The Office of Graduate Studies will contribute to the creation and maintenance of effective and efficient administrative practices.
Objective
Effective Shared Governance
Graduate programs are best served when the faculty and administration take joint responsibility for program quality. The Office of Graduate Studies will create procedures that promote shared governance.
Indicator
Develop/Maintain Avenues For Shared Governance
Creating multiple venues for input promotes faculty buy-in and encourages the sharing of ideas. The number of official venues for input is a measure of success.
Criterion
Avenues for Shared Governance
The number of avenues for input providing avenues for seeking disseminating information is an indicator of progress/success.
Finding
Maintaining Shared Governance
The existing process of regular meetings of the Graduate Council and Doctoral Advisory Committee were maintained. The once a semester meeting with graduate advisors was also maintained. Links to the minutes if the Graduate Council and Doctoral Advisory Committee were added to the Committee Book to allow for easier and more visible access to the minutes, thereby effectively increasing access to information. This should contribute to more effective shared governance.
Indicator
Number Of Policies Reviewed
A regular review process is an essential component of maintaining currency and effectiveness. The Office of Graduate Studies, in conjunction with the Graduate Council will review policies directly impacting graduate education and make recommendations to the Council of Academic Deans.
Criterion
Number Of Policies Reviewed
A regular review process should ensure that over a designaged period of time, all policies directly impacting graduate studies are reviewed for currency and relevancy to the intstitution's mission. All of the policies related to graduate studies should be reviewed each year.
Finding
Policy Review
The Graduate Council reviewed all policies directly relevant to graduate programs. Changes were recommended in policies and procedures related to graduate faculty status, membership on committees by non-SHSU faculty, probation and suspension, grades for thesis/dissertation courses. The recommended changes were subsequently approved by the Council of Academic Deans (CAD) and the Academic Policy Council (APC). The approved changes should produce a more effective process to select graduate faculty as well as allow a larger pool of qualified candidates to serve on thesis/dissertation committees.
Action
Greater Access to Information
To enhance an already effective process of shared governance, the Office of Graduate Studies solicited input on how to improve its website. Suggestions received included having the Office of Graduate Studies website serve as a depository of forms common for all colleges/programs. Initial steps to determine an inventory of forms have been taken. In the upcoming year, the process will be completed and select forms will be made available.
Action
Policy Reviews
The Graduate Council annually reviews all policies that directly impact graduate studies. In the past year the review process produced improvements in process to approve/review graduate faculty status and dissertation/thesis committees. In the coming year, once again all policies will be reviewed.
Objective
Promote Program Assessment
Graduate programs should develop and maintain processes and procedures to assess their effectiveness. The Office of Graduate Studies will promote the development of a university-wide process for program reviews.
Indicator
Development/Maintenance Of Systematic Process For Program Review
A systematic process for program review promotes quality. A process that encourages a self-study to include an external component contributes to a continuous improvment process.
Criterion
Creation of program review process
The creation of a program review manual for doctoral programs is the targeted end product for this objective.
Finding
Program Review
The College of Criminal Justice conducted a review of its doctoral program. A draft was submitted to the Office of Graduate Studies. The review will be updated in Fall 2009 and sent to outside reviewers. The doctoral program in Educational Administration has started a program review. The review will be completed in the 09-10 AY. These reviews will lead to input that will allow the programs to improve themselves. These first two reviews are contributing to the Office of Graduate Studies improving its effectiveness in promoting quality graduate programs.
Action
Doctoral Characteristics Template
The Office of Graduate Studies has created a template for the "18 Characteristics of a Doctoral Program" that facilitates the collection and reporting of these items. These characteristics are part of the program review and proposals for new doctoral programs. All doctoral programs will complete the template by the middle of the 2009 fall semester. The doctoral programs in Criminal Justice and Clinical Psychology have already completed the template. The Office of Graduate Studies' website will serve as the host for this information. The information also serves as a recruitment tool, highlighting strengths of our programs to prospective students.
Objective
Maintain An Effective Records System
The administration of graduate studies requires an information system that promotes effecient and effective input and use of data. The Office of Graduate Studies will work with Computer Services to develop and maintain an information system that promotes the effective and efficient administration of graduate programs.
Indicator
Maintain/Improve Records System
The ability to track student progress, whether in the admission process or during their academic career, is an essential component in administering gradaute education. The Office of Graduate Studies will regulary monitor the records system and suggest/make improvements, as needed.
Criterion
Records System Related Initiatives and/or Improvements
Evidence that intiatives and/or improvements took place is indicative of developing and/or maintaining an adequate records systemt
Finding
Improved Graduate Records Maintenance Program
To improve the effectiveness of the admission process additional admission materials were added to the paperless aspect of the graduate records maintenance program. Access to the scanned application provides information needed to make prompt admission decisions. Additional changes include a field to indicate whether or not the GRE was entered from data electronically supplied by ETS, This new field allows for verification of the accuracy of the admission test material.
Action
Online application form
The Office of Graduate Studies has worked with Computer Services to create an online application form. While not the desired paperless admission process that will produce a more effective records system, the form allows prospective student to more easily submit an application. The Office of Graduate Studies is beta-testing the form and will expand its use following an adjustments, if any, motivated by the beta-test.
Action
Banner Conversion
The Office of Graduate Studies is playing a prominent role in the planning process for the conversion to Banner. The process will take 18-36 months, but should yield a more effective records system, to include an improved process in tracking program performance.
Objective
Maintain Currency Of Policies
Policies should be reviewed on a regular basis to ensure that policies are alligned to promote university and college objectives.
Action
Policy Reviews
The Graduate Council annually reviews all policies that directly impact graduate studies. In the past year the review process produced improvements in process to approve/review graduate faculty status and dissertation/thesis committees. In the coming year, once again all policies will be reviewed.
Goal
Quality Graduate Programs
Contribute to an environment that promotes the development and maintenance of quality master's and doctoral programs.
Objective
Promote Faculty Research
Faculty that are active researchers are better prepared to be mentors and bring an expertise to the classroom that promotes knowledge of the literature, appreciation of research and emphasize the scientific practioner model. Creating and disseminating knowledge is a key component of graduate programs. The Office of Graduate Studies shall contribute to an environment that promotes faculty research.
Indicator
Funds For Faculty Travel
Funding for faculty travel will promote faculty research and development. The amount of funding the Office of Graduate Studies can provide the academic colleges is an indicator of success with respect to promoting faculty reaserch.
Criterion
Increase in funding for faculty travel
An increase in funding from the Office of Graduate Studies will be indicative of continued and expanded support.
Finding
Faculty Travel
To date, the Office of Graduate Studies has funded approximately $125,000 of faculty travel, spread relatively evenly over the five colleges. The funding allows the Office of Graduate Studies to effectively promote the retention of a high quality faculty that remains intellectually active, current in their discipline, and capable of leading research.
Action
Fundng For Faculty Research
The Office of Graduate Studies continues to support faculty research by funding faculty travel to present their research and by funding the purchase of research equipment. Over $300,000 was spent on travel and/or equipment. These actions contribute to the effectiveness of the Office of Graduate Studies' impact on promoting quality faculty research. As much of the equipment is also used by graduate studies, these actions promote student research. The Office of Graduate Studies will continue to fund items that promote faculty and student research. The Office of Graduate Studies also has and will continue to fund professional conferences hosted on the SHSU campus. Such events provides access to professional conferences to a greater number of faculty and students.
Objective
Promote Student Research
Creating and disseminating knowledge is a key component of graduate programs. The Office of Graduate Studies will encourage and facilitate student research.
Indicator
Funds For Student Travel
Funding for students to travel to present their work at professional conferences serves to promote and reward research. The amount of funding the Office of Graduate Studies can provide the academic colleges is an indicator of success with respect to promoting knowledge of the literature and research among the students.
Criterion
Increase in funding for student travel
An increase in funding from the Office of Graduate Studies will be indicative of continued and expanded support.
Finding
Funding Student Research Presentations
To date, the Office of Graduate Studies provided over $90,000 in travel funds to promote student presentations at professional conferences/meetings. Funding this travel facilitates our students' ability to present and receive constructive criticism of their research, thereby effectively improving the quality of the graduate education at SHSU.
Action
Fundng For Faculty Research
The Office of Graduate Studies continues to support faculty research by funding faculty travel to present their research and by funding the purchase of research equipment. Over $300,000 was spent on travel and/or equipment. These actions contribute to the effectiveness of the Office of Graduate Studies' impact on promoting quality faculty research. As much of the equipment is also used by graduate studies, these actions promote student research. The Office of Graduate Studies will continue to fund items that promote faculty and student research. The Office of Graduate Studies also has and will continue to fund professional conferences hosted on the SHSU campus. Such events provides access to professional conferences to a greater number of faculty and students.
Objective
Promote The Recruitment Of Quality Students
Successful graduate programs must have quality faculty and students. The Office of Graduate Studies will encourage the academic colleges and programs to actively pursue high quality students.
Indicator
Recruitment Funds
While the primary responsibility for recruitment of graduate students lies with the respective academic departments and colleges, the Office of Graduate Studies should encourage the recruitment of quality students by providing funds to do so.
Criterion
Increase in funding for recruitment of students
An increase in funding from the Office of Graduate Studies will be indicative of continued and expanded support.
Finding
Recruitment Funds
The Office of Graduate Studies provided ove $90,000 in scholarships used to recruit students. In addition, the Office provided funds for travel by faculty to recruit at conference, production of recruitment material, and the hiring of adjunct faculty to allow full-time faculty release time dedicated toward recruitment.
Indicator
Financial Assistance For Students
While the primary funding source for financial assistance lies within the college and departmental budgets, the Office of Graduate Studies should promote quality and student development by offering supplemental funds. Additionally, funds from the Office of Graduate Studies serve as seed money for development of new programs and initiatives within existing programs.
Criterion
Increase in funding for financial assistance
An increase in funding from the Office of Graduate Studies will be indicative of continued and expanded support.
Finding
Financial Assistance
The Office of Graduate Studies provided over $90,000 in scholarships to recruit prospective students, primarily for the MEd in Administration program. The Administration program is facing competition from a program priced at 50-60% of its program. The scholarship money allowed to program to be more cost competitive. Faculty from the program used to scholarships to recruit over 45 students to the program from four school districts.
Action
Doctoral Characteristics Template
The Office of Graduate Studies has created a template for the "18 Characteristics of a Doctoral Program" that facilitates the collection and reporting of these items. These characteristics are part of the program review and proposals for new doctoral programs. All doctoral programs will complete the template by the middle of the 2009 fall semester. The doctoral programs in Criminal Justice and Clinical Psychology have already completed the template. The Office of Graduate Studies' website will serve as the host for this information. The information also serves as a recruitment tool, highlighting strengths of our programs to prospective students.
Action
Online application form
The Office of Graduate Studies has worked with Computer Services to create an online application form. While not the desired paperless admission process that will produce a more effective records system, the form allows prospective student to more easily submit an application. The Office of Graduate Studies is beta-testing the form and will expand its use following an adjustments, if any, motivated by the beta-test.
Objective
Promote Program Assessment
Graduate programs should develop and maintain processes and procedures to assess their effectiveness. The Office of Graduate Studies will promote the development of a university-wide process for program reviews.
Indicator
Development/Maintenance Of Systematic Process For Program Review
A systematic process for program review promotes quality. A process that encourages a self-study to include an external component contributes to a continuous improvment process.
Criterion
Creation of program review process
The creation of a program review manual for doctoral programs is the targeted end product for this objective.
Finding
Program Review
The College of Criminal Justice conducted a review of its doctoral program. A draft was submitted to the Office of Graduate Studies. The review will be updated in Fall 2009 and sent to outside reviewers. The doctoral program in Educational Administration has started a program review. The review will be completed in the 09-10 AY. These reviews will lead to input that will allow the programs to improve themselves. These first two reviews are contributing to the Office of Graduate Studies improving its effectiveness in promoting quality graduate programs.
Action
Doctoral Characteristics Template
The Office of Graduate Studies has created a template for the "18 Characteristics of a Doctoral Program" that facilitates the collection and reporting of these items. These characteristics are part of the program review and proposals for new doctoral programs. All doctoral programs will complete the template by the middle of the 2009 fall semester. The doctoral programs in Criminal Justice and Clinical Psychology have already completed the template. The Office of Graduate Studies' website will serve as the host for this information. The information also serves as a recruitment tool, highlighting strengths of our programs to prospective students.