Graduate Affairs Committee



Graduate Affairs CommitteeMinutesDate: August 27, 2019Time: 1:30 p.m.Location: Ashby Browsing Room, University LibraryMeeting called by: Dr. Janice BlumAttendees: Janice Blum (Chair), Margaret Adamek, Marta Antón, Molly Connor, Melissa Cyders, Margie Ferguson, Jan Fulton, Richard Gregory, Tabitha Hardy, Cleveland Hayes, Monica Henry, Marjorie Hovde, Thomas Hurley, Kim Lewis, Karl MacDorman, Jennifer Mahoney, Zachary Riley, Patrick Rooney, Paul Salama, David Skalnik, Chasity Thompson, James Wimbush, Constantin Yiannoutsos; Staff: Dezra Despain Guests: John Schwarb, Senior Communications Specialist/Content Strategist, IU Communications Ed Berbari, School of Engineering & Technology, Biomedical Engineering; Sharon Miller, School of Engineering & Technology, Biomedical EngineeringMinutesApproval of the Minutes for May 28, 2019BlumIU Dean's ReportThe Graduate Faculty Council (GFC) has been productive and beneficial for the graduate school over the last few years. This year Mary Waldren from the Bloomington campus is the faculty chair, Dominique Galli from IUPUI is the vice chair and Lessie Jo Frazier from Bloomington is the secretary. Last year mental health was the primary focus of the GFC, and they will continue working on this, but a meeting with Mary Waldren has been scheduled to discuss the upcoming year.The Bloomington campus represents IU at the Association of American Universities (AAU), a group of 63 schools across the nation. This year President McRobbie is president of this group. The AAU’s graduate deans submitted proposals for the PhD Education Initiative. The AAU PhD Education Initiative’s mission is to make diverse PhD career pathways visible, valued, and viable for all students and to foster increased inclusion of students from diverse backgrounds. Bloomington submitted a proposal that was accepted. Another item related to AAU is that there is a strong initiative to focus on sexual harassment and gender discrimination. An advisory board was established that will look at policies throughout the AAU related to these issues. Dr. Wimbush is on the advisory board. In conjunction he will also look at IU’s policies to see where IU can amend their policies. His goal this year is to focus on the issue of sexual harassment and gender discrimination. He is gathering IU policies from various offices to accomplish this goal.Over the last year, the number one priority of the graduate school was getting a graduate e-application as well as making use of a CRM. We reached an agreement with Liaison for the eApp, and the university entered into a partnership with Salesforce for the CRM. The strength and expertise of our staff has really come through. Monica Henry on the IUPUI campus and Kim Bunch on Bloomington campus worked hard with many other staff members on both campuses to make the graduate eApp a reality.Monica Henry was asked to update the status of the eApp. The eApp is set to launch a week from today. A huge thank you to admissions staff for building the 4th quadrants. The User Access Survey’s deadline is this Friday. The eApp is scheduled to go live September 3. Beginning September 3, there will be a message on the current eApp that will direct them to the new IU Grad CAS eApp. There will be a short list of programs that will be able to continue with the current eApp for this application period only; all others will be directed to the new eApp. (See more under Graduate Office Reports)The new CRM will be rolled out in October. Onboarding and more communications to come.WimbushPurdue University ReportNot in attendanceMohlerAssociate Dean's ReportThe tableau link to Master’s Survey that the Graduate Office conducted with IRDS on master’s students related to retention and degree completion was sent out earlier this week. Please share the links with your deans. Individual surveys can be pulled, however if there were less than 10 responses, IRDS is unable to share that data in the report. Take time to review the Tableau site and look at the more nuanced responses to get an understanding of your students.Enrollment data is a priority for the campus and the president. We are doing well as graduate and professionals. We are up about 8.5% in PhD. Overall our graduate and professional student body is more diverse this year.The 2019 Conference for Women was on Friday. Purdue will have a NSF workshop on Fostering Gender and Work-Life Inclusion for Faculty. Jagapalooza is coming next spring. About 8% of the students that attend are graduate and professional students. Encourage your staff and students to attend. This event has become a nice IUPUI tradition.BlumAssistant Dean's ReportWe will resume with our regular Writing Group next Wednesday, September 11, from 3-5 pm in the Graduate Commons. (Update: The Writing Group will be conducted by the Writing Center in Cavanaugh)We have several programs/workshops that we will be hosting in September:? We are planning an Information Session and Resource Fair for the afternoon of September 12th, 1-3:30pm Campus Center Theater and TV lounge (basement level).? We will have representatives from a number of campus offices and services to help familiarize our students to the resources we have on campus. Please help us advertise this event by passing it along especially to our new students who may not be familiar with campus resources. Sept. 14th from 9am-2pm we will host a Fall Getting you into IUPUI event (Campus Visit program) for local and regional underrepresented prospective students this event will be on a Saturday and will be focused on bringing in folks from the workforce, nontraditional students, etc. who are interested in graduate school.The PFFP orientation will be September 17, 4-5pm, UL 1126. Save the date for the PFFP Pathways conference and 