NAU Graduate Coordinator Training and Updates for Academic Year 2022-2023
Details about the Graduate Coordinator Training sessions scheduled on September 22-23, 2022, including key speakers Maribeth Watwood and Laura Bounds, roles of the Associate Dean, enrollment and admission updates, and current enrollment figures at Northern Arizona University (NAU). Contact information and responsibilities are also included.
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GRADUATE COORDINATOR TRAINING AY 2022-2023 12:00 pm to 3:00 pm Thursday, September 22, 2022 University Union or 9:00 am to 11:30 pm - Friday, September 23, 2022 - Zoom
2022-2023 Updates Maribeth Watwood Vice Provost and Dean of Graduate Studies Maribeth.Watwood@nau.edu 928-523-9332
2022-2023 Updates Laura Bounds Associate Dean, Graduate College Laura.Bounds@nau.edu 928-523-6320
ASSOCIATE DEAN - ROLES & RESPONSIBILITIES Work closely with the Dean to support graduate student success Liaison with NAU campus partners: Registrar Curriculum & Assessment Teaching & Learning Center Oversight of graduate policy Support University Graduate Committee Advisor for the Graduate Student Government Identify graduate student professional development opportunities Support Graduate College events Review petitions, status of academic standing, academic improvement plans (AIP), & dismissals Point person for student issues
Enrollment & Admission Updates Lisa Wischmeier, Grad Admissions presenting for Christopher Mott, Enrollment Management Services September 22-23, 2022
Current Enrollment (Daily Enrollment Dashboard) Headcount Fall 2022 Today 1,584 1,448 Fall 2021 Same Day 1,486 1,527 Difference Academic Career Graduate Graduate Graduate Graduate Graduate Student Campus Group Statewide Flagstaff Mountain Online Phoenix Bio Personalized Learning 562 575 (13) 98 (79) 20 202 443 365 423 163 Graduate Total 4,402 4,174 228 Undergraduate Undergraduate Undergraduate Undergraduate Statewide Flagstaff Mountain Online Personalized Learning 911 1,174 19,096 3,068 417 (263) (122) (628) (116) 18,974 2,440 301 Undergraduate Total 22,626 23,755 (1,129) NAU Total 27,028 27,929 (901)
The 2022 FAFSA & Aid Cycle Admits up, FAFSA submissions down FYR (new admit*) TRF (new admit*) GRAD (new admit*) FAFSA Year 2021-2022 2022-2023 Overall 41090 39688 21296 21623 2470 2325 1525 1327 2022/23 Percent age 47.9% 2022/23 Percent age 47.2% 33.5% 6.1% Ipeds Ethnicity White Hispanic/Latino 33.2% Two or More Black/African American Asian American Indian/Alaska Native Not Specified Native Hawaiian/Oth Pac Island FAFSA submissions different by IPEDS 6.2% 4.7% 3.2% 5.0% 3.0% Looking ahead: the new FAFSA Anticipated 24% increase in PELL students How will affect application pool/yield Multiple student households State aid affected? Awarding practice shifts 3.1% 1.4% 3.3% 1.5% 0.3% 0.4%
In-State Enrollment Dominates 11 Percentage of Students Attending College in Their Home State 81% 64% 32% 63% 51% 78% 72% 31% 75% 61% 62% 77% 60% 65% 87% 42% 66% 65% 72% 75% 88% 90% 61% 83% 76% 72% 89% 72% 60% 76% 62% 76% 71% 77% 81% DC: 10% 82% 81% 79% 71% 81% 77% 75% 79% 72% 83% <25% 83% 93% 25%-50% 93% 51%-75% 84% >75% 74%
A Major Boon for Graduate Enrollments 12 Graduate Enrollments Grew at Fastest Rates in Nearly a Decade Through Pandemic Year-on-Year Growth of Total Graduate Enrollments All 4-Year Institutions COVID-19 +2.8% +2.4% +2.1% +1.3% +1.1% +1.0% +1.0% +0.9% +0.5% -0.1% -0.3% NSC1 Estimate -0.9% 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 1)National Student Clearinghouse. Source: EAB analysis of enrollment data from IPEDS Fall Enrollment Surveys 2010-2020, COVID-19 Stay Informed: Fall 2021 , National Student Clearinghouse, Nov. 18, 2021; EAB interviews and analysis.
