Last updated 2024

Not all GC's complete all of these tasks, but this is a helpful guide, by month, to keep you on track. 

August

HR/Employment

Orientation

Financial

Registration

  • Registration for the fall semester for new and readmitted students who have not yet registered.
  • Students may check their individual registration times at https://utdirect.utexas.edu/registrar/ris.WBX
  • Remove registration bar: go to mainframe program NRRECS, option RB
  • 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 deadlines 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  (Used in some colleges only, not all.)
  • 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 ATTENDANCE" even if they have a zero balance on their tuition bill: https://utdirect.utexas.edu/acct/fb/my_tuition/my_tuition_home.WBX

Classes

September

Holiday

  • Labor Day

Registration

Calendar of important dates: https://gradschool.utexas.edu/academics/policies/key-dates

  • 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.

Financial

Spring Admission (if applicable to your program)

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

October

Coordinating Board's 18 Characteristics of Doctoral Programs report due to the Graduate School: l
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/apps/studentfinancials/mytuitionbill/

Study Abroad

Graduation

Admission (note: not all programs have spring 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: 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 Orientation web site for New Students - https://gradschool.utexas.edu/orientation
  • 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:
https://gradschool.utexas.edu/academics/milestones 

Financial

Employment

November

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

Registration

Employment

Financial

Holiday

  • Thanksgiving Holiday

December

Financial

Classes

Graduation

Holiday

  • Winter Break

January

Employment

Admission

  • Orientation for new students. (some departments)
  • Update graduate web pages and listservs https://utlists.utexas.edu/sympa for new students. 
  • Provide Admissions Committee with applications to review, use EASI database: https://utdirect.utexas.edu/easi/index.WBX
  • Finalize fall/summer admissions.
  • Invite prospective students to visit.  
  • Update admissions letter; include aid information, if applicable.
  • Admit/Deny students in EASI database.

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 supervisors https://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.

Financial

Holiday

  •   Martin Luther King, Jr. Day

Classes

Graduation

February

Financial

Admissions

  • Coordinate campus visits for prospective students.
  • Forward emails to GIAC decline@austin.utexas.edu from students who decline admission to UT, but do not decline through My Status Check.

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

Graduation

Holiday

  • Spring Break

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

  • Priority date for student financial aid applications for the fall semester. http://finaid.utexas.edu/
  • Application deadline for International Education Fee Scholarship (EFS) for study abroad programs.
  • Prepare scholarship tuition waivers for Dean’s office for summer term.
  • Remind students with TA/AI/GRA appointments for summer and fall to claim their Resident Tuition Entitlement by Reason of Employment online each semester. https://utdirect.utexas.edu/acct/fb/waivers/index.WBX.

Registration

  • Remind students to check for their bars, advising times, and registration times at https://utdirect.utexas.edu/registrar/ris.WBX
  • Remove advising bars for summer and fall as soon as students have been advised.  Mainframe program NRRECS, use option RR.
  • Registration for the summer and fall semesters for continuing and readmitted students.
  • Last day a graduate student may, with the required approvals, drop a class or withdraw from the university.

Graduation

Study Abroad

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

May

Classes

Graduation

  • Spring graduation ceremonies.

Registration

  • Remind students to turn in Annual Report and updated CV (date varies by department).
  • 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” 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.
  • Send tentative August orientation calendar to incoming students.

GSC


  • No labels

Confluence Documentation | Web Privacy Policy | Web Accessibility