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Contact for new member welcome:
Hillary Patterson

hillary.patterson@mccombs.utexas.edu

 

NEED HELP? Get assistance from the Graduate School
http://www.utexas.edu/ogs/adv-coor/help.html

Task Time Line - By Month

Jump To:

AugustSeptemberOctoberNovember
DecemberJanuaryFebruaryMarch
AprilMayJuneJuly

August

Employment

Orientation

Financial

  • Provide your college dean's office (or appropriate office) with tuition waiver requests by reason of scholarship.
  • Tuition payment deadline September 2, 2014.

Registration

  • Registration for the fall semester for new and readmitted students who have not yet registered.
  • Students may check their individual registration times athttps://utdirect.utexas.edu/registrar/ris.WBX
  • Remove registration bar: go to mainframe program NRRECS, option rr
  • To manually register on behalf of a student, or to override restricted courses in your own department, go to mainframe program NRTTVR
  • Registrar's page contains Course Schedule and Registration Access calendar:http://registrar.utexas.edu
  • Add/drop for the fall semester for students who registered and paid their tuition and fees.
  • Create registration report for graduate supervisors review
    https://utdirect.utexas.edu/easi/index.WBX
  • Advise students who plan to work as Teaching Assistants that payment deadlines for tuition will be due by (date set by college). This date is normally earlier than the published university deadline.
  • Remind students they must click "CONFIRM" even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX

Classes

  • Classes begin Wednesday August 27, 2014.

September

Holiday

  • Labor Day, September 1, 2014

Registration

Calendar of important dates: http://registrar.utexas.edu/schedules/119/whentoregister

  • Last day of the official add/drop period, after this date, changes in registration require the approval of the department chair and usually the student's dean.
  • Last day graduate students may register and pay tuition and fees without the approval of the graduate dean.
  • 12th class day - Record final class schedules.
    • Payment for added classes (add bill) due by 5:00 p.m.
    • Last day to drop a class for a possible refund.
    • Last day a graduate student or a law student may, with the required approvals, add a class.
    • Keep a record of students' names and their faculty mentors for each conference course, independent study, thesis, report, exhibition, dissertation.
    • Print 12th day class schedules

Financial

Spring Admission (if applicable to your program)

  • Prepare admissions files using EASI:
    https://utdirect.utexas.edu/easi/index.WBX
  • Sort mail, update files, compile admissions summary for graduate faculty review.
  • Respond to admissions inquiries.
  • Follow up with applicants who have incomplete files.

GSC

  • Gather faculty signatures for the Graduate School: Chair, Graduate Adviser, etc. (Signature Page).  (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
  • Update Graduate Studies Committee faculty list. ).  (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
  • Graduate Catalog changes due November 1.
    http://www.utexas.edu/provost/planning/cat_change/graduate_level.html

October

Coordinating Board's 18 Characteristics of Doctoral Programs report due to the Graduate School
http://www.utexas.edu/ogs/adv-coor/18characteristics.html

Advising for spring semester

  • Prepare spring advising schedule with your graduate adviser.
  • Update students degree progress using EASI: https://utdirect.utexas.edu/easi/index.WBX
  • Advise students who plan to work as Teaching Assistants in the next semester that payment deadlines tuition will be due by (date set by college).

Registration

  • Remove advising bars for spring as soon as students have been advised.  Go to mainframe program NRRECS, option RR.
  • Registration for the spring semester for continuing and readmitted students.
  • Students may check their individual registration times at:https://utdirect.utexas.edu/registrar/ris.WBX
  • To manually register on behalf of a student, or to override restricted courses in your own department, go to mainframe program NRTTVR
  • Registrar’s page contains Course Schedule and Registration Access calendar:http://registrar.utexas.edu/
  • Add/drop for the spring semester for students who registered and paid their tuition and fees.
  • Last day a student may change registration in a class to or from the pass/fail or credit/no credit basis.
  • Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill:  https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX

Study Abroad

Graduation

Admission

  • Spring admissions - provide Admissions Committee with applications for review.
  • Finalize spring admissions. Update admissions letters
  • Admit/Deny students in EASI database: https://utdirect.utexas.edu/easi/index.WBX
  • Send “rescind admission” requests to GIAC for students who decline admission to UT.