More Pre-COVID Online Offerings = More Growth 13 Grads Flocked to Established Highly-Online Institutions in 2020 Growth in Graduate Enrollments 2020 vs. 2019 by Online Intensity in 2019 +12% +11.4% Growth in Grad. Enrollments 2019 to 2020 Primarily Online Institutions Grew Fastest During Pandemic More than 95% of Grad Students Online Prior to Pandemic +10% +8% +6.2% +6% +4% +3.4% +2.9% +2.3% +2.1% +1.6% +2% +0.7% +0.5% +0.4% +0% 0-2% 2-5% 5-10% 10-15% 15-20% 20-30% 30-40% 40-60% 60-95% 95-100% Percentage of Graduate Students Enrolled Exclusively Online in 2019 (Ranges selected to create similar-size groups1) 1)Each group is comprised of institutions that enrolled approximately 300,000 graduate students in 2019. 2)We excluded institutions that enrolled zero graduate students in 2020. Source: EAB analysis of distance enrollment data from IPEDS Fall Enrollment Surveys 2012-2020; EAB interviews and analysis.
Online Grad Ed Growing Fast Prior to COVID-19 14 How Much of the Pandemic s Shift Online Remains Permanent? Graduate1 Enrollments 2012-2020: Exclusively, Some, and No Online2 Courses The Pandemic: Half of Face-to-Face Grad Enrollments Shift Online 3.5 Exclusively Online Graduate Enrollments 3 +8.2% Avg. Annual Increase 2012- 2019 Exclusively Online Graduate Enrollments +637 K +63% Increase 1.01M 646K 2.5 221K Mixed Online and Face-to-Face Enrollments 2 298K +304K +102% Increase 1.5 Exclusively Face-to-Face Graduate Enrollments Enrollments Exclusively Face-to-Face Graduate 2.09M -1.9% Avg. Annual Decline 2012-2019 1 1.81M -865K -48% Decrease 0.5 2019 2020 0 2012 2013 2014 2015 2016 2017 2018 2019 Year 1)Graduate students include both master s and doctoral students. 2)Recorded as Distance Education in IPEDS data. Source: EAB analysis of distance enrollment data from IPEDS Fall Enrollment Surveys 2012-20, EAB interviews and analysis.
Newer Giants Loom over Online Grad Market 15 But Many AAU Universities Are Not Far Behind Institutions with More than 2,500 Exclusively Online1 Graduate Enrollments, Fall 2019 Total Exclusively Online Graduate Enrollments and Percentage from Out of State Western Governors University Walden University Capella University University of Phoenix Percentage of Exclusively Online Graduate Students from Out 21,935 41,404 Bubble size shows total online graduate students from out of state 100% Purdue U Global 37,509 George Washington U 27,356 19,526 35,276 26,415 80% Johns Hopkins U Southern 17,839 New Hampshire University Harvard U 36,337 Grand Canyon 25,052 University Liberty University Indiana U U Illinois 60% of State Georgia Tech Penn. State U U Florida 40% 1 in 5 online graduate students attends these seven institutions U Southern Cal U Arizona U Maryland Global Campus 20% More out- of-state More online enrollments 0% K 5K 10K 15K 20K 25K 30K 35K 40K 45K 50K Total Online Graduate Students 1)Recorded by IPEDS as exclusively distance enrollments. Source: EAB analysis of distance enrollment data from IPEDS Fall Enrollment Survey 2019.
Additional Questions? Chris.Mott@nau.edu
GRADUATE ADMISSIONS PROCESSING LISA WISCHMEIER ASSISTANT DIRECTOR TINA SUTTON MANAGER MARGARET PORTER ADMISSIONS SPECIALIST, SENIOR
What do we do? Application Development and Maintenance Admission Processes for Graduate Students
Application Development and Maintenance Work with each department to build their application Build each lego brick (a requirement) Then build the house out of those legos (a program application) Maintain each program application Troubleshoot issues with Application Admit tool
Application Development and Maintenance Update Program Applications 2 types of updates Annual Change Request (ACR) Approximately 6 month process Address larger/complex changes to the application Notification is sent out each December to each program that the window is open to request changes for the next application year Change requests are due in February Make any possible manual changes in real time Mock up other requests to send to CollegeNET developers Test changes Publish changes to live applications Ad hoc requests Some changes can be made manually in real time
Application Development and Maintenance Where is my application? https://www.applyweb.com/northazg/index.ftl Create a Just Testing account Instructions to follow via email What can I change? Program Info Tab Additional Information Page LOR Page Program Application Deadlines Previously open/close dates varied by each program Moved to a uniform open date of 8/1 Each Department/Program chose a close date from a selection of approximately 9 dates based on program type, PhD, etc.
Admission Process for Graduate Students Graduate Application for Admission Applicant submits application via online Graduate Application Admission tool immediately populates Admissions download populates PeopleSoft Applicant issues Recommender changes/resends Uploading documents/unofficial transcripts Refer to ApplyWeb Help Desk Icon at the bottom of each page of the application
Admission Process for Graduate Students Admit Tool access and training ServiceNow ticket ATTN: ESBA Request: Access - Include type required Coordinator Assigns applications to evaluators, etc. Evaluator Only evaluates applications Training Video training User manual
Admission Process for Graduate Students Admission recommendations via Admit tool Departments submit admission recommendations Admissions manually reconciles Admit tool and PS records Deny/cancel Admit gradadmissions@nau.edu 928.523.4348
John Hammond Executive Assistant, Senior gradawards@nau.edu Awards 928-523-4338
SCHOLARSHIP/FELLOWSHIP OPPORTUNITIES Quayle Scholarship - Recognizing excellence in our Native American graduate students. Application information available in November. Awards up to $8000 year. Graduate College Scholarship - Recognizing excellence in our graduate students from all programs. Application information available in November. Awards up to $1000 year. Presidential Fellowship Doctoral Fellows recruited nominations submitted for doctoral candidates considered by committee of academic leadership from each college. $8000 annual stipend plus $1000 research funding for up to 4 years. All requests are submitted through GradAwards@nau.edu National Science Foundation(NSF) Graduate Research Fellowship Program(GRFP) Specific to Science and Engineering and STEM. Master s or Doctoral students receive a three-year annual stipend of $34,000.
Anora Tillman, M.Ed. Academic Coordinator, Senior Graduate Assistantships and Tuition Waivers gatw@nau.edu 928-523-6919 When in doubt use the Graduate Processor Manual
Timelines Fall & All Year https://nau.edu/graduate-college/forms/
GA Processor Quick Start Guide (Grad Coordinator Resources, Forms Index) If you or someone in your department needs quick help issuing a GAship, use the quick start guide which has the basic deadlines and links to the offer letter and the graduate processor manual. It also includes staff and student troubleshooting for the most common errors.
Graduate College role in GAships The Dean of the Graduate College finalizes allocations in February for the upcoming year. A training is scheduled for anyone interacting with GAs, and a recording is then posted on our website. Graduate College determines policies related to workload. GAs are not required to work or make up winter break, spring break, University holidays or snow closures. As covered in training, online and statewide GAs have tuition paid comparably to Flagstaff Mountain. The Graduate College sends out reminders to evaluate GAs.
Graduate College roles continued Residency The GATW coordinator changes residency to in-state for tuition purposes for non-resident and international students for the term of their appointment. All year GAs are highly encouraged. Stipends The Graduate College determines the minimum stipend for Master s & PhD students- current minimum stipend is listed in the Graduate College Processor manual. Additional Work Form approval The current form is in the Graduate College forms index in the Graduate Assistant section. Exception to 9 Units Form The current form is in the Graduate College forms index in the Graduate Assistant section. If this is not submitted early along with the priority awarding timelines, awarding will be delayed. DTPRs Every tuition and health insurance graduate-level DTPR is reviewed by the Graduate College to ensure an overaward does not occur before sending to Financial Aid- these are processed in Financial Aid.
Student Group Reports GAs and Tuition Waiver Recipients are tracked via student group reports in Enterprise per semester- email GATW@nau.edu to ask for the Student Group code. This allows you to see the request has been received by the Graduate College and is in process for awarding. It also allows you to do a search for under-enrolled, communication, outreach, international, and many other useful data points, students can be filtered to unit. Fall 22 code- F22G
Hiring GAs through the Service Team Onboarding Onboarding https://nau.service https://nau.service- -now.com/hr Link is also in the GA Processor Manual Link is also in the GA Processor Manual- - just use the handy table of contents! now.com/hr just use the handy table of contents!
What can I do to help my GA or tuition waiver recipient? Use OnBase offer letter form Ensure June 15 and November 15 deadlines are met Remind students to enroll in at least 9 units early Review student group report to check for under-enrolled students Ensure 20-hr GAs are aware the health insurance benefit is no cost to them when making the offer Remind students to enroll in health insurance if accepting (Fall) Remind students to review their Student Center for Holds & To-Do List items that would prevent enrollment or disbursement Encourage students to review student account and refer to SDAS tutorials Remind students to check their NAU email-
A student focus is at the heart of all we do! Confirmation of awards is indicated to students by confirmation email, then multiple newsletters with critical instructions. Please help us by emphasizing the need to check NAU email;. We had ~10% of all awardees this summer under-enrolled and or not enrolled in health insurance by the deadline.
Anora Tillman, Academic Program Coordinator Snr., GAships & Tuition Waivers Proud lumberjack from undergraduate (Choral Music Education,) to M.Ed Leadership to staff. 8 years working at NAU 20 years in beautiful Flagstaff Stevie Stevens M.A. Clinical Mental Health Counseling Graduate assistantships and tuition waivers Graduate assistant outreach Media management Home grown Floridian
Kelly Janecek Academic Program Coordinator, Int. gradsuccess@nau.edu Petitions gradcollegeoffice@nau.edu General inquires 928-523-1043
PETITIONS Withdrawals (gradsuccess@nau.edu) Academic Improvement Plans (gradsuccess@nau.edu) Leave of Absence (gradsuccess@nau.edu) Transfer Credit (OnBase form) Extensions of Time (OnBase form) https://nau.edu/graduate-college/forms/
WITHDRAWALS 3 TYPES OF WITHDRAWALS 1. COURSE WITHDRAWAL: Requests must be filed no later than one year from the last day of the term being petitioned. 2. TERM WITHDRAWAL: Requests must be filed no later than two years from the last day of the term being petitioned. Graduate College does not approve/deny the reimbursement portion of this petition. 3. VOLUNTARY WITHDRAWAL:Voluntarily withdrawing from a graduate program does not annul any financial responsibility. Policy#100325
ACADEMIC IMPROVEMENT PLANS PURPOSE: to have a contract with the student detailing what caused the low grades earned and how the student intends to improve. 1. Once final grades have posted for a term, we run the AIP report. 2. Communications are sent to the department listing the students that will receive a probationary email 3. Student emails are sent soon thereafter. Students submit plans to gradsuccess@nau.edu 4. A hold is placed on a student s record (depending on the grade scenario). The hold will prevent enrollment. 5. Once an Improvement Plan is submitted and approved by the Graduate College, the hold is released. Policy# 100319
LEAVEOF ABSENCE A Leave of Absence serves 3 purposes: 1. It is a document that ensures the department, and the Graduate College are aware of the situation and expect the student s absence. 2. If approved, the student will not have to reapply for admission to the program once the Leave has ended. 3. If the student is enrolled in 799/699, continuous enrollment in these courses is waived for the designated timeframe. Requests must be filed no later than the deadline for adding a class during the semester in which the leave is to start: see the Registrar s Office website for dates. NOTE: If a student is wanting to defer their admission term, they need to reach out to Graduate Admissions for further instructions. Policy# 100326
