Updates on Graduate Education at VT
IN THIS BULLETIN:
Meetings, Workshops, & Events
1. Virtual Recruitment: Where Do I Begin?
Deadlines & Dates to Remember
July 1: Graduate Application Review Process Information Needed
Policy Updates
1. Graduate Students May Use SSDE for Preliminary Exams in Summer 2020
2. Application Fee Waiver Codes and Process Updates
3. Managing Assistantship Offer for New International Students
Administrative Announcements
1. Immigration Services Merger with Cranwell International Center
Meetings/Workshops/Events:
Administrative Announcements:
Deadlines/Dates to Remember:
Meetings/Workshops/Events:
Administrative Announcements:
Deadlines/Dates to Remember:
Meetings/Workshops/Events:
1. GRADUATE PROGRAM DIRECTORS MEETING
Thursday, April 16, 10-11:30, GLC Room F and Zoom
Register for the second Spring 2020 Graduate Program Directors meeting at https://gs.vt.edu/spring2020gpd. Please note that, along with registration, you are required to sign in with your Virginia Tech credentials in order to attend this meeting.
Administrative Announcements:
2. GUIDANCE FOR USING ZOOM TO CONDUCT PRELIMS AND FINAL EXAMS
The Graduate School is providing written guidance for faculty and students on conducting preliminary and final examinations using Zoom. Please visit our website at https://graduateschool.vt.edu/academics/what-you-need-to-graduate/basics-zoom-graduate-exams.html to review our recommendations.
3. COVID-19 UPDATES
The Graduate School is continually updating its website’s front page with COVID-19 FAQs . Please refer to https:///covid-faqs.html for regular updates.
4. GRADING OPTIONS FOR GRADUATE STUDENTS – 2nd posting
Graduate students will be allowed to change the grading option from A/F to P/F for graduate courses taken in Spring 2020. A maximum of 6 graduate credits converted A/F to P/F in this manner will be allowed to count toward their program’s graded course credit total on the Plan of Study (research credits are graded as Equivalent Credit [EQ] and do not count as P/F). The decision to change the grading option should be reached in consultation with the faculty advisor and the Graduate Program Director. These decisions should be made not later than May 1, 2020. Instructions for how to document and process grade mode changes in Banner are posted here.
5. ATTENTION! GRADUATE CATALOG EDITORS – 2nd posting
The cycle to edit for catalog year 2020-2021 has begun. Those receiving notification from the system are responsible for content. You must review and submit content, even if the content will not be updated. The deadline to submit is Friday, May 29.
6. VT CALL FOR FACULTY PROFILES: HBCU/MSI SUMMIT – 2nd posting
Are you interested in collaboration with faculty at Historically Black Colleges and Universities (HBCUs) or other minority-serving institutions (MSIs)? The HBCU/MSI Research Summit is an opportunity to build direct inter-institutional partnerships between faculty at Virginia Tech and faculty at HBCUs and MSIs. The annual summit held every October, brings several guests, students and faculty, from various HBCUs and MSIs to Virginia Tech.If interest in being listed in our directory, please complete a brief Faculty Interest Survey at https://virginiatech.qualtrics.com/jfe/form/SV_514e3ol0X1Bq4nj. The purpose of the survey is to collect information about interested faculty and their work at Virginia Tech to build a database of faculty profiles to facilitate collaborations with HBCUs and MSIs.