Orientation for new spring students (note that not all programs have spring admission)

  • Coordinate with Graduate Adviser, Chairman and new students about orientation date, time and place in January.
  • Plan reception and packets for incoming students, include librarian contact.  Official Occasion Entertainment forms and catering if needed.
  • Connect new students with mentors.
  • Tell new students about the Graduate School's web site for New and Current Students -http://www.utexas.edu/ogs/current/
  • Advise student who plans to work as a Teaching Assistant that Payment deadlines for tuition will be due by (date set by college).  This date is normally earlier than the published university deadline.
  • Advise new PhD students on Milestones Agreements:
    http://www.utexas.edu/ogs/adv-coor/milestones.html
    Program agreements will be posted to the web July or August 2013 and will be accessed through http://www.utexas.edu/ogs/admissions/milestones/ 
    Process Milestone Agreements in EASI:
    https://utdirect.utexas.edu/easi/index.WBX

Financial

Employment

November

Graduate Catalog changes due November 1.http://www.utexas.edu/provost/planning/cat_change/graduate_level.html

Registration

Employment

Holiday

  • Thanksgiving - November 27 - 29, 2014

December

Financial

Classes

  • Classes end Friday, December 5, 2014

Graduation

  • Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean: December 6, 2013. http://www.utexas.edu/ogs/pdn/
  • Fall graduation ceremonies in the colleges and schools.

Holiday

  • Winter Break - December 22, 2014 - January 2, 2015

January

Employment

Admission

Registration

  • Add/drop for the spring semester for students who have registered and paid their tuition and fees.
  • Assist with spring registration; adds/drops; rosters
  • Keep a record of students' names and their faculty mentors for each conference course, independent study, thesis, report, exhibition, dissertation.
  • 4th Class day, prepare registration report for graduate supervisorshttps://utdirect.utexas.edu/easi/index.WBX
  • 12th class day: Last day for add/drop, register, and pay tuition and fees without dean's approval.
  • Print 12th day class schedules
  • Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill:  https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
  • Advise students who plan to work as a Teaching Assistant that Payment deadlines tuition will be due by (date set by college).  This date is normally earlier than the published university deadline.
  • All Graduate students must pay tuition by 5:00 pm on January 23, 2015.

Financial

Holiday

  • •  Martin Luther King, Jr. Day, Monday, January 19, 2015

Classes

  • Classes begin Tuesday, January 20, 2015

Graduation

February

Financial

Admissions

  • Coordinate campus visits for prospective students.
  • Send “rescind admission” requests to GIAC for students who decline admission to UT, attach email from student.

March

Financial

Registration

http://registrar.utexas.edu/calendars

  • Last day to drop a course without a possible academic penalty.
  • Last day to change a course to credit/no credit.
  • Last day for new doctoral candidates to change registration to dissertation.
  • FAFSA financial aid deadline is March 15.

Graduation

Holiday

  • Spring Break March 16 - 21, 2015

Admission

  • Assist faculty in their review of all applicants' files.
  • Send letters of acceptance, rejection, and waiting list to all applicants. In your acceptance letters, include fellowship or TA offers. Include provision that official acceptance or rejection must come from the Graduate School.
  • Coordinate campus visits for prospective students.

April

Advising

  • Prepare summer and fall advising schedule with your graduate adviser.
  • Remove bars after student has been advised in mainframe NRRECS option RR.
  • Update students degree progress in EASI https://utdirect.utexas.edu/easi/index.WBX
  • Advise student who plan to work as a Teaching Assistant in the next semester that Payment deadlines tuition will be due by (date set by college).

Admission

  • Coordinate campus visits for prospective students.

Financial

Registration

Study Abroad

  • Application deadline for study abroad programs for the summer session and the fall semester.

May

Classes

  • Classes end May 8, 2015

Graduation

  •   Last day to submit master's report, recital, thesis, doctoral dissertation, or treatise to the graduate dean. May 8, 2015
  • Spring graduation ceremonies.

Registration

  • Remind students to turn in Annual Report and updated CV (date varies by department).
  • Last day a graduate student may, with the required approvals, drop a class or withdraw from the university.
  • Prepare independent study contracts/conference course contacts for students and their faculty mentors to sign for summer and fall conference courses.
  • Remind students they must click “CONFIRM”even if they have a zero balance on their tuition bill:  https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX
  • Advise students who plan to work as a Teaching Assistant that Payment deadlines tuition will be due by (date set by college).  This date is normally earlier than the published university deadline.

Financial

Employment

June

Employment

  • Prepare TA/AI/GRA appointments in HRMS: automatic reappointments for continuing students and new appointments for others.

Financial

July

Financial

Admissions

  • Confirm college orientation date and date for department orientation with graduate adviser and department chair.
  • Set orientation date, schedule graduate adviser and chair if they are presenting, schedule room, Official Occasion Entertainment forms and catering if needed.
  • Update Handbook or other by-laws for graduate students.
  • Update graduate web pages, mailing lists https://utlists.utexas.edu/sympa and mailboxes for new students.
  • Update packet of information you send to prospective students.
  • Send tentative August orientation calendar to incoming students.

GSC

  • Gather faculty signatures for the Graduate School: Chair, Graduate Adviser, etc. (Signature Page).  (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)
  • Update Graduate Studies Committee faculty list and Report of Admitted Students.  (Documents will be sent to the dept. via campus mail from the Office of Graduate Studies.)

Registrar's Academic Calendar http://registrar.utexas.edu/calendars/14-15

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