Annual Task Calendar for Graduate Program Coordinators

Throughout the year

  • Schedule Exams
  • Schedule Grad Committee Meetings
  • Deadline Reminders (registration, applying for exams, travel award apps, fellowship apps, etc.)
  • Prepare travel and miscellaneous stipend letters as needed
  • Enter gradtrack$ as needed
  • Update grad websites as needed (Student Profiles, Grad Course Descriptions, Alumni Placements, Congratulations news items)
  • Hire Student Assistants and GSRs
  • Variable Unit Course Request/eligibility form reminder
  • Save any teaching observations by faculty to the student’s employment file. (Grads can download their own course evals by undergrads from eval.ucdavis.edu/Home.)  
  • Off-boarding when students graduate.  See Box\LL Staff Share\On-boarding, Departing: Separation-Graduation Checklist for Grad Students
  • Program Review process when applicable.  The schedule is available on the Grad Council website.
  • Check GradSphere for outstanding document processing.
  • Schedule Mock Interviews as needed

September

  • Send CRNs to all graduate students and faculty with expectation of the Variable Units request form being filled out as well.
    • BANNER form  ZSRDNPC- Do Not Print Courses
      • Hit Go
      • Printer= Database-Alt Page down to next block
    • Enter term code and subject (SPA,GER.....) leave spacing at 1- Alt Page down to next block
    • Save, no need to name it
    • Top right link to RELATED drop down menu, select review OUTPUT.
    • Select the most recent with the appropriate record count (if it’s like 2 or 10, it’s probably not the right one and you may need to start over)
    • You can then just view it in your browser or...Go to TOOLS drop down and select Show file
    • Right click this page to save it to Box as a file names SPA CRNs FXX, WinXX or SPXX
  • CA Residency Deadline: 
    Identify all DOMNR students in GradHub; filter by department if necessary; export excel sheet and sort by citizen/resident; send emails to remind students of the December deadline to get their CA id and make sure other requirements are in process (refer them to the Residence Deputy at the OUR (Office of the Univ. Registrar) with questions.
  • Remind SumSess occupants to vacate offices by 9/1:
    Go to BOX, find LL:StaffShare; Building Docs, Office Occupants, list is there for who should be moving
  • Finalize Orientation arrangements (Room reservations, Food orders, Presentation, etc.).  Arranging begins in June with gathering dates/times/program from TA supervisors and chairs.
  • Last chance for Fall WORKSTUDY and AUSSC casesCheck Student Hire spreadsheet in Payroll Box
  • Check TA/AI spreadsheets verifying case numbers are entered
  • Make sure all Fall fellowships are entered in BANNERGo to BANNER YPAGWRD verify fellowship entry, compare with GPFA spreadsheet.  Did the student get an offer letter?
  • Confirm section assignments have been entered into IPACheck with TA supervisors
  • Annual Verification of Graduate Application content to GSWe receive an email from GS admissions team. Consult with Graduate Committee chairs
  • Confirm Graduate Program student representatives and GSA leadsUpdate websites with rep names
  • Ph.D. CANDIDACY FORMS Deadline (Friday before quarter starts).  If not advanced and Int’l would be charged NRST, Not eligible for advanced fellowships.
  • WITHDRAWLS/FF/PELP - remove from payroll/gradtrack$ if applicable
  • Submit cases in Aggie service for students who were hired and now need to be removed
  • Make note on the TA/AI spreadsheet of their status
  • Check GPFA fellowship spreadsheets for any award that needs to backed out.
  • Confirm office assignments
  • Verify with Mandy, Renee and Nancy any lecturer/faculty office needs.  Order special services?
  • Check that all TA/AI/GSRs have shared space and all fellows are assigned.
  • Send fall quarter DID YOU KNOW email 
  • REGISTRATION: Make sure students enrolled in a minimum 12 units
    • Go to GRADHUB for groups, sort by enrolled units
  • Email students fellowship pay dates (disbursement schedule), Check direct deposit.
  • Information on disbursement dates is on GS website
  • Send grad program publicity emails (for Grad Student recruitment)? - Discuss with Grad Faculty Advisor
  • List moving Expense Reimbursements for new-hire, new grad student ASEs 
    • Create a list of domestic students and their addresses
    • Put them in touch with the Travel & Events Coordinator for reimbursement according to APM 561

October

  • Reminder about fall deadlines (including late fee)
  • Late day to register, drop, add
  • Fall awards (GS Travel Award, Annual Internal and departmental Fellowship)  
  • Email students expected to take exams this quarter (get QE Apps/MA Candidacy forms and begin scheduling)
  • Title email “Exam preparation”
  • Check enrollment in restricted/variable unit courses and gather restricted course enrollment forms (before 12th day of instruction so no PTAs)  and remind students who haven’t done it, or professors who haven’t approved them.
  • Send RESIDENCY Reminders to (1st year) DOM NRs  
    • they should update to CA address in ucpath; Get CA ID or Driver License, CA Insurance; Reg to vote in CA; etc.  Deadline for CA ID or drivers license is early DEC
    • Don’t leave the state. 366 days of residency are needed
  • Check payroll disbursement is correct
  • COGNOS report 339.  Mary Carrillo or Mandy Bachman can advise
  • Send CRI enrollments to Director
    • https://sisr.ucdavis.edu/secure/reporting/reports/Report.cfm?reportName=StudentClassRoster d  
  • CRI: Send Cornell summer SCT call for apps (due ~ end Nov)
  • GS Travel Awards due to Dept.  
  • GS sends email letting us know who applied and instruction on how to rank in tje Info Ready System.
  • Info ready is an application that GS uses for us to enter rankings for their bi-annual Travel Awards.
  • Ask CRI chair to send out request for Course Proposals for the following year (due mid Nov)
  • Email TA supervisors confirming assignments for the coming quarter.
  • Check TA spreadsheets to confirm everybody who is supposed to have a job, has one.