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. GRADUATE PROGRAM DIRECTORS MEETING (4/16)
Administrative Announcements:
2. COVID-19 UPDATES
3. GRADING OPTIONS FOR GRADUATE STUDENTS
4. ATTENTION! GRADUATE CATALOG EDITORS
5. POWELL FELLOWSHIP
6. VT CALL FOR FACULTY PROFILES: HBCU/MSI Summit
7. REMINDER FOR ADMISSION APPLICATION DECISIONS
Deadlines/Dates to Remember:
APR 15 – Extended deadline for withdrawing from a class
MAY 1 – Deadline for changing grading option (see below)
MAY 15 – Deadline to defend (possible one week extension – email grads@vt.edu)
MAY 29 – Gradutate Catalog edit deadline
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. GRADUATE PROGRAM DIRECTORS MEETING
Administrative Announcements:
2. LETTER TO ALL GRADUATE STUDENTS
3. ETD REVIEW AND ITHENTICATE CHANGES
4. ATTENTION! GRADUATE CATALOG EDITORS
5. POWELL FELLOWSHIP
6. VT CALL FOR FACULTY PROFILES: HBCU/MSI Summit
7. REMINDER FOR ADMISSION APPLICATION DECISIONS
Deadlines/Dates to Remember:
MAR 26 – PhD/EdD last day to defend to participate in commencement
APR 9 – PhD/EdD ETD submission deadline to participate in spring commencement
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. GRADUATE PROGRAM DIRECTORS MEETING
Administrative Announcements:
2. 20TH ANNUAL GRADUATE EDUCATION WEEK MARCH 23-27
3. VT CALL FOR FACULTY PROFILES: HBCU/MSI SUMMIT
4. CALL FOR JUDGES FOR GRADUATE STUDENT ASSEMBLY RESEARCH SYMPOSIUM ON MARCH 25
5. MCNAIR GRADUATE ASSISTANTSHIP
6. DEAN’S DIVERSITY ASSISTANTSHIP
7. POWELL FELLOWSHIP
8. VT CALL FOR FACULTY PROFILES: HBCU/MSI Summit
9. COVES FELLOWSHIP ACCEPTING APPLICATIONS
10. REMINDER FOR ADMISSION APPLICATION DECISIONS
Deadlines/Dates to Remember:
MAR 7-15 – Spring Break
MAR 19 – GRADUATE PROGRAM DIRECTORS MEETING
MAR 23-27 – Graduate Education Week
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. BLACK HISTORY MONTH CONNECT LUNCH (2/18; registration required)
Administrative Announcements:
2. CALL FOR JUDGES FOR GRADUATE STUDENT ASSEMBLY RESEARCH SYMPOSIUM ON MARCH 25
3. MCNAIR GRADUATE ASSISTANTSHIP
4. DEAN’S DIVERSITY ASSISTANTSHIP
5. POWELL FELLOWSHIP
6. VT CALL FOR FACULTY PROFILES: HBCU/MSI Summit
7. FACULTY PANELISTS NEEDED FOR GRADUATE HONOR SYSTEM
8. COVES FELLOWSHIP ACCEPTING APPLICATIONS
9. GRADUATE EDUCATION WEEK EVENTS
10. REMINDER FOR ADMISSION APPLICATION DECISIONS
Deadlines/Dates to Remember:
MAR 1 – Last day to submit application for degree form for name to be included in spring commencement bulletin
MAR 7-15 – Spring Break
MAR 23-17 – Graduate Education Week
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. SUMMER HAS A NEW LOOK!
2. BLACK HISTORY MONTH CONNECT LUNCH (2/18; registration required)
Administrative Announcements:
3. FACULTY PANELISTS NEEDED FOR GRADUATE HONOR SYSTEM
4. COVES FELLOWSHIP ACCEPTING APPLICATIONS
5. GRADUATE EDUCATION WEEK EVENTS
6. NOMINATIONS/NOTIFICATIONS FOR GRADUATE STUDENT AWARDS
7. OUTSTANDING MENTOR AWARD NOMINATIONS
8. REMINDER FOR ADMISSION APPLICATION DECISIONS
Deadlines/Dates to Remember:
FEB 5 – DEADLINE FOR GRADUATE STUDENT AWARDS NOMINATIONS
FEB 14 – DEADLINE FOR COLLEGE OUTSTANDING MASTER’S, DOCTORAL AND MENTOR AWARD NOTIFICATIONS
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. SPRING KICK-OFF WELCOME CONNECT LUNCH
Administrative Announcements:
2. NOMINATIONS OPEN FOR GRADUATE STUDENT AWARDS
3. OUTSTANDING MENTOR AWARD NOMINATIONS
4. REMINDER FOR ADMISSION APPLICATION DECISIONS
5. COVES FELLOWSHIP ACCEPTING APPLICATIONS
Deadlines/Dates to Remember:
Jan 20 – Martin Luther King Day; no classes, university closed
Jan 21 – First day of classes; last day to withdraw without charges
Jan 27 – Last day to add classes for Spring 2020
Meetings/Workshops/Events:
1. SPRING KICK-OFF WELCOME CONNECT LUNCH
Monday, Feb 3, 12:00-1:00pm, Graduate Life Center, Multipurpose Room
Come out and meet representatives from university offices, learn about student resources, and network with other new and returning students, faculty, and staff with lunch provided. Please register at https://virginiatech.qualtrics.com/jfe/form/SV_dd4K3AXN74JFGZL by January 31. For accommodations related to disabilities, contact Justin Grimes at jgrimes18@vt.edu at least 72 hours in advance of the event.