3 Minute Thesis competition which will be Nov. 21th 2019. Sept 19h UPnGO is hosting their annual fall reception where the theme is “Change doesn’t come from silence” and the guest speaker is Dr. Gina Sanchez Gibau.HardyGraduate Mentoring CenterWe facilitated Graduate Student Mentoring Dialogues for 8 hours in June and July. Twelve students received this National Research Mentoring Network (NRMN) Level one mentor training for graduate and professional students. We plan to have another session of these dialogues next summer. Our Faculty and Staff Mentoring Dialogues will begin September 12. This NRMN Level 1 Mentor training will take place once a month for an hour and include lunch. Sessions will be held on generally on the second Thursday of each month from 12-1 and participants are required to attend all 8 sessions to complete the series. These dialogues are designed to help faculty and staff strengthen their mentoring of students through discussion and sharing of best practices. Randall Roper and Etta Ward will facilitate these dialogues. All faculty and staff from throughout IUPUI are invited to register for this event and flyers were available as you came in the door.? Our Midday Mentoring Dialogues for Graduate and Professional Students will begin with panel of experts who will address the topic of Adjusting to Grad School on September 5th in CE 309 from 12-1. Lunch will be provided. More information and how to sign up is found on a flyer as you came in the door.In 2019 the IUPUI Graduate Mentoring Center and National Research Mentoring Network (NRMN) facilitated dialogues about Culturally Aware Mentoring (CAM) to improve the mentoring climate and success of faculty, staff and students at IUPUI. To continue these conversations and implementation of the CAM practices, we will facilitate additional Culturally Aware Mentoring Dialogues throughout the year. Those faculty and staff who have completed NRMN Mentor Training and others who are interested are invited to attend. Our first session will be October 11 from 12-1 and a discussion on unbiased assumptions will be facilitated by Sydney Rucker, Director of Diversity Initiatives, IUSM. Lunch will be provided. RoperGraduate and Professional Student GovernmentGPSG is searching for representatives from all schools. There is approximately $90,000 in graduate education funds to give out so they would like all school represented. They sent an email to deans of schools that do not currently have representatives so the deans may reach out to committee members for suggestions or help nominating reps.The committee meets biweekly beginning this week and can be attended via Zoom. Representatives do receive a stipend for their participation in GPSG.Elite 50 is April 7. The application will go live in November. The Graduate and Professional Education Grant (GPEG) received an increase of $30,000. Encourage students to apply for these grants.GPSG has benefited from the Master’s Student survey. GPSG has built out their own survey from the master’s survey. This will drive programs and policy direction for the next several years.ConnorGraduate Office ReportsIU Admissions Position is still open. We had a failed search and will be reposting within the week – please be patient as we process late Fall 2019 applications and work to transition to our new IU Graduate CAS.We have launched our new Graduate and Professional Student Onboarding Canvas page to assist your students through the first stages of their journey at IUPUI and beyond! Please share this with your new students!Reminder – share details about the Graduate Commons with your new students!IU Graduate CAS launched September 3rd Huge thank you to your admissions staff for configuring their programs! We realize this was a learning curve for everyone, and we appreciate everyone’s patience.Current eApp transition – On September 3rd We will add a message about the transition added in red to the current application - “… Applicants may find a shortened list of programs accepting applications via this platform. If your program or term desired is not offered here, please use the IU Graduate CAS Application to apply.”Fall 2019 and Spring 2020 applications will be turned off unless previously approved by the IUPUI Graduate Office, then turned off 11/1 (1 school caveat) Strongly recommend that your admissions staff email “In Progress” applicants to urge them to submit their application ASAP (IUIE Report - ADM_EAPP_NTFCTN_GT will provide name and email address) or they will need to begin a new application in the IU Graduate CAS. Update your websites (see sample language below) with the IU Graduate CAS link – Once we give the green light on Sept. 3rd – The IU CAS link is: your applicant communication and publications -“IU Graduate CAS” with link.Do you want spring 2020 applicants to wait until September 3rd? If so tell them on your website / communications, etc.Summer Trainings:This summer we hosted 7 trainings / open lab sessions on “How to Build your Q4”. Q4 is the 4th quadrant of the IU Grad CAS – which your staff configured based on your admissions requirements (home page required, questions, documents, and recommendations).We offered 32 one-on-one sessions for programs to help them build their Q4(s).This Thursday we will host our second “IU Grad CAS Workflow – The Basics” Webinar at 10:30 via Zoom – we are recording these sessions and they are required for staff processing IU Grad CAS applications.Advanced topics on how to customize WebAdMIT for your graduate program will be schedule for mid/late September.We also built an FAQ webpage for your admissions staff and faculty – on everything you need to know about the transition.Timing of the application fee Sample Website Language:For those programs transition fully on September 3rd:Indiana University and IUPUI have partnered with Liaison International to create the Indiana University Graduate CAS, which launched September 3rd! If you are applying for Spring 2020 term and beyond please click here (link to )For those programs finishing the Spring 2020 application cycle in the current eApp and transition on November 2nd:Add the following to your existing language / link to our current eApp:Indiana University and IUPUI have partnered with Liaison International to create the Indiana University Graduate CAS, which launched September 3rd! If you are applying for Summer 2020 term and beyond please click here. (Link to: )HenryCommittee ReportsCurriculum Subcommittee ReportNot in attendance. The committee was on hiatus during the summer and will return to reviewing courses in September.O’PalkaFellowship Subcommittee ReportFirst Fellowship Meeting September 12thUpcoming Award / Fellowship Announcements – check out our website for more details:Fellowship NameDeadlineAward AmountSchool EligibilityStudent EligibilityNominated byUniversity Graduate School Distinguished Master's Thesis AwardOctober 4, 2019$1,500 IU and PUMust have received a Master’s degree from the IU University Graduate School or Purdue Schools at IUPUI during the two previous academic yearsDirector of Graduate Studies / Departmental ChairIUPUI Travel FellowshipsOctober 18, 2019Up to $1,000IUPUIMaster’s and PhD students in research-based programs presenting a first author poster / oral presentation at a research conferenceStudent / MentorThe Wells Graduate FellowshipNovember 15, 20191 year - $42,000 stipendIUThe nominee must be a doctoral or M.F.A. student.DepartmentHenryGraduate Recruitment Council ReportThe next Graduate Recruitment Council meeting is Thursday, September 5th in UL 1126. Anyone with an interest in recruitment is encouraged to attend.We have our fall recruitment calendar set and it is attached (Recruitment Calendar 2019-2020.docx)Graduate Expo at IUPUI, our 10th annual graduate school fair, will be held on Wednesday, October 9 from 10 a.m. to 2 p.m. in the Campus Center 4th floor. All IUPUI schools are encouraged to sign up for a table. The cost is $140. Graduate School Admissions Boot Camp will be held Thursday, November 7 from 8:30 to 2:15 in University Library. Registration is open.Mahoney2:15 p.m. John Schwarb, Senior Communications Specialist/Content Strategist, IU Communications will give a presentation on The Conversation, an independent, nonprofit publisher of commentary and analysis, authored by academics and edited by journalist for the general public.The Conversation commissions short pieces on current affairs, new research and topics of interest. The pieces must be signed off by the author before they can be published. All content is Creative Commons licensed, which means they are free to read, and free for other media to republish. Authors get access to metrics to show the readership and reach of their articles.The Conversation began with 19 member schools. Today 57 different institutions support them, including re-publishers of articles in The Conversation are media outlets such as Quartz, CNN, Business Insider, The Washington Post and many others.Patrick Rooney has been published in The Conversation. He said that the process is different than a peer review. His initial submission took a bit more time because it was different than what he normally does. He was able to work successfully with his editor to help speed up the process for subsequent pieces. Now he repurposes academically published articles so that they can reach a broader audience.The Conversation does not pay for contributions, however IU does. There is a $500 bonus for published stories. This is a new pilot program that will last this academic year through June 30. It is great exposure for the University, and it is great exposure for the contributor.There are three ways to break into The Conversation.Directly pitch The Conversation; Schwarb can help you pitch. Contact him for information on how to pitch. schwarbj@iu.edu or 317-274-2195An Expert Pitch request goes out from The Conversation every day to school communicators (Schwarb is IU’s communicator). Schwarb then taps into the IU community to see if there is someone who can fill the request after which he makes contact with that person.Develop a relationship with editors. Once an editor is familiar with you and your work, they will come to you directly.Any of our academics and researchers, post-docs with a faculty sponsor can submit to The Conversation.Program ReviewSite move from PWL to IUPUI – Ph.D. in Biomedical Engineering, Purdue School of Engineering and Technology; approved with minor changes. Letters of support from IU School of Medicine, from the Indiana Center for Musculoskeletal Health and from PWL Biomedical Engineering program were requested.New concentration in Applied Data Management and Analytics within the MS in Technology, Purdue School of Engineering and Technology; indicate there is no increase faculty, otherwise approvedChanges to the MS in Anesthesiology (Anesthesiologist Assistant Program) in the IU School of Medicine; approvedChanges to the Ph.D. in Urban Education, IU School of Education; approvedChanges to the following five graduate certificates, IU School of Informatics and Computing; approvedClinical InformaticsPublic Health ProfessionalsHealth Information Management and ExchangeHealth Information SecurityHealth Information Systems ArchitectureChanges to the minor in Life Sciences, IU School of Medicine; approvedInformational Item:The Ph.D, in Biomolecular Imaging and Biophysics has been discontinued.Blum Next Meeting and Adjournment (Date, 1:30 pm, Ashby Browsing Room, University Library) ................
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