Strategic Roadmap and Latest Initiatives of Deanship of Graduate Studies Deanship of Graduate Studies April 2009
Jan 02, 2016
Strategic Roadmap and Latest Initiatives of Deanship of Graduate Studies
Deanship of Graduate StudiesApril 2009
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Outline Graduate Statistics Strategic Roadmap Evaluation of Admission Application Files Online Application System (BANNER) Progress of PhD Students Role of a Graduate Coordinator Awareness on the Rules & Regulations of
Graduate Studies
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Graduate StudentsGraduate Students
PhD Enrollment MS Enrollment
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Graduate StudentsGraduate Students
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Active Master StudentsActive Master Students
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Active PhD StudentsActive PhD Students
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Strategic Roadmap
Vision:To enable KFUPM be a leader in the region in providing quality graduate programs in Science, Engineering and Management
Mission:To provide quality graduate programs according to the best international practices that will enhance the research environment at KFUPM and contribute to the dissemination of knowledge
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Strategic Roadmap
Goals:
I. Enhance the research environment at KFUPM.
II. Increase knowledge dissemination.
III. Improve quality and efficiency of the graduate programs.
IV. Increase quality and diversity in graduate student body.
V. Increase the efficiency of the Deanship of Graduate Studies.
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Strategic Roadmap
Performance Indicators Graduate to undergraduate student ratio Graduate student to faculty ratio Number of active PhD students Average time for program completion Retention Rate Number of thesis-based degrees granted annually Number of non-thesis degrees granted annually Average processing time for admission application Average processing time for academic petitions Saudi to non-Saudi student ratio
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Goals/KPIs
Goal I: Goal II: Goal III: Goal IV: Goal V:
Enhance the research
environment at KFUPM
Increase knowledge
dissemination
Improve quality and efficiency of
the graduate programs
Increase diversity in graduate
student body
Increase efficiency of the
Deanship of Graduate Studies
1Graduate to undergraduate student ratio
X X
2Graduate student to faculty ratio
X
3Number of active PhD students
X X
4Average time for program completion X X
5 Retention Rate X X
6Number of thesis-based degrees granted annually
X X
7Number of non-thesis degrees granted annually
X X
8Average processing time for admission application
X
9Average processing time for academic petitions
X
10Saudi to non-Saudi student ratio
X
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Other Performance Indicators Number of Lecturers-B and RAs who reported to KFUPM. Number of admitted students. Enrolled-to-admitted graduate students ratio. Active-to-enrolled graduate students ratio. Dropouts-to-active graduate students ratio. Dismissed-to-active graduate student ratio. Number of students on scholarship from internal and external
agencies. Success rate: Ratio of completed credit hours with a grade of B and
above to total completed credit hours. Percentage of enrolled students to those given admission. Percentages of full & part-time students.
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Suggested Strategies Improve incentives for graduate students
Improve the salary package of RA’s and Lecturer-B’s (Proposal is under study)
Improve the salary package of Saudi Graduate Assistants (GA’s) (Approved)
Establish graduate scholarship programs that are funded by either KFUPM or companies (ARAMCO in ES and PETE, working for others)
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Suggested Strategies Introduce research-focused PhD programs
Introduce research-based courses in PhD Programs (proposal in University Board)
Introduce PhD programs with less course work requirement (Extension of above – not yet)
Provide more flexible and comprehensive PhD programs (To be discussed in Graduate Council)
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Suggested Strategies Reduce Visa delays
Utilize Student Visa for international graduate students (through scholarship programs) (Under study)
Speed up Visa processing time from the Personnel Department (Synchronization of processes was established)
Increase KFUPM Visa limit that was set long time ago (Request was submitted for CoRE’s and RI)
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Suggested Strategies Improve environment for graduate students
Provide on-campus housing for PhD married students (Done in 081)
Establish the following initiatives Extend the role of the CAAC to handle the problems of graduate
students. Establish a Graduate Student’s Club. (Done) Establish International Student Office (to serve their needs). Organize a Welcome Day/week for Graduate Students. (Done, 1st
Day was in 081) Organize workshops for development of graduate students with
the cooperation of DAD (e.g., in research, teaching, CV writing, proposal writing, etc.).