Administrative Announcements:
2. NOMINATIONS OPEN FOR GRADUATE STUDENT AWARDS – DEADLINES APPROACHING!!
This year, as we celebrate our 20th Annual Graduate Education Week at Virginia Tech, we will be highlighting previous winners as well as bringing some winners back for various events and programs. We will update you as these programs are finalized.
You are encouraged to nominate students in your department for the following awards:
– Outstanding Dissertation Award
– William Preston Society Master’s Thesis Award
– Graduate Student Teaching Excellence
– Graduate Student Service Excellence
– Graduate Student of the Year
– Outstanding Interdisciplinary Program Doctoral Student.
To learn about nomination criteria and procedures, visit https://graduateschool.vt.edu/about/awards/student.html. Nominations are due by January 31, 2020.
In addition to these awards, EACH COLLEGE SELECTS ITS OUTSTANDING MASTER’S AND DOCTORAL STUDENT based on selection criteria developed by the colleges. Notification about each college’s winners are due by February 14, 2020. See details at https://graduateschool.vt.edu/about/awards/student/outstanding-graduate-student.html.
All award winners will be recognized at our annual Graduate Education Week awards banquet on March 26, 2020.
3. OUTSTANDING MENTOR AWARD NOMINATIONS
The Graduate School recognizes one faculty member from each college with the Outstanding Mentor award for their role in supporting, encouraging, and promoting a positive and inclusive scholarly and teaching environment, and for contributing to the professional and personal development of graduate students. Winners must be full-time faculty members who have successfully mentored graduate students at the master’s or doctoral level. Each college sets its timeline for departments to submit nominations to the college for review and winner selection. Notification about each college’s winners are due by February 14, 2020. For more details visit: https://graduateschool.vt.edu/about/awards/outstanding-mentor-award.html. All winners will be recognized at our annual Graduate Education Week awards banquet on March 26, 2020.
4. REMINDER FOR ADMISSION APPLICATION DECISIONS
The Office of Export and Secure Research Compliance (OESRC) and the Graduate School developed procedures to identify graduate students with a high risk of export control, sanctions, or security concerns and provide guidance to the departments for compliance with these regulations. An automated screening method identifies international graduate students who intersect with three high risk areas: sanctioned country citizenship, prior or current foreign military affiliation, and affiliation with restricted parties or embargoed organizations. These applicants are reviewed by OESRC and guidance will be provided to the departments, if necessary. In most cases, OESRC will complete the review within 3 business days. In rare circumstances, additional time will be required to adjudicate cases, and departments will be notified within 3 business days if additional processing time is needed.
In order to ensure that the automated screening process occurs for all applicants recommended for admission, it is imperative that departments mark students recommended for admission in HokieSpa as Accept in GSAPP as well. To note the recommendation for admission in GSAPP, go to Actions –> Department Recommend –> Accept & Save.
This will set the application in GSAPP as Accept in your status list which initiates the OESRC review process. You must still submit the Online Admissions Analysis form in HokieSpa as the official decision. Admission recommendations in HokieSpa will not be processed by the Graduate School until the OESRC screening process in GSAPP has been completed. Questions regarding setting the application status to Accept in GSAPP may be addressed to Janice Austin at jema@vt.edu.
5. COVES FELLOWSHIP ACCEPTING APPLICATIONS
The Commonwealth of Virginia Engineering and Science (COVES) Fellowship is a 12-week fellowship program of the Virginia Academy of Science, Engineering and Medicine (VASEM). Graduate student fellows will serve as science advisors in a variety of possible placements, including legislative offices, executive agencies, or prominent companies and nonprofits in the Commonwealth of Virginia. Fellows will gain experience by serving their host office and performing tasks such as researching, drafting, and revising policies in areas related to their expertise. Fellows will also be paired with a VASEM member who will serve as an experienced science policy mentor throughout the fellowship. For more information and the application, please go to the following link: https://graduateschool.vt.edu/funding/types-of-funding/funding-opportunities.html
IN THIS BULLETIN:
Meetings/Workshops/Events:
1. SPRING GRAD 5004 AND GTA WORKSHOP
Administrative Announcements:
2. LITTLE HOKIE HANGOUT NOW ACCEPTING APPLICATIONS FOR SPRING 2020
3. TUITION REMISSION REMINDER
4. IN 2020, SUMMER HAS A NEW LOOK!
5. NOMINATIONS OPEN FOR GRADUATE STUDENT AWARDS
6. OUTSTANDING MENTOR AWARD NOMINATIONS
Deadlines/Dates to Remember:
Dec 19 – Last day to take final exam for Fall 2019
Meetings/Workshops/Events:
1. SPRING GRAD 5004 AND GTA WORKSHOP
Thursday, Jan 16, 8:30am-3:30pm, GLC Auditorium
The spring edition of GRAD 5004, training required for all Virginia Tech GTAs, will kick off with the GTA Workshop on January 16. Graduate Coordinators, don’t forget to register your students who need it for spring GRAD 5004. Please remind your students that they cannot register themselves. Lunch, coffee and light refreshments will be provided during breaks in the program. Registrations will be accepted until Jan 10, 2020.
Administrative Announcements:
2. LITTLE HOKIE HANGOUT NOW ACCEPTING APPLICATIONS FOR SPRING 2020
Spaces will be offered based on the order of applications received. Please email childcare@vt.edu with questions. Register here: https://docs.google.com/forms/d/e/1FAIpQLSefwMI4r-PDGIie2rJoaYF7ABBnGov7PwtbYnhqtyUfuR1Zog/viewform?usp=sf_link
3. TUITION REMISSION REMINDER
The Office of the University Bursar will be loading tuition awards for the spring semester upon request from departments. Send an email to bursar@vt.edu with “Tuition Remission Load” in the subject line, in the body of the email include your department name and awarding org numbers you wish to post. The Bursar’s office will continue to accept requests for tuition award loads until January 10.
4. IN 2020, SUMMER HAS A NEW LOOK!
Summer Sessions at Virginia Tech has slimmed down to ONE term. The university will now offer ONE term during the summer, which will include three options or “parts of term”: two, 6 week (these mirror the traditional Summer I and Summer II schedule) and one 12 week option.
Now that summer is packaged “All in One” there is more flexibility and options from which to choose. Being “All in One” provides these benefits:
* More flexibility in course offerings and scheduling
* More student enrollment options (6 or 12 week parts)
* More payment options with the Budget Tuition Plan now available to summer students
* No more summer course request!
* Drop/Add registration will open in early 2020—specific date will be announced soon
Watch for more detailed information to come. If you have questions please contact Summer & Winter Sessions at summer@vt.edu. For matters related to course scheduling, contact Megan Coulter at csep1@vt.edu.
5. NOMINATIONS OPEN FOR GRADUATE STUDENT AWARDS
The Graduate School invites nominations for graduate student awards. Faculty and/or academic departments and programs may submit nominations for the following awards:
– Outstanding Dissertation Award
– William Preston Society Master’s Thesis Award
– Graduate Student Teaching Excellence
– Graduate Student Service Excellence
– Graduate Student of the Year
– Outstanding Interdisciplinary Program Doctoral Student.
To learn about nomination criteria and procedures, which have changed this year, visit https://graduateschool.vt.edu/about/awards/student.html. Nominations are due by January 31, 2020.
In addition to these awards, EACH COLLEGE SELECTS ITS OUTSTANDING MASTER’S AND DOCTORAL STUDENT based on selection criteria developed by the colleges. Notification about each college’s winners are due by February 14, 2020. See details at https://graduateschool.vt.edu/about/awards/student/outstanding-graduate-student.html.
All award winners will be recognized at our annual Graduate Education Week awards banquet on March 26, 2020.
6. OUTSTANDING MENTOR AWARD NOMINATIONS
The Graduate School recognizes one faculty member from each college with the Outstanding Mentor award for their role in supporting, encouraging, and promoting a positive and inclusive scholarly and teaching environment, and for contributing to the professional and personal development of graduate students. Winners must be full-time faculty members who have successfully mentored graduate students at the master’s or doctoral level. Each college sets its timeline for departments to submit nominations to the college for review and winner selection. Notification about each college’s winners are due by February 14, 2020. For more details visit: https://graduateschool.vt.edu/about/awards/outstanding-mentor-award.html. All winners will be recognized at our annual Graduate Education Week awards banquet on March 26, 2020.