/Dissertation Preliminary Draft Reviews (Spring)
  • Departmental Leadership/Administrative Tasks
    • Attend The Graduate Faculty and Staff Development Series


April

  • Admissions
    • April 15
      • Final domestic application deadline for summer Master’s and Graduate Certificate applications; all required admissions documents are due
  • Recruitment
    • Continue communications plan with prospective students highlighting
      • Upcoming Summer Master’s Final Deadline for Domestic Students is April 15
      • Unique opportunities within the College/Department (i.e., research, faculty, current students, alumni)
    • Continue communications with matriculating students highlighting program specific information needed for successful transition into the program
    • Remind faculty about VIP Graduate Admissions Program nomination process for participating programs as Fall nomination deadline for domestic students is May 15
    • Participate in ongoing off-site recruitment programs for College/Department including national conferences, fairs and/or presentations
      • Market planned presence at upcoming recruitment programs to prospective students via email and social media
    • Host Spring College Open House for Prospective Students
      • Continue event management with Graduate School for registration and marketing
    • Host Departmental Information Sessions with prospective students throughout Spring term
      • Continue event management with Graduate School for registration and marketing
    • Update College/Departmental website with news, photos, programs, etc.
  • Professional Development/Student Life
    • Host Graduate Student Appreciation Week (GSAW) activities
    • Thesis/Dissertation Preliminary Draft Reviews (Spring)
  • Departmental Leadership/ Administrative Tasks
    • Attend the bi-annual Graduate Faculty and Staff Information Meeting


May

  • Admissions
    • May 15
      • Fall Doctoral application opens for the following year
  • Recruitment
    • Continue communications plan with prospective students highlighting
    • Upcoming Fall Master’s Final Deadline for Domestic Students is June 15
    • Unique opportunities within the College/Department (i.e., research, faculty, current students or alumni)
    • Continue communications with matriculating students highlighting program specific information needed for successful transition
      • For those graduate students starting in the Summer term, offer important deadlines and student resources
    • Remind faculty about VIP Graduate Admissions Program nomination process for participating programs as Fall nomination deadline for domestic students is May 15
    • Update College/Departmental website with news, photos, programs, etc.
    • Begin review and evaluation of recruitment initiatives to include website metrics, inquiry data, recruitment program conversion rates and yield rates
    • Begin updating print materials and promotional items for next recruitment cycle
    • Review communications plan for both prospective and matriculating students
  • Professional Development/Student Life
    • Hold for Summer Grant Writing Program
    • Coordinate Summer Dissertation Writing Camp
    • Thesis/Dissertation Final Submission and Review (spring)
    • Plan Center programming for fall
  • Departmental Leadership/Administrative Tasks
    • Attend graduation
    • Convene faculty to review all students on academic progress and provide written feedback to students and keep written feedback on file
    • Identify and meet with all students with less than 3.0 GPA and create and distribute improvement plan for these students
    • Review admissions process to determine what worked well, what improvements could be made for next year
    • Form committees for the upcoming year—Doctoral Admissions, Master’s Admissions, Accreditation, Merit Review, etc.
    • Identify faculty considering rank advancement or third year review, identify submission deadlines, and in conjunction with senior tenured faculty review and provide feedback to their materials
    • Identify catalog changes and identify faculty who will author and implement such catalog changes and associated deadlines


June

  • Admissions
    • June 15
      • Final Domestic application deadline for Fall Master’s and Graduate Certificate applications; all admissions requirements due
  • Recruitment
    • Continue communications plan with prospective students highlighting
      • Upcoming Fall Master’s Final Deadline for Domestic Students is June 15
      • Unique opportunities within the College/Department (i.e., research, faculty, current students or alumni)
    • Continue communications with matriculating students highlighting program specific information needed for successful transition into the program
      • Advertise departmental fall welcome events and encourage incoming graduate students to attend Fall Graduate Student Orientation
    • Update College/Departmental website with news, photos, programs, etc.
    • Utilize data from previous recruitment cycle(s) to set recruitment plan for upcoming cycle including
      • Identify targeted national conferences, graduate fairs and recruitment presentations for upcoming Fall and Spring terms
      • Identify dates for Fall and Spring College Open Houses
      • Identify dates for Fall and Spring Departmental Information Sessions
      • Set communications plan for both prospective and matriculating students
      • Finalize updates and process orders for print materials and promotional items for next recruitment cycle
    • If you used GRE or TOEFL Search Service assess its effectiveness and adjust the search criteria if needed
  • Professional Development/Student Life
    • Hold Summer Grant Writing Program
    • Thesis/Dissertation Preliminary Draft Reviews (Summer)
    • Plan Center programming for Fall
  • Departmental Leadership/Administrative Tasks
    • Identify any students who expect to graduate this semester and apprise them of events, and deadlines; for graduation; verify progress towards degree; communicate with major professor regarding anticipated graduation and resolve all potential graduation problems before graduation
    • Review submission deadlines with faculty seeking rank advancement and deadlines for faculty required to participate in third-year reviews
    • In conjunction with senior faculty, review draft advancement materials, provide feedback and document process and outcomes