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Suggested Strategies Increase internal efficiency of the DGS
Improve admission/advising processes Automate DGS processes (Done for Admission – project started for
other functions) Establish/Enhance the role of the Graduate Coordinators in
departments. (In progress) Reduce the file processing time at the departments and DGS (3 weeks
at Dept.) Establish a Thesis Office (Done) Prepare an Academic Calendar (Done)
Revise tuition fees for part-time graduate students
(In progress)
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Suggested Strategies Establish an outreach program
Annual visit program Visit regional/international universities (Done – Egypt, India,
Pakistan, Turkey) Utilize MS scholarships from Gulf countries Reach to Saudi honor students (Done in 081 and 082)
Enhance marketing material Design easily accessible Website (Done) Design brochures, handouts and presentations for marketing
(Done) Subscribe in advertising websites for graduate studies Prepare standard presentations for visits and website (Done)
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Suggested Strategies Introduce research-based courses in MS-Engg. programs Establish English programs for graduate students (In
progress in coordination with CASS) Revise graduate studies unified regulations (In progress) Introduce different PhD and MS tracks Establish new internationally recognized programs:
Specialist Degrees (below MS) Professional Degrees (below PhD)
Establish international joint thesis supervision programs (In progress)
Provide graduate programs outside KFUPM campus
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Mapping Goals/Strategies Matrix
Goals/Strategies
Goal I: Goal II: Goal III: Goal IV: Goal V:
Enhance the research
environment at KFUPM
Increase knowledge
dissemination in the society
Improve quality and efficiency of
the graduate programs
Increase diversity in graduate
student body
Increase efficiency of the processes of the
Deanship of Graduate Studies
AImprove incentives for graduate students
X X
BIntroduce research-focused PhD programs
X X
C Reduce Visa delays X X X
DSecure required resources
X X X
EImprove environment for graduate students
X X
F
Increase internal process efficiency of the Deanship of Graduate Studies
X X
GEstablish an outreach program
X X X
HIntroduce research-based courses in MS-Engg. programs
X X X
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Goals/Strategies Matrix
Goals/Strategies
Goal I: Goal II: Goal III: Goal IV: Goal V:
Enhance the research
environment at KFUPM
Increase knowledge
dissemination in the society
Improve quality and efficiency of
the graduate programs
Increase diversity in graduate
student body
Increase efficiency of the processes of the
Deanship of Graduate Studies
IEstablish English programs for graduate students
X X
JRevise graduate studies unified regulations
X X
KIntroduce different PhD tracks for MS and BS students
X X X
LEstablish new internationally recognized programs
X X X
M Establish joint thesis supervision programs
X X X
N Provide graduate programs outside KFUPM campus
X X X
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Old Organizational Structure
DeanGraduate Studies
Graduate Council
Dean’s Office
Assistant Dean Graduate Studies
Admission Office
Academic Affairs Office
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New Organizational Structure
DeanGraduate Studies
Graduate Council
Dean’s Office
Assistant Dean Graduate Studies
Admission Office
Academic Affairs Office
Auditing Office
Reception Office
Outreach Office
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Evaluation of Admission Application Files
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Sending and receiving files in batches (by hand) has
proven to be efficient: No lost files Less delays
Three batches are sent every semester, one every month
Departments kindly need to send back all these batches within the deadline (3 weeks) to facilitate timely admission decision.
Sending and Receiving Files
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The minimum TOEFL score required is (68 IBT) for
Master and (79 IBT) for Doctoral Applicants.
IELTS is also acceptable. Min Score 5.5 – Master , 6.5 Doctoral.
Even if GRE/GMAT or TOEFL scores are not present, Departments kindly need to evaluate the files by clearly mentioning the required scores for admission.
Test Scores
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We strongly recommend that admission applications be discussed in a committee meeting rather than circulating among the members.
This is to make the evaluation and recommendation more meaningful.
Evaluation Method
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Non-Degree admission is NO longer accepted. Students satisfying one of the following conditions:
GPA < 2.5 (at least 2-year experience) Students with English Deficiency Students is many deficiency courses
One year to finish the Pre-Grad Program Pass 3 grad courses, 2 of which are core with > B in each Monitored periodically to dismiss low-performing students Grad courses taken are counted towards the degree
Pre-Graduate Admission
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Online Application System (BANNER)
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The Graduate Studies has started using Banner for
admissions. As with other ERP systems, Banner brings multiple
departments under one roof. Better statistical reports. Records will be stored forever. System is scalable.
Background
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It is planned to include the Depts in Banner System for the admission (expected to start in 091).
This will consequently lead to a paperless environment.
The next phase for DGS is the implementation of Banner for All Academic Affairs like Readmissions, Degree Plans, Thesis Proposals, Oral Defense, etc..,
Future Plans
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Progress of PhD Students
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PhD Students
Entrance Exam is not anymore required by the University – (Optional to Dept. on student-by-student basis)
Student is required to pass the comprehensive exam by end of 2nd year of enrollment.
NO need to finish ALL courses before setting for the Comp. Exam (exam is on 4-6 courses only).
Thesis proposal needs to be submitted by end of 3rd year. Currently, max duration for MS and PhD programs is being
revised.
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Role of a Graduate Coordinator
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Graduate Coordinators serve as liaisons between students,
faculty and administration [Graduate Studies & Department] DGS looks to Graduate Coordinators for input so that its
services can be improved. They should be familiar with the academic policies, procedures
and standards. A list of all Graduate Students should be maintained with their
current progress [e.g. degree plan submission, courses completed, thesis proposal, comprehensive exam, etc. ]
For Graduate Studies
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The coordinators need to be the head of a Departmental Graduate Committee that works to efficiently serve students.
They need to be updated about the latest policies, procedures and standards of DGS and also keep the department informed about it.
For Department Faculty
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Should be the first contact point for students encountering
difficulties. Provide students with advices on provisional status, degree
plans, possible research topics, available resources and advisor availability.
Monitor progress towards completion by all candidates enrolled in the Dept.
Keep students updated of relevant policies, procedures, due dates. Etc.
For Graduate Students
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Awareness on the Rules & Regulations of Graduate Studies
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Specific Form present on the website of Graduate
Studies. It can be used for:
Changing status from provisional to regular. Waiving GRE/TOEFL/Deficiency Courses etc. Transferring Credits from an unfinished degree at
another institution. Registering more hours than allowed, etc..
Academic Petition
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Flow of Academic Petition
Student (Initiation)
Department’s Graduate Coordinator (Approval)
Dean of Graduate Studies (Final Approval)
Department Chairman (Approval)
Registrar (Proper Action)
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A student admitted with academic deficiencies is referred to as
a PROVISIONAL STUDENT Such academic deficiencies could be GRE, GMAT, TOEFL,
Deficiency Courses, GPA in first 6 hours Students should fulfill these deficiencies within the first
semester of admission. If not changed into Regular within first semester, students will
be held from registration in next semester.
Provisional & Regular Status
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The students should use the academic petition form when they have fulfilled the academic deficiencies.
If such a petition is approved, the student will become a regular student.
Removal of Provisional Status
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The list is prepared twice every semester. Contains names of students who are still on Provisional Status. Such students should arrange to remove the names from the
list by changing into Regular. Students failing to do so will be put on registration HOLD and
will not be allowed to register for the forthcoming semester.
Hold List
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Specific Form available on DGS website in excel format. It is a roadmap for earning a degree. Shows what a student has achieved and what is still needed for
completing the degree requirements. Prevents a student from taking unnecessary courses that may
not be approved, which could waste his time. Students should submit their Degree Plans in the second
semester of admission at maximum.
Degree Plan
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Any graduate student has to maintain a minimum GPA of
3.00. Students with GPA less than 3.00 will be placed on an
academic probation and they should eventually raise their GPA.
Their status is reviewed every semester and will be issued Warning or Severe Warning letters.
Failure to raise the GPA above 3.00 will result in dismissal from the program.
GPA & Warning Policy
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All students need to register for the Thesis once they finish their courses.
Otherwise, they will be considered inactive and need re-admission.
A student needs to register for the thesis in order to: Submit the thesis proposal. Defend the thesis.
Thesis/Dissertation Registration
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Proposal and Committee should be approved by Department Council, College Council and by Deanship of Graduate Studies.
All the required forms available on DGS website. Please refer to the chapter on Thesis in the updated Graduate
Bulletin on the website of Graduate Studies.
Thesis/Dissertation Proposal & Committee Appointment
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A public oral defense is required from all M.Sc and PhD students as a part of their degrees.
The oral defense form has to be submitted 2 weeks to DGS before the intended date of defense.
The minimum gap between the proposal approval date and oral defense request is 3 months.
Oral defense is not allowed during the registration periods, final examinations and summer semesters.
Public Oral Defense of Thesis/Dissertation
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Readmission For the following students:
Have been inactive even for one semester. Have dropped ALL courses in a semester.
Full-time graduate students, RAs, Lecturers-B are NOT allowed to drop a semester or withdraw from ALL courses.
A student can get re-admission for 3 times at max. The form should be submitted at least 4 weeks before the start of
the intended semester to the department. For students inactive for more than 6 semesters, their cases have to
be approved by Dept., College and Graduate Councils!!!
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Important Deadlines at DGSAcademic Issue Deadline
Readmission Application 4 weeks before new semester starts
Changing Degree Objective 2 months before new semester starts
Degree Plan Submission End of 2nd Semester from initial admission
Oral defense Request Form 2 weeks before intended defense date
Last day of defense Last day of classes
Last day for clearing pending issues to avoid HOLD
2 weeks before new semester starts
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THANK YOUTHANK YOU