Skip to the content of the web site.

Assistant to the Associate Dean Graduate Studies and Graduate Studies Coordinator

Department:

Dean's Office, Faculty of Enviornment

Effective Date: April, 2010
Grade:

USG 7

35 hr/wk

Reports to: Associate Dean Graduate Studies

General Accountability

The Assistant to the Associate Dean Graduate Studies works in partnership with the Associate Dean Graduate Studies and the Local Economic Development program Graduate Officer and is accountable to the Associate Dean Graduate Studies (also the Graduate Officer for the Tourism Policy and Planning program) for the operation of the Faculty Graduate Office.  The incumbent also serves as the administrative graduate advisor and program administrator for Local Economic Development (LED), Tourism Policy & Planning (TOUR), and Global Governance (GG) (Environment – ENV) students, and is responsible for the interpretation of University and Faculty academic policies and procedures as they relate to current graduate students in Environment. This position acts in an advisory and coordinating capacity to four departmental graduate coordinators on day-to-day operations of graduate studies.

 

The incumbent will develop and foster communications and relationships; be involved in admissions committee work to recruit high caliber applicants; cultivate students to become excellent alumni; and be an effective liaison with the Graduate Studies Office through the Faculty Grad Studies Committee, Association of Graduate Planners (AGP), and the Environment Graduate Student Association (EGSA)

Nature and Scope

The incumbent provides effective management of the Faculty Graduate Office, serving as ‘first contact’ for faculty, graduate students and external agencies/parties, and is responsible for the interpretation and implementation of university and department policies and procedures, as they pertain to Faculty graduate studies. Activities include development of documents and reports supporting various Department and Faculty of Environment (ENV) committees, as well as participating in those committees, updating of Graduate Calendar content pertaining to the Faculty of Environment, providing curricular change information to Senate Graduate Council, providing input to marketing and recruitment materials, responsibility for the ENV thesis library, preparation of the ENV TA manual, assignment of graduate student space, and arrangement of ENV scholarship information sessions. The incumbent provides guidance to the Associate Dean, Graduate Studies and to the Association of Graduate Planners (AGP) and Environment Graduate Student Association (EGSA) with respect to the organization of Faculty graduate orientation.

 

S/he is responsible for contributing information to an annual Faculty of Environment teaching assistantship budget and for maintaining an annual Faculty scholarship budget of $200,000. The incumbent provides recommendations and relevant data for long-term planning and organization in partnership with the Graduate Officer and the Associate Dean Graduate Studies.

 

This position is responsible for administering a Faculty graduate student scholarship budget of approximately $200,000 per year, as well as program budgets, totaling $45,000, for the LED, TOUR, and GG programs. This position also manages the ENV Special Graduate Award budget of approximately $13,500 per year, and the ENV graduate student conference travel budget of approximately $2,600 per year.  The incumbent is responsible for handling the Nelson Bursary in Environmental Planning, the Local Economic Development Graduate Student Endowment Scholarship and the Sharon and David Johnston Graduate Award in Microfinance.  The incumbent also organizes the NSERC USRA competition in the Faculty.

 

In addition to the Faculty level role, the incumbent has responsibilities comparable to those performed by Graduate Coordinators at a department level, including functioning as the first point of contact for potential graduate applicants to the LED and TOUR programs, and acting as the central resource for current students regarding academic advising, graduate policies and procedures, and all academic processes pertaining to graduate program administration. As well, the incumbent is responsible for the editing of the LED and TOUR program web sites, and the updating of the LED and TOUR sections of the Graduate Calendar.

 

This position requires a high degree of knowledge of requirements for admissions, scholarships and graduation for the LED, TOUR, and GG (ENV) programs. The incumbent must have above-average skills in the areas of questioning, listening, decision-making, responding and referring, and problem solving.  There are daily deadline pressures while, at the same time, there is a demand for thoroughness and accuracy.

Statistical Data

The Faculty of Environment (ENV) is comprised of the Department of Environment and Resource Studies, Department of Geography and Environmental Management, the School of Planning, and the School of Environment, Enterprise and Development (which includes Local Economic Development, International Development, and Environment and Business), all of which offer undergraduate as well as graduate programs, as well as graduate programs in Local Economic Development, Tourism Policy and Planning, and Global Governance, and a new undergraduate honours program in Knowledge Integration.

 

The Faculty is home to 1,200 undergraduate students, 330 graduate students, and 110 professors and staff members. Our researchers and students address environmental, urban, and economic issues locally, nationally, and internationally.

Specific Accountabilities

In cooperation with the Associate Dean Graduate Studies and the LED Graduate Officer the incumbent administers and implements the LED, TOUR, and GG (ENV) graduate academic programs (approximately 50 students), including: managing the cycle of applications; admittance; progression through the academic programs, including applying relevant academic regulations; administering all relevant University scholarship competitions; tracking student progress; maintaining student records; advising students; and graduation, with all the administration and monitoring this encompasses; enrollment projections; and student reviews.  S/he is also responsible for meeting the department’s financial obligation to each graduate student by ensuring the Teaching Assistant/Research Assistant or Studentship contracts and scholarship nominations are prepared, and that requests for teaching/research assistants are satisfied by determining eligibility and appropriate match of skills for all students and courses.

 

It should be noted that all of the following duties occur on a continuous basis; therefore, excellent time management skills and prioritization are essential.

 

The main responsibilities of the position include:

 

Recruitment and Admissions

•       Responsible for the administration of  the LED and TOUR graduate admission processes, including annual circulation of  approximately 50 applications via OnBase, the Graduate Admissions Project online Document Management System (DMS)*,  and obtaining the  required feedback from faculty members up to and including the preparation and submission of the recommendation to the Graduate Studies Office; ensuring that minimum University admission requirements have been met, including degrees, academic standings, English language proficiency certification, financial support, and recommended level of study; and averaging of transcripts.  Recommendations must be managed in a timely matter to ensure that offers are competitive with those received by applicants to other Canadian and foreign universities. The admissions process is Department-centric with the incumbent being the main administrator.

•       Provides general guidance and advice on application procedures for domestic and international students.

•       Acts as the first point-of-contact for email, telephone, in-person, and written inquires regarding graduate programs, maintaining correct and timely information using efficient communication systems.  As the “face” and “voice” of our graduate programs, this position must maintain a high level of professionalism and knowledge to handle the volume and complexity of inquiries and to provide effective liaison between the Department and other academic departments, internal and external, as well as government and professional agencies.

•       Represents the department at the annual UW graduate recruitment fair, providing information and responding to inquiries from potential applicants.  

 

          *DMS responsibilities include: confirmation of application materials for programs and Supplementary Information Form questions for GSO setup; forwarding of paper or electronic application materials to GSO for scanning and indexing in DMS; checking DMS Workflow daily for new applications; reviewing transcripts for authenticity and legitimacy; investigating irregular documents and verifying international documents with source institutions, calculating student averages from transcripts, both domestic and international, including searching for institution grade scales when these are not otherwise available; contacting referees to verify their legitimacy; notifying and following up with applicants regarding missing information; ensuring that all admission requirements (GPA, transcripts, English language proficiency, citizenship status, etc.) are met; determining completeness of application; circulating complete applications to the Graduate Officer; assigning applications for review in Workflow to faculty Reviewers with instructions and deadlines; referring applications to the GSO for changes to programs or to request waivers of admission conditions, or to request evaluation of education and/or degree equivalency; tracking applications from review to decision in Workflow; advising Graduate Officer when recommendations conflict with Graduate Studies Office admission standards and recommending alternative programs or preparation to meet eligibility requirements; recording the admission decisions, and insertion of pertinent department information and supervisor (if applicable) on the electronic Recommendation form; submitting Recommendation forms for approval; determining and managing all other types of communications with applicants; notifying the GSO of role security changes for Coordinator or Graduate Officer for Workflow; monitoring special applications and admissions sanctioned through University agreements with foreign institutions or governments, such as international exchange agreements; responding to applicant inquiries and requests regarding the status of applications and admissions conditions.

 

Administration

Academic Advising

Responsible for providing knowledgeable advice to prospective and current students regarding: the academic programs and courses available, the admissions process, graduate policies, administrative procedures, degree requirements, financial matters, issues pertaining to international students, various sources of assistance to students in stressful situations, thesis regulations, convocation requirements, and advising students of employment opportunities/facilitating employment matches between students and employers.

 

Academic Records

•       Responsible for administering and monitoring each of the department’s graduate programs, including the following procedures: admissions, course scheduling, registration, program completion and convocation.

•       Responsible for assisting students through their program and for tracking the students in each program from admission to completion, including monitoring completion of degree requirements, by maintaining accurate records.

•       Responsible each term for initiating and producing time extension extracts and tracking the completion of time extension requests from all time-extended students.

•       Responsible for ensuring that students have met program degree requirements for Convocation, and for ensuring that all paper work required for Convocation is submitted to the Graduate Studies Office by the Convocation deadlines.

 

Administrative Support

The incumbent manages the Faculty’s Graduate Office, serving as ‘first contact’ for faculty, graduate students and external agencies/parties. The incumbent provides administrative support and direction for the academic cycles guiding graduate programs, and is responsible for the interpretation and implementation of UW, Faculty of Environment and departmental policies and procedures as they pertain to graduate studies in the LED, TOUR, and GG programs. The incumbent collaborates with the Graduate Officer and the Associate Dean Graduate Studies with long-term planning, statistics, and analysis of short and long-term goals. Specific tasks include: attending GSO term meetings for graduate studies procedural and policy updates;  advising the Associate Dean Graduate Studies and Graduate Officer of procedures and policies and ensuring that they are followed within the programs;  participating in department and Faculty graduate studies committee meetings; consulting with the Associate Dean Graduate Studies and the LED Graduate Officer regarding program and curricular additions or revisions; providing the Associate Dean Graduate Studies and the LED Graduate Officer with statistics; producing student progress reports; ensuring that students are registered each term by government count date; providing department data to external agencies when requested; performing electronic grade submissions when requested; preparing student funding statements for tuition payment; responding to student inquiries; preparing student registration verification letters; drafting correspondence on behalf of the LED Graduate Officer; assisting the Associate Dean Graduate Studies with student appeals.

 

Graduate Calendar Updates

Responsible for maintenance of and for submitting revisions of Faculty and LED and TOUR departmental material to the online Graduate Calendar using the UW Academic Calendar Maintenance System. Monitoring of faculty appointment changes, additions of new faculty members, revisions to existing programs and/or courses, and new program and/or course offerings is required to ensure correct information is submitted. Responsible for preparing curricular change forms for Faculty graduate studies meetings and Faculty Council using the Senate Graduate and Research Council online curricular change form.

 

Course Scheduling

Following consultation with the Graduate Officer and Associate Dean Graduate Studies to determine which graduate courses will be held in a particular term, coordinate graduate course scheduling with other Faculty of Environment departments in cases of held-with and cross-listed courses to ensure that core courses do not conflict with elective course offerings, request rooms for graduate classes with Scheduling and/or book rooms online using Bookit, and submit LED and TOUR graduate course offerings and room request forms to Scheduling each term by the Scheduling department’s deadline.

 

OUCQA

Assist, every seven years, in the preparation of the extensive LED and TOUR program internal review appraisal briefs (for existing programs) by obtaining COGNOS and Data Extract statistics and other information, such as course outlines and faculty CVs, needed for the completion of the report. Preparing documentation for OUCQA audits of existing graduate programs.

 

Program Publications

Create and update Faculty and LED and TOUR graduate publications, which include program brochures, graduate student handbooks, and the Faculty TA manual.

 

Teaching Assistantships

Responsible for assisting the LED and TOUR Graduate Officers with allocating teaching and research assistantships each term; this includes the need to determine eligibility and appropriate match of skills and course for a total of 20-25 positions each year. Responsible for ensuring that financial obligations to each graduate student are met and for preparing and signing salary authorizations using the online Human Resources UW Payroll Processing data entry system to meet payroll deadlines each term; prepare financial offer letters for successful students. Provide advice and conflict mediation between TAs and faculty as needed.

 

Thesis Defences/Oral Dissertations

Coordinate LED and TOUR masters thesis defences, including: updating and distributing department thesis guidelines, advising students of thesis submission deadlines and guiding students through the defence procedures, booking rooms for the defence, preparing, distributing, and posting notices of defence, checking student’s record for completion of degree requirements, monitoring electronic thesis submission, and, after student has successfully completed research paper or uploaded thesis to UWSpace, submitting completed Intent to Graduate/Degree Completion form with final transcript to the GSO.

 

Website Updates

Responsible for maintaining the LED and TOUR graduate program web pages using Contribute.

 

Orientation

Organize LED and TOUR orientation sessions for new students during the University’s Orientation Week.

 

Budget Administration

Responsible for preparing and managing annual Graduate Teaching Assistant (GTA)/ Graduate Research Assistant (GRA)/Graduate Research Studentship (GRS) spreadsheet, which normally requires approximately 20-25 ($126,400 - $158,000) positions each year. The process involves i) determining the funding level provided to each student (for example, externally funded vs department funded), while honouring financial commitments as set out in offer letters; ii) calculating numbers of graduate TAs required based on undergraduate course enrolment; iii) determining TA budget required by forecasting and projecting numbers of new and continuing graduate students with or without external funding; iv) arranging RAs as needed; v) preparing and authorizing TA, RA and RS salary payments using Grad Earnings Data Entry on the UW Payroll Processing section of MyHRinfo; and vi) preparing nominations for Graduate Experience Awards in conjunction with TA salary authorizations.

 

Responsible for administering and maintaining accurate financial records for UW Graduate Scholarship (entrance, merit, continuing), Provost’s/Doctoral Entrance Award – Women, President’s Graduate Scholarship matching funds, and  Graduate Experience Award budgets totaling approximately $165,000.

 

Graduate Student Research Travel Assistantship

Responsible for advising students of procedures; supplying necessary paperwork; and circulating form for Associate Dean’s signature.

 

Scholarship Coordinator

Responsible for the administration of a variety of internal and external scholarships coordinated by the University Graduate Studies Office, including:

.

•       organizing and administering the application process (approximately 50-60 applicants annually) for: i) Federal and Provincial Scholarships (OGS, SSHRC, NSERC, CIHR), and ii) several internal UW and department scholarships (PGS, Graduate, Graduate Experience Award, Senate Graduate Scholarship among others); including, advising students of scholarship and application requirements, reviewing applicants for eligibility, ordering transcripts and calculating transcript averages, checking for accuracy, editing, and tracking applications, organizing, recording ranking meeting results, ensuring that all applications are complete and appropriately signed, and delivering completed applications to the GSO

•       monitoring student funding and verifying student eligibility for the various awards

•       maintaining records of allocations and disbursements

•       submitting electronic nomination forms to the GSO

•       administering one department endowment competition

•       updating scholarship information on department web site and in department database and in Graduate Calendar

•       administering the department scholarship competition process

•       liaising with staff in the Graduate Studies Office to problem-solve issues related to payments, programs, award applications and supplementary funding

 

Specific Assistant to the Associate Dean Graduate Studies Responsibilities:

 

•       The incumbent manages the Faculty’s Graduate Office, serving as ‘first contact’ for faculty, graduate students and external agencies/parties; provides administrative support to the Associate Dean Graduate Studies.

•       Maintain contact with and act in a coordinating capacity with department/school graduate coordinators with respect to graduate policies and procedures; serve as a liaison between the Associate Dean Graduate Studies and the graduate coordinators.

•       Arrange Faculty of Environment Graduate Studies Committee meetings, including preparing agendas, recording and preparing meeting minutes, preparing curricular change forms for approval of new courses and course revisions, and preparing reports relating to graduate matters for approval at the Faculty level. When time-extended students are reviewed at GSC meetings, process approval forms and prepare letters to all time-extended students.

•       Preparing Faculty of Environment Graduate Studies Reports for Faculty Council, and for routing to Senate Graduate and Research Council for final approval.

•       Maintain records of allocations and disbursements of University Graduate Student Scholarship, Senate Graduate Scholarship, and Special Graduate Award nominations for the Faculty of Environment.

•       Maintain records of allocations and disbursements of University Graduate Studies Office Research Travel Assistantship for the Faculty of Environment.

•       Updating the Faculty of Environment section of the Graduate Calendar in conjunction with the departments/schools and, in terms of curricular changes, as approved at Senate Graduate and Research Council.

•       Preparing masters defence reports and acceptance forms for all masters programs.

