August 27, 2015
7:30-9:00AM 300 Park, Winder Board Room

or

2:00-3:30PM 300 Park, Winder Board Room

Minutes

  1. Introductions: Dean David Kieda and Associate Dean Donna White welcomed the DoGS to the 2015-16 academic year and introduced how DoGS meetings are conducted. Each person in the room introduced themselves. Name cards will be provided for the next meeting.
  2. Graduate School Dean’s Updates:
  3. New Personnel in The Graduate School: Manuel Solis is the new face at The Graduate School front desk. He will also be handling student travel grants. We have two new thesis editors: Michelle Turner and Patrick Hadley. Tracy Rees and David Sallay have moved on to other positions. Araceli Frias has replaced Colin Ben as the new Assistant Dean for Diversity.
  4. Dismissal Policies – Donna White: DoGS need to be sure that their programs have clear policies for dismissal that are available to students. There must be due process for the students and a way to review their status. Policies must align with University Policy 6-309 and the Student Code, Policy 6-400. Several links of sample policies and resources have been sent to the DoGS and will be posted with the minutes. Robert Paine is the contact in General Counsel. He is happy to dialogue with departments about the creation of these policies. Also, it would be well advised to include guidelines for leaves of absence, extensions, or dispute resolution in these policies. Departments are encouraged to have the policy in place before any issues arise. New policies will need to be approved by the department/program faculty. Direct any questions on this policy to Donna White at .

Suggestion: Perhaps a model code should be developed and adhered to by those who fid it suitable for their programs. Donna White will ask Robert Paine about the creation of such a code.

  1. GradNews: The newsletter is being finalized presently. The link will be sent out when it is complete.
  2. CTLE sessions: Donna White handed out a list of CTLE courses being offered. This handout will be sent out to all DoGS as a pdf.
  3. Writing Classes: A handout was distributed. This pamphlet will be posted with the minutes.
  4. Announcements regarding NSF-GRFP fellowship planning: Due October 26-30, 2015. Engineering, Behavioral Sciences, Biology, and Computing are offering workshops on preparing effective applications. Dean Kieda will send further information on available workshops. We had 22 awards last year. The previous year we had 5 awards.
  5. Fulbright applications due September 11, 2015: Jolyn Schleiffarth and Howard Lehman are leading the effort to increase our Fulbright applications and awards. Resubmission is due by October 13. There were 6 awards last year.
  6. HHMI fellowship applications: Due November 17. Deadline to the Graduate School is November 1.
  7. Students need to be graded in a timely manner (EU grades): This adds extra work for the Graduate Advisor who have to fill out the paper work for these grades and the Registrar’s Office who has to process them. Also, this can be a big issue for international student or students on scholarship, loans, etc. Faculty receive email reminders from the Registrar’s Office and their Graduate Advisor asking them to enter grade as soon as possible for their graduate students.
  1. 3MT: More information can be found on the 3MT website: The presentation from the meeting will be posted with the minutes. Any questions regarding the process this year can be directed to Abi Ririe, .
  2. Tuition and Benefits: Jolyn Shleiffarth brought a series of handouts about tuition benefit. These will be posted with the minutes. Students should be encouraged to use the pharmacy at the student health center for the best coverage on prescription drugs. The premium will not increase this year.

Dean David Kieda has been doing research on getting dental coverage for students. For the short term, there is a clinic in the School of Dentistry where students do dental work under faculty supervision. They can provide many of the required dental services at 50% off or more. For the long term, the Graduate School is working on a contract with student health.

DoGS question: Can we look into optical as well? Jolyn and Dean Kieda will look into whether it is possible to include insurance coverage for vision/optical care.

Before any petitions are sent to the tuition benefit office, students should have their program of study and supervisory committee entered into Graduate tracking, if they are approaching the middle or end of their graduate career.

The 84 credit rule:For out of state research assistant students, after attaining 84 credits, tuition benefit will only cover the in state portion of the tuition bill. In order to help students avoid any surprises, advisors need to encourage students to apply for Utah state residency after their qualifying exam. Advisors and coordinators should also keep an eye on how many credits graduate students obtain, so that they do not exceed 84.: International students cannot get Utah residency. In order to reduce the likelihood running into the 84 credit hour limitation, international students should avoid taking excess credit hours, such as signing up for research credit hours during the summer, as registration for these credits are entirely optional. Thesis research is always charged at in state tuition rates, and so the 84 credit hour rule will affect non-resident student's finances when taking other classes after the 84 credit hour maximum is exceeded.

  1. Diversity Office - Araceli Frias:
  2. Araceli is asking for graduate programs to help promote awareness of the Graduate School Diversity Office by adding a link on their homepage to the Graduate Diversity Office webpage. This will ensure that prospective graduate students who are researching your graduate program are also aware that the office exists and the resources that are provided to underrepresented graduate students. Adding a link to her webpage also increases the likelihood that your current graduate students are aware of the Diversity Office. Link:
  3. The fall deadline for the Celebrate Diversity Mini-Grants is Wednesday, September 30th. The grants are intended to support projects that enhance diversity at the University by addressing a significant need or unmet need related to diversity. Students, faculty and staff are eligible to apply. For more information about the proposal criteria, see our webpage:
  4. The 3rd Annual Underrepresented Graduate Student Social is co-sponsored by the Marriott Library. It will be held at Mestizo Coffeehouse on Friday, September 18th from 6:00 pm – 8:00 pm. Food and beverages will be provided and students will have an opportunity to win prizes.
  5. Open Forum
  6. Are there guidelines for workload when graduate students are pregnant? Accommodations have to be made for these students, legally. Any questions on this issue can be directed to Krista Pickens in the OEO office.
  7. Travel funding moving to electronic submission form has been delayed. Students will be able to continue to apply in the older system until the new system is fully available. The new electronic system will be fully deployed sometime after January 2016.

Announcements

  1. DoGS meeting minutes along with any supplemental materials will be posted by the Monday following the meeting.
  2. Please update DoGS contact information. There is a link to a form that allows for edits at the top of the page.