July

  • Recruitment
    • Continue communications plan with prospective students highlighting
      • Upcoming Spring Master’s Priority Deadline for Domestic Students is August 15
      • Upcoming Spring deadline for PhD programs is September 1
      • Unique opportunities within the College/Department (i.e., research, faculty, current students or alumni)
    • Continue communications with matriculating students highlighting program specific information needed for successful transition into the program
      • For those graduate students starting in the Fall term, offer important deadlines and student resources
        • Remind incoming students to activate their Roadrunner ID and check their UTSA emails
      • Advertise departmental fall welcome events and encourage graduate students to attend Fall Graduate Student Orientation
    • Update College/Departmental website with news, photos, programs, etc.
    • Finalize recruitment plan
      • Identify targeted national conferences, graduate fairs and recruitment presentations for upcoming Fall and Spring terms
        • Share targeted recruitment programs with Graduate School to identify opportunities for collaboration
        • Begin coordination of registrations and travel for available programs
      • Fall College Open House Planning committee works with campus partners to coordinate event to include location reservation, marketing timeline and materials, agenda, potential speakers, food and event promotional handouts/giveaways
        • Contact Graduate School for event management including registration and marketing
      • Fall Departmental Information Session planning committee works with campus partners to coordinate event(s) to include location reservation, marketing timeline and materials, agenda, potential speakers, food and event promotional handouts/giveaways
        • Contact Graduate School for event management including registration and marketing
      • Finalize communications plan for both prospective and matriculating students
        • Share digital copies of print materials with campus partners
  • Professional Development/Student Life
    • Hold Summer Grant Writing Program
    • Hold Dissertation Writing Camp
    • Thesis/Dissertation Preliminary Draft Reviews (summer)
    • Plan Center programming for fall
  • Departmental Leadership/Administrative Tasks
    • Ensure all paperwork and financial awards are prepared for incoming students
    • Review your program’s budget and plan for adjustments as needed or anticipated shortfalls
    • Create your program’s goals for the year and identify any new initiatives, including key personnel who will be key to success
    • Review submission deadlines with faculty seeking rank advancement and deadlines for faculty required to participate in third-year reviews
    • In conjunction with senior faculty, continuing reviewing draft advancement materials, provide feedback and document process and outcomes. Remind faculty seeking advancement of important deadlines


August

  • Admissions
    • August 15
      • Priority deadline for domestic Spring Master’s and Graduate Certificate applications and funding consideration
  • Recruitment
    • Initiate new and/or continue communications plan with prospective students highlighting
      • Upcoming Spring Master’s Priority Deadline for Domestic Students is August 15
      • Upcoming Spring deadline for PhD programs is September 1
      • Unique opportunities within the College/Department (i.e., research, faculty, current students or alumni)
    • Initiate new and/or continue communications with matriculating students highlighting program specific information needed for successful transition into the program
      • Advertise departmental Fall welcome events and encourage graduate students to attend Fall Graduate Student Orientation
      • Remind incoming students to activate their Roadrunner ID and check their UTSA emails
    • Update College/Departmental website with news, photos, programs, etc.
    • Remind faculty about VIP Graduate Admissions Program nomination process for participating programs as Spring nomination deadline for international students is September 1 and domestic students is October 1
    • Continue registration process and travel coordination for targeted Fall recruitment programs
      • Continue to share targeted recruitment programs with Graduate School to identify opportunities for collaboration
    • Continue coordination of Fall College Open House to include marketing, agenda, potential speakers, food and event promotional handouts/giveaways
      • Continue event management with Graduate School for registration and marketing
    • Continue coordination of Fall Departmental Information Session(s) to include marketing, agenda, potential speakers, food and event promotional handouts/giveaways
      • Continue event management with Graduate School for registration and marketing
  • Professional Development/Student Life
    • Thesis/Dissertation Final Submission and Review (Summer)
    • Coordinate fall Graduate Student Orientation
    • Coordinate fall New Teaching Assistant Orientation
    • Finalize Academic | Research | Career Development program
    • Finalize Teaching and Learning sessions
    • Host Welcome Week Activities
  • Departmental Leadership/ Administrative Tasks
    • In conjunction with senior faculty, continuing reviewing draft advancement materials, provide feedback and document process and outcomes. Remind faculty seeking advancement of important deadlines
    • Identify program faculty who will be reviewing and voting on advancement materials, and review deadlines
    • Identify catalog changes faculty wish to make, remind identified faculty who were selected in May to author and make such changes of upcoming review and deadline dates

important dates

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