•       Prepare Ph.D. comprehensive exam reports and acceptance forms for all doctoral students.

•       Execute administrative duties with respect to Ph.D. thesis oral examinations, including accepting and distributing thesis copies to examining committee members, corresponding with external examiner and the examining committee members, preparing and distributing Ph.D. oral examination announcements to the University community (i.e., departments, Communications and Public Affairs, Graduate Student Association, etc.), and preparing oral examination report and thesis acceptance form.

•       Coordinate and organize Approved Doctoral Dissertation Supervisor status for Environment faculty members for approval by the Environment Graduate Studies Committee.

•       Arrange the Faculty of Environment Graduate Orientation Session, including scheduling speakers, arranging a graduate student/faculty/staff lunch, and preparing material for distribution; Scholarship Information Session; and TA Workshop in the Fall term.

•       Update the Faculty Teaching Assistant manual and distribute to departments/schools.

•       Maintain the Faculty thesis library, including the thesis/research paper database, and lending and retrieving theses and research papers.

•       Assign graduate space to Ph.D. students and coordinate furniture and space needs with the Faculty Executive Assistant to the Dean.

•       Organize annual Environment James and Nora Nelson Bursary in Environmental Planning competition, including advertising the competition, accepting and checking applications before forwarding to the Associate Dean Graduate Studies, notifying all applicants of the competition outcome, preparing scholarship nomination.

•       Organize annual Environment NSERC USRA competition, including advertising the competition, accepting and checking applications before forwarding to the Associate Dean Graduate Studies, notifying all applicants of the competition outcome, preparing salary authorizations; liaise with the Graduate Studies Office in terms of numbers of awards available and eligible faculty members.

 

Committee Membership

Faculty of Environment Graduate Studies Committee

SEED monthly meetings

ENV Building Committee

 

Significant Internal/External Relationships

          Faculty of Environment

Associate Dean Graduate Studies, Faculty of Environment (ENV)

Graduate Officer, LED program

Department/School Faculty

Graduate Students

AGP/EGSA

Graduate Studies Committee

Graduate Coordinators Committee

Marketing and Recruitment Coordinator

LED and TOUR alumni

potential employers

          University

Administration Director, International Programs Office of Research

Communication Officer

Conflict Management and Human Rights

Counselling Services

Event Bookings

Finance – Student Accounts

Graduate Studies Office

Human Resources – Payroll

International Student Office

Office for Persons with Disabilities

Ombudsperson

Scheduling

TRACE


External

Economic Developers Association of Canada

student application and scholarship referees

Miscellaneous external contacts, including alumni, prospective applicants, potential employers, high school students, and guidance counselors

In cooperation with the Associate Dean Graduate Studies and the LED Graduate Officer the incumbent administers and implements the LED, TOUR, and GG (ENV) graduate academic programs (approximately 50 students), including: managing the cycle of applications; admittance; progression through the academic programs, including applying relevant academic regulations; administering all relevant University scholarship competitions; tracking student progress; maintaining student records; advising students; and graduation, with all the administration and monitoring this encompasses; enrollment projections; and student reviews.  S/he is also responsible for meeting the department’s financial obligation to each graduate student by ensuring the Teaching Assistant/Research Assistant or Studentship contracts and scholarship nominations are prepared, and that requests for teaching/research assistants are satisfied by determining eligibility and appropriate match of skills for all students and courses.

 

It should be noted that all of the following duties occur on a continuous basis; therefore, excellent time management skills and prioritization are essential.

 

The main responsibilities of the position include:

 

Recruitment and Admissions

•       Responsible for the administration of  the LED and TOUR graduate admission processes, including annual circulation of  approximately 50 applications via OnBase, the Graduate Admissions Project online Document Management System (DMS)*,  and obtaining the  required feedback from faculty members up to and including the preparation and submission of the recommendation to the Graduate Studies Office; ensuring that minimum University admission requirements have been met, including degrees, academic standings, English language proficiency certification, financial support, and recommended level of study; and averaging of transcripts.  Recommendations must be managed in a timely matter to ensure that offers are competitive with those received by applicants to other Canadian and foreign universities. The admissions process is Department-centric with the incumbent being the main administrator.

•       Provides general guidance and advice on application procedures for domestic and international students.

•       Acts as the first point-of-contact for email, telephone, in-person, and written inquires regarding graduate programs, maintaining correct and timely information using efficient communication systems.  As the “face” and “voice” of our graduate programs, this position must maintain a high level of professionalism and knowledge to handle the volume and complexity of inquiries and to provide effective liaison between the Department and other academic departments, internal and external, as well as government and professional agencies.

•       Represents the department at the annual UW graduate recruitment fair, providing information and responding to inquiries from potential applicants.  

 

          *DMS responsibilities include: confirmation of application materials for programs and Supplementary Information Form questions for GSO setup; forwarding of paper or electronic application materials to GSO for scanning and indexing in DMS; checking DMS Workflow daily for new applications; reviewing transcripts for authenticity and legitimacy; investigating irregular documents and verifying international documents with source institutions, calculating student averages from transcripts, both domestic and international, including searching for institution grade scales when these are not otherwise available; contacting referees to verify their legitimacy; notifying and following up with applicants regarding missing information; ensuring that all admission requirements (GPA, transcripts, English language proficiency, citizenship status, etc.) are met; determining completeness of application; circulating complete applications to the Graduate Officer; assigning applications for review in Workflow to faculty Reviewers with instructions and deadlines; referring applications to the GSO for changes to programs or to request waivers of admission conditions, or to request evaluation of education and/or degree equivalency; tracking applications from review to decision in Workflow; advising Graduate Officer when recommendations conflict with Graduate Studies Office admission standards and recommending alternative programs or preparation to meet eligibility requirements; recording the admission decisions, and insertion of pertinent department information and supervisor (if applicable) on the electronic Recommendation form; submitting Recommendation forms for approval; determining and managing all other types of communications with applicants; notifying the GSO of role security changes for Coordinator or Graduate Officer for Workflow; monitoring special applications and admissions sanctioned through University agreements with foreign institutions or governments, such as international exchange agreements; responding to applicant inquiries and requests regarding the status of applications and admissions conditions.

 

Administration

Academic Advising

Responsible for providing knowledgeable advice to prospective and current students regarding: the academic programs and courses available, the admissions process, graduate policies, administrative procedures, degree requirements, financial matters, issues pertaining to international students, various sources of assistance to students in stressful situations, thesis regulations, convocation requirements, and advising students of employment opportunities/facilitating employment matches between students and employers.

 

Academic Records

•       Responsible for administering and monitoring each of the department’s graduate programs, including the following procedures: admissions, course scheduling, registration, program completion and convocation.

•       Responsible for assisting students through their program and for tracking the students in each program from admission to completion, including monitoring completion of degree requirements, by maintaining accurate records.

•       Responsible each term for initiating and producing time extension extracts and tracking the completion of time extension requests from all time-extended students.

•       Responsible for ensuring that students have met program degree requirements for Convocation, and for ensuring that all paper work required for Convocation is submitted to the Graduate Studies Office by the Convocation deadlines.

 

Administrative Support

The incumbent manages the Faculty’s Graduate Office, serving as ‘first contact’ for faculty, graduate students and external agencies/parties. The incumbent provides administrative support and direction for the academic cycles guiding graduate programs, and is responsible for the interpretation and implementation of UW, Faculty of Environment and departmental policies and procedures as they pertain to graduate studies in the LED, TOUR, and GG programs. The incumbent collaborates with the Graduate Officer and the Associate Dean Graduate Studies with long-term planning, statistics, and analysis of short and long-term goals. Specific tasks include: attending GSO term meetings for graduate studies procedural and policy updates;  advising the Associate Dean Graduate Studies and Graduate Officer of procedures and policies and ensuring that they are followed within the programs;  participating in department and Faculty graduate studies committee meetings; consulting with the Associate Dean Graduate Studies and the LED Graduate Officer regarding program and curricular additions or revisions; providing the Associate Dean Graduate Studies and the LED Graduate Officer with statistics; producing student progress reports; ensuring that students are registered each term by government count date; providing department data to external agencies when requested; performing electronic grade submissions when requested; preparing student funding statements for tuition payment; responding to student inquiries; preparing student registration verification letters; drafting correspondence on behalf of the LED Graduate Officer; assisting the Associate Dean Graduate Studies with student appeals.

 

Graduate Calendar Updates

Responsible for maintenance of and for submitting revisions of Faculty and LED and TOUR departmental material to the online Graduate Calendar using the UW Academic Calendar Maintenance System. Monitoring of faculty appointment changes, additions of new faculty members, revisions to existing programs and/or courses, and new program and/or course offerings is required to ensure correct information is submitted. Responsible for preparing curricular change forms for Faculty graduate studies meetings and Faculty Council using the Senate Graduate and Research Council online curricular change form.

 

Course Scheduling

Following consultation with the Graduate Officer and Associate Dean Graduate Studies to determine which graduate courses will be held in a particular term, coordinate graduate course scheduling with other Faculty of Environment departments in cases of held-with and cross-listed courses to ensure that core courses do not conflict with elective course offerings, request rooms for graduate classes with Scheduling and/or book rooms online using Bookit, and submit LED and TOUR graduate course offerings and room request forms to Scheduling each term by the Scheduling department’s deadline.

 

OUCQA

Assist, every seven years, in the preparation of the extensive LED and TOUR program internal review appraisal briefs (for existing programs) by obtaining COGNOS and Data Extract statistics and other information, such as course outlines and faculty CVs, needed for the completion of the report. Preparing documentation for OUCQA audits of existing graduate programs.

 

Program Publications

Create and update Faculty and LED and TOUR graduate publications, which include program brochures, graduate student handbooks, and the Faculty TA manual.

.

 

.

Teaching Assistantships

Responsible for assisting the LED and TOUR Graduate Officers with allocating teaching and research assistantships each term; this includes the need to determine eligibility and appropriate match of skills and course for a total of 20-25 positions each year. Responsible for ensuring that financial obligations to each graduate student are met and for preparing and signing salary authorizations using the online Human Resources UW Payroll Processing data entry system to meet payroll deadlines each term; prepare financial offer letters for successful students. Provide advice and conflict mediation between TAs and faculty as needed.

.

 

.

Thesis Defences/Oral Dissertations

Coordinate LED and TOUR masters thesis defences, including: updating and distributing department thesis guidelines, advising students of thesis submission deadlines and guiding students through the defence procedures, booking rooms for the defence, preparing, distributing, and posting notices of defence, checking student’s record for completion of degree requirements, monitoring electronic thesis submission, and, after student has successfully completed research paper or uploaded thesis to UWSpace, submitting completed Intent to Graduate/Degree Completion form with final transcript to the GSO.

 

Website Updates

Responsible for maintaining the LED and TOUR graduate program web pages using Contribute.

 

Orientation

Organize LED and TOUR orientation sessions for new students during the University’s Orientation Week.

.

 

.

Budget Administration

Responsible for preparing and managing annual Graduate Teaching Assistant (GTA)/ Graduate Research Assistant (GRA)/Graduate Research Studentship (GRS) spreadsheet, which normally requires approximately 20-25 ($126,400 - $158,000) positions each year. The process involves i) determining the funding level provided to each student (for example, externally funded vs department funded), while honouring financial commitments as set out in offer letters; ii) calculating numbers of graduate TAs required based on undergraduate course enrolment; iii) determining TA budget required by forecasting and projecting numbers of new and continuing graduate students with or without external funding; iv) arranging RAs as needed; v) preparing and authorizing TA, RA and RS salary payments using Grad Earnings Data Entry on the UW Payroll Processing section of MyHRinfo; and vi) preparing nominations for Graduate Experience Awards in conjunction with TA salary authorizations.

 

Responsible for administering and maintaining accurate financial records for UW Graduate Scholarship (entrance, merit, continuing), Provost’s/Doctoral Entrance Award – Women, President’s Graduate Scholarship matching funds, and  Graduate Experience Award budgets totaling approximately $165,000.

 

Graduate Student Research Travel Assistantship

Responsible for advising students of procedures; supplying necessary paperwork; and circulating form for Associate Dean’s signature.

 

Scholarship Coordinator

Responsible for the administration of a variety of internal and external scholarships coordinated by the University Graduate Studies Office, including:

.

•       organizing and administering the application process (approximately 50-60 applicants annually) for: i) Federal and Provincial Scholarships (OGS, SSHRC, NSERC, CIHR), and ii) several internal UW and department scholarships (PGS, Graduate, Graduate Experience Award, Senate Graduate Scholarship among others); including, advising students of scholarship and application requirements, reviewing applicants for eligibility, ordering transcripts and calculating transcript averages, checking for accuracy, editing, and tracking applications, organizing, recording ranking meeting results, ensuring that all applications are complete and appropriately signed, and delivering completed applications to the GSO

•       monitoring student funding and verifying student eligibility for the various awards

•       maintaining records of allocations and disbursements

•       submitting electronic nomination forms to the GSO

•       administering one department endowment competition

•       updating scholarship information on department web site and in department database and in Graduate Calendar

•       administering the department scholarship competition process

•       liaising with staff in the Graduate Studies Office to problem-solve issues related to payments, programs, award applications and supplementary funding

 

 

Specific Assistant to the Associate Dean Graduate Studies Responsibilities:

•       The incumbent manages the Faculty’s Graduate Office, serving as ‘first contact’ for faculty, graduate students and external agencies/parties; provides administrative support to the Associate Dean Graduate Studies.

•       Maintain contact with and act in a coordinating capacity with department/school graduate coordinators with respect to graduate policies and procedures; serve as a liaison between the Associate Dean Graduate Studies and the graduate coordinators.

•       Arrange Faculty of Environment Graduate Studies Committee meetings, including preparing agendas, recording and preparing meeting minutes, preparing curricular change forms for approval of new courses and course revisions, and preparing reports relating to graduate matters for approval at the Faculty level. When time-extended students are reviewed at GSC meetings, process approval forms and prepare letters to all time-extended students.

•       Preparing Faculty of Environment Graduate Studies Reports for Faculty Council, and for routing to Senate Graduate and Research Council for final approval.

•       Maintain records of allocations and disbursements of University Graduate Student Scholarship, Senate Graduate Scholarship, and Special Graduate Award nominations for the Faculty of Environment.

•       Maintain records of allocations and disbursements of University Graduate Studies Office Research Travel Assistantship for the Faculty of Environment.

.

•       Updating the Faculty of Environment section of the Graduate Calendar in conjunction with the departments/schools and, in terms of curricular changes, as approved at Senate Graduate and Research Council.

•       Preparing masters defence reports and acceptance forms for all masters programs.

•       Prepare Ph.D. comprehensive exam reports and acceptance forms for all doctoral students.

•       Execute administrative duties with respect to Ph.D. thesis oral examinations, including accepting and distributing thesis copies to examining committee members, corresponding with external examiner and the examining committee members, preparing and distributing Ph.D. oral examination announcements to the University community (i.e., departments, Communications and Public Affairs, Graduate Student Association, etc.), and preparing oral examination report and thesis acceptance form.

•       Coordinate and organize Approved Doctoral Dissertation Supervisor status for Environment faculty members for approval by the Environment Graduate Studies Committee.

•       Arrange the Faculty of Environment Graduate Orientation Session, including scheduling speakers, arranging a graduate student/faculty/staff lunch, and preparing material for distribution; Scholarship Information Session; and TA Workshop in the Fall term.

•       Update the Faculty Teaching Assistant manual and distribute to departments/schools.

•       Maintain the Faculty thesis library, including the thesis/research paper database, and lending and retrieving theses and research papers.

•       Assign graduate space to Ph.D. students and coordinate furniture and space needs with the Faculty Executive Assistant to the Dean.

•       Organize annual Environment James and Nora Nelson Bursary in Environmental Planning competition, including advertising the competition, accepting and checking applications before forwarding to the Associate Dean Graduate Studies, notifying all applicants of the competition outcome, preparing scholarship nomination.

•       Organize annual Environment NSERC USRA competition, including advertising the competition, accepting and checking applications before forwarding to the Associate Dean Graduate Studies, notifying all applicants of the competition outcome, preparing salary authorizations; liaise with the Graduate Studies Office in terms of numbers of awards available and eligible faculty members.

 

Committee Membership

Faculty of Environment Graduate Studies Committee

SEED monthly meetings

ENV Building Committee

 

Significant Internal/External Relationships

          Faculty of Environment

.

.

          University

.

.

External

Working Conditions