Graduate Program Director & Advisor Guide

Graduate Director responsibilities include (but are not limited to) the following:

• Report to department chair; advise chair and academic department on graduate matters
• Serve as department liaison to the Center for Graduate Studies and as a representative on the Graduate Council
• Assist department chair in duties related to the Center for Graduate Studies (e.g., review catalog material; revise promotional material; monitor graduate course registrations; etc.)
• Facilitate the department’s graduate recruitment efforts in consultation with the chair and collaboration with the Center for Graduate Studies
• Coordinate department’s timely review of graduate applications
• Monitor the progress of graduate students admitted with academic conditions
• Oversee the department’s graduate student advisement and related retention efforts
• Serve as a signatory for graduate theses and/or capstone projects per department policy
• Certify graduate student degree completion to the Registrar (if necessary), verifying completion of all requirements and applicable transfer credits
• Ensure the department’s graduate programs are represented at university-wide graduate events
• Serve on department graduate committees

• Assign Advisors in Forms Banner: Email the Center for Graduate Studies for a copy of the Assigning or Changing a Graduate Advisor PDF manual

Graduate Director responsibilities must be attended to during the course of an entire year (fall, spring, and summer). If a department elects to assign a Summer Graduate Director that is different than the usual Graduate Director, it is imperative that the department notify the Center for Graduate Studies of the name of the individual(s) responsible for summer coverage no later than the end of the spring semester.

Enrollment targets for full- and part-time students are established by University leadership per SUNY requirements, and enrollment aspirations are determined by academic departments, deans, and the Provost.

Recruitment Initiatives:

• The Center for Graduate Studies designs and implements a coordinated marketing and promotion plan.
• The Center for Graduate Studies works with University Communications to produce university-wide and department-specific recruitment materials that are professional, accurate, and reflect the diversity and strengths of our graduate programs.
• Each graduate director, as the individual most familiar with their particular graduate program(s):
  • Routinely reviews college webpages containing program information to ensure accuracy, including Center for Graduate Studies program pages and academic department webpages.
  • Reviews program listings on Petersons.com and GradSchools.com for accuracy at least once a year.

  • Requests to correct inaccuracies or update content on the Center for Graduate Studies webpage, Petersons.com, or GradSchools.com should be sent to gradadmit@brockport.edu

• Academic departments maintain a website that is professional in appearance and provides accurate and current information on each graduate program.
• Center for Graduate Studies staff members and graduate directors jointly staff events, such as Open Houses.
• The Center for Graduate Studies and academic departments communicate with prospective students regarding program and university opportunities/details, assist with application-specific questions, encourage applicants to complete the admission process, and invite prospective students to participate in recruitment events.

Graduate applicants must have a baccalaureate or higher degree from an accredited institution to be eligible for non-matriculated study and for admission and matriculation into a graduate program.

Please visit the Graduate Application How To Apply webpage for details.

Application Status
Matriculated/degree-seeking students (domestic and international) can check the status of their application in the application status portal.

The Center for Graduate Studies sends routine reminders to applicants regarding outstanding application materials.

We encourage academic departments to follow up with applicants to complete their applications. Department outreach initiatives offer opportunities to respond to applicant questions, especially those that are program specific. Graduate applicants are typically most interested in speaking with department faculty and staff as the individuals with whom they will spend most of their time as matriculated graduate students.

When reviewing applications in the “Awaiting Materials” bin, and find that some outstanding items are not necessary in your decision-making, please use this Request to Waive Application Materials Form.

Reviewing Graduate Applications
Email the Center for Graduate Studies for a copy of the Faculty Review & Decision Maker Procedure PDF manual, which provides details on using slate to review and make decisions on applications.

You may also find useful the additional application information listed below:

Request to Defer Application/Admission Term
Applicants wishing to defer their application or admission start term should email the Center for Graduate Studies at gradadmit@brockport.edu to make such a request. Deferrals may be approved for up to one year from the original application term. Approved deferral requests are reflected in Banner and communicated to the student via email.

Request to Change Program of Application
Applicants wishing to change the program to which they’ve applied should email the Center for Graduate Studies at gradadmit@brockport.edu to make such a request. Change of program application requests will first be reviewed by the Center for Graduate Studies. Academic departments will be consulted as necessary based on the details of the request. While certain such requests may be processed, others may require the student to submit a new application for the new program.

Request to Withdraw Application
Applicants wishing to withdraw their application from consideration should email the Center for Graduate Studies at gradadmit@brockport.edu to make such a request. Application fees are non-refundable, except in rare circumstances. Application fee refund requests are reviewed by the Center for Graduate Studies.

Review the full list of Graduate Policies

Accelerated Pathway/Combine Degree Applicants
Accelerated Pathway/Combine Degree programs allow currently matriculated undergraduate students at Brockport to begin graduate coursework while completing their undergraduate degrees. To be eligible for an Accelerated Pathway/Combine Degree program, students must meet specific academic criteria. Get more information regarding Accelerated Pathways/Combine Degrees, including a list of participating programs and application requirements.

Reinstatement
Graduate Students who have been de-matriculated due to noncompliance with the continuous enrollment or time-to-degree policy may be eligible for reinstatement with the support of the academic department. Coursework previously completed will be accepted at the discretion of the academic department. Individuals interested in reinstatement must submit the Graduate Request for Reinstatement Form to their academic department for consideration.

Re-admission
Readmission to either the same or another graduate program at SUNY Brockport is not guaranteed. Readmission and acceptance of any previously earned credits are at the discretion of the graduate program to which the student has reapplied. Graduate students can be readmitted to graduate study at SUNY Brockport for a maximum of one time. Individual programs may set requirements more restrictive than this policy. Students who are readmitted must meet the requirements in effect at the time of readmission and must meet with their advisor to design a new Plan of Study.

Program Change
Students can request a program change by submitting the Program Change Request Form. Acceptance into a different program is not guaranteed.

**Minimum Number of Graduate Credits After Readmission or Program Change Policy:**

Graduate students must complete a minimum of 6 credits or more at the discretion of the academic department in fulfillment of program requirements after matriculation in the following cases:

• Matriculated graduate student is admitted and transfers to a new degree program.
• De-matriculated graduate student is readmitted to a degree program.

International students have special graduate application requirements. They may apply to begin their studies in either the fall or spring semester (summer start is not an option).

• For review purposes, international applicants must secure (at the student’s expense) a WES Course-By-Course credential evaluation for all foreign transcripts and related academic documents as well as official transcripts from all colleges attended. A complete explanation of those requirements, including WES and transcript-specific instructions, can be found on the International Materials webpage.
• To pursue graduate study at SUNY Brockport, international students must submit proof of English language proficiency. Please note that English language proficiency is NOT an application requirement, but rather an enrollment requirement. International applicants who have yet to show proof of English language proficiency should still be reviewed for admission to graduate programs here at SUNY Brockport.
• Applicants who are offered admission but have yet to show proof of English language proficiency will automatically be assigned a condition — that condition being the need to show proof of English language proficiency prior to starting a Brockport graduate program. The Center for Graduate Studies adds such a condition to all applicable offers of admission and monitors the satisfaction of that condition.
• International applicants have multiple options for satisfying the English language proficiency requirements. A complete list of those options can be found on the International Materials webpage.

The Center for Graduate Studies partners with the Office of Global Education & Engagement to recruit and retain international graduate students. Questions specific to the graduate application process should be directed to The Center for Graduate Studies. Questions specific to I-20, student VISA processes, or overall transition to US graduate studies should be directed to the Office of Global Education & Engagement.

Graduate Advisor responsibilities include (but are not limited to) the following:

• Orient new students
• Provide guidance regarding course registration
• Assess academic success and degree completion progress
• Assist advisees with navigating campus policies and processes
• Advocate on behalf of graduate students and their needs (individually and collectively)
• Continue to develop the advisor/advisee relationship
• Notify advisees of any changes that may impact their academic experience
• Serve as a reliable and informed resource for student inquiries
• Embrace advisement best practices
• Seek support for graduate students in need
• Stay connected to campus advisement partners (Center for Graduate Studies, Registration
  and Records, etc.)
• Ask questions

Please be familiar with and guide your advisee through the following the Brockportal screens:

Student Information
Shows status (active, inactive, leave, etc.), program, assigned advisor, program start date, and other useful information.

Holds
Displays any administrative hold that may be on the graduate student account and the office from which the hold originates. Students should contact the listed office to resolve the hold.

Academic Transcript
Displays the student’s unofficial transcript. The transcript displays program(s), courses, grades, GPA, and attempted and earned credits.

Imaged Documents
Contains various documents related to the student’s admission and enrollment, transcripts from other institutions, the decision letter, plans of study, and processed forms (i.e. temporary academic leave, return to good standing, program change, etc.)

Advisