Mentoring & advising
graduate faculty advisors
- all graduate faculty advisors (and uaa faculty committee members) must request official designation as a graduate academic advisor.
- all faculty advisors must be ferpa certified on an annual basis.
- to remain current, ferpa training must be completed within last year. the registrar doesn't need to see the certificate; it can now be checked in banner when completed.
- to be recognized as a graduate advisor, the office of the registrar requires an email from dean or designee requesting access and reason for access. the request can be sent to uaa degree services.
steps in facilitating academic success:
1. you must renew your ferpa certification annually. if your ferpa certification has expired, the graduate school will not process your documents.
2. complete the required title ix and covid-19 training.
3. please review the graduate continuous registration policy with your students. it is found in the catalog under graduate programs/graduate degrees/graduate degree policies. if not enrolled, students must request a leave of absence or pay the continuous registration fee (equals one graduate-level resident credit).
4. coordinate document submission and processing with your program administrative staff. all the forms that you will need are found on the graduate school forms-at-a-glance page. program staff have access to uaa graduate school resources and processes and can help with submitting paperwork through the docu-sign workflow process. the site is a work in process and graduate school staff keep adding to the resource.
- graduate studies plan (gsp)
determine if your program uses catalog copy for the gsp or each student has individualized gsp’s. if students have personalized gsp's, then you must enter the original gsp in degree works. the plan must be approved through the graduate school. after which the new gsp will be reflected in the audit section of dw. any alterations or updating to the gsp must be approved by the graduate school, including the final gsp. the final gsp is used by degree services to complete the final degree audit before graduation.
- completion opton: comprehensive exam
comprehensive exam option: some graduate programs require that students pass a comprehensive examination, given to determine whether a graduate student has integrated knowledge and understanding of the principles and concepts underlying major and related fields, in order to achieve advancement to candidacy. for master’s degrees, the graduate student’s advisory committee may choose to give a written and/or comprehensive examination prior to advancement to candidacy. for doctoral degrees, written comprehensive examinations are normally required, although the student’s committee may additionally choose to give an oral examination. a report on comprehensive exam must be submitted to the graduate school indicating date of completion, and approved by the graduate advisor and committee, program chair, college dean, and the graduate school.
report on comprehensive exam
required for programs that require a written or oral comprehensive exam.
- report on clinical portfolio
required by students in the ms clinical psychology program.
request for outside examiner (doctoral degree only)
an outside examiner is mandatory for all doctoral oral comprehensive exams (except for qualifying exams) and dissertation or doctoral project defenses. requests must be submitted to the graduate school at least two weeks (10 working days) in advance of the exam. please allow 15 days if scheduled during the summer semester.
- completion option: thesis/dissertation
thesis option: determine when the students will begin their thesis/dissertation (a699) courses. students must review the gs thesis webpage for formatting, deadlines, etc. thesis committee chairs are responsible for approving the thesis content, english usage, readability, thesis formatting, and adherence to acceptable publishing standards.
documents needed in the following order:
- thesis topic and research compliance form
- thesis committee form
- report of thesis defense (prior to the defense, email defense information to the graduate school for posting on the gs homepage)
- thesis approval form (i have attached the flow chart for thesis review and submission. check with coeng regarding dates/deadlines within the college that are required for review and approval.)
- if the student cannot make the gs deadlines for thesis submission, you must complete the request for extension to thesis/dissertation deadline found on the GS faculty & Staff forms page. FYI – there are NO deadline extensions for fall semester.
- completion option: project
project option: determine when the students will begin their project courses. students must review the gs project webpage for formatting, deadlines, etc.
documents needed in the following order:
- project topic and research compliance form
- project committee form
- report of project defense (prior to the defense, email defense information to the graduate school for posting on the gs homepage)
- project approval form (check with coeng regarding dates/deadlines within the college that are required for review and approval.)
- graduate assistant forms
- ga health insurance enrollment form
- graduate student employee workload exception form
required when requesting a waiver of the uaa student employment guidelines in allowing a graduate student who has been awarded an assistantship to work more than 20 hours per week or 40 hours per pay period. international students on f-1 or j-1 visas are not permitted to work more than 20 hours per week and therefore are not eligible for this exception this form in not needed during summer employment. this form is not applicable for ga's having outside employment during their contract which is on violation of their ga employment award letter.
- graduate documents: requireddocuments needed:
- annual report of graduate student progress
required if the student has been awarded a graduate assistantship or fellowship. if not, you must enter a note in degree works on an annual basis regarding the student’s academic progress.
- advancement to candidacy form (anthropology, mechanical engineering, phd clinical-community psychology)
- annual report of graduate student progress
- graduate school documents: optional
documents that may be needed:
- request for leave of absence
required to temporarily suspend the student’s studies while admitted to their degree program. if the student is not “continuously enrolled” (see catalog policy) or submit a request for leave of absence, they will be removed from degree-seeking status and will have to be reinstated before resuming their studies if they are not enrolled from 1-6 semesters (including summer). if more than 6 semesters, the student must re-apply for admission to the their program.
2. graduate academic petition
deviations from academic catalog policies or requirements must be approved by submitting this form. petitions must be approved by all signers to move forward to the next level. the graduate school dean has final approval on petition. please read the catalog before you submit a petition. please check with the graduate school if you have any questions regarding if a petition is needed.
3. reinstatement to graduate degree-seeking status
must be submitted if the student has been removed from their program for failure to undertake continuous enrollment and/or not make continuous progress.
- the student must have also been in good standing (overall gpa and most recent semester gsp is 3.0 or higher.
- their last enrollment was less than two years ago. for periods over two years, they must reapply for admission to your program.
4. change of major or emphasis area
to change majors or emphasis area in within the same degree and within the same college after the student has been admitted.
5. add or drop courses (this form is found under office of registrar forms)
resources for mentoring graduate students
mentoring handbook: how to mentor graduate students: a guide for faculty (thank you to the university of michigan rackham graduate school)
the council of graduate schools offers several publications to assist graduate faculty mentors. topics include:
- research student and supervisor
- best practices in graduate education for the responsible conduct of research
- setting expectations and resolving conflicts in graduate education
- on the right track: a manual for research mentors
graduate programs might be interested in:
- an essential guide to graduate admissions
the graduate school has free copies on site (while they last) for any faculty mentor wishing to obtain booklets.
you may also visit the council of graduate schools (cgs) to access additional materials. faculty, administrators, and or staff members of a cgs institution member can create an account to view the publications.
purchase copies at the online store.