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| Table of Contents |
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New Graduate Orientation-late July
Start to recruit faculty and student volunteers to help with orientation week activities (check with Associate Chair for support in process of contacting faculty and/or determining which faculty and/or students to ask).
Update the Fall 2019 agenda located on the G: drive under Opening & TA orientation-make sure to book the Introduction to Library Resources (Emily Hart), the Initial Lab Safety Training (mdbradle@syr.edu), and the Adventure Course/Team (Julie DeLeo).
Add incoming graduate students to PHY Grad, PHY TA listservs.
Give Physics building access to all new grads through the BOSS system-training will be required (contact vastt@ot.syr.edu for scheduling).
Organize desk assignments for current, incoming grads (with Yudy, Associate Chair)
Make key packets for mailbox, desk & grad student (AAF) key for incoming grads.
Update website grad page with incoming graduate photos & information.
Update website grad page with updated desk info for current (non-incoming students) after moves are made to accommodate incoming class.
Request the names of new academic advisor assignments for incoming grads from Mitch Soderberg and add to to their student records in MySlice.
Have incoming graduates check in when they arrive and remind them of important trainings, etc.
Academic Support Coordinator prepares qualifying/comprehensive result letters (G:\AS\phy\#private\#Graduate Program (easchiff, msoderbe, pawhitmo, smcatter)\Qualifying Exams & Comprehensive Exams) for signing by Graduate director (currently Mitch Soderberg) and distribution to new graduate students.
New and Returning Graduates-early to mid August
Meet with (Associate Chair, Professor Catterall) to begin working on TA assignments. By the end of the second week of August, he will provide general course assignments. Communicate to TAs that any course swaps need to be sent to the pga@syr.edu email.
Distribute the final TA assignments to students and post to the pertinent courses in MySlice.
Prepare google doc (outlining clinic times and courses) for the Fall semester. https://docs.google.com/spreadsheets/d/10fmp5DP_NiiQWmtQBeyCUrjAu_OhPK52pNHPfTximoE/edit#gid=1488877198
Email students to solicit clinic times-all TAs are required to work in the clinic two hours/week (room 112 of the Physics building).
Verify all TA/RA offer letters have been signed and submitted electronically.
Remind ALL graduate students to register for the Fall, as all active students must be registered for every term or their student status will be discontinued.
If graduate students have no formal coursework needs, they can just register for GRD 998.
If any graduate students are not a TA/RA/Fellow --- they need to also submit a petition for full-time student status to retain full time status and register for GRD 998.
Spring and Fall Physics department Course Scheduling
Training from the Registrar’s office is required to gain Myslice access to the enrollment and class scheduling screens. These notes are intended as a supplement (as the Academic Support Coordinator will receive training packets) to the information from those training sessions.
Mid-August is the deadline for Spring Class scheduling while mid-February is the deadline for the Fall Class scheduling.
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Academic Support Coordinator should schedule a meeting with the Chair and Associate Chair to review the upcoming long and short course spreadsheet schedules which are located in: 
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Courses are always carried over from one year to the next, with a few exceptions. i.e., the fall 2019 schedule will carry over exactly how it was entered in for fall 2018 and we just input course offering changes or updated info (times, rooms, instructors, etc.)
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Courses that aren’t carried over and will need to be re-added each term:
Independent studies (PHY 490, 690) – make sure to request training notes for this
Other special topics courses, or those that had 0 enrollment in prior year.
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Link to DTR form --- use to request day, time, room information from Registrar. We cannot just enter this information in. See individual term deadlines for DTRs to know when this information is due.
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All courses are posted on physics website each term, with links to syllabi or course sites:
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Syllabi need to be saved in cascade in order to be linked as a pdf (using “/syllabi/AST104Sp2019syllabus.pdf” format notation
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Otherwise, if the course has a website it can be listed in the “Syllabus” field and then the course will hyperlink to the site instead.
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Syllabi need to be saved in cascade in order to be linked as a pdf (using “/syllabi/AST104Sp2019syllabus.pdf” format notation
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FALL |
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Send class rosters to instructors (AST104, PHY102, PHY211, PHY212, PHY221, PHY222) Send enrollment numbers to Chair (How to run a report) Create sign-up sheets for TA assignments & clinic hours Update teaching schedule on Answers here Get syllabi from faculty & save (in Teams) with rosters and course feedback (end of semester) Send out GRD 998 Reminder (Before add deadline) Make sure grads don’t go over credits before financial aid deadline (Before drop deadline) Start checking for grad applications through Slate Send out ABD reminders Check OnBase for Declaration of Major forms in Workflow Ask Associate Chair for TA assignments Put instructor reviews in Teams Work on Spring Schedule of Classes Send SOC Data Insights report to Chair Update courses on website on google sheet Send long schedule to Admin Asst Send enrollment and major updates September |
SPRING |
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Send class rosters to instructors (AST104, PHY102, PHY211, PHY212, PHY221, PHY222) Send enrollment numbers to Chair (How to run a report) Update teaching schedule on Answers here Get syllabi from faculty & save (in Teams) with rosters and course feedback (end of semester) Send out GRD 998 Reminder Gather info for undergrad research festival Send ABD Reminders Work on Fall Schedule of Classes Check OnBase for Declaration of Major forms in Workflow Ask Associate Chair for TA assignments Put instructor reviews in Teams Send SOC Data Insights report to Chair Send offer/rejection letters to applicants Update courses on website on google sheet Send long schedule to Admin Asst Send enrollment and major updates twice per year to chair in February |
SUMMER |
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Arrange zoom meeting for incoming international Grads Send Email to incoming grads (Summer Check In) Email handbook to incoming grads Add incoming grads to Teams spreadsheet Add incoming grads to listerv Send incoming grads reminder to update address (once they find housing) Qualifying exam and diagnostic exam planning- send email reminder to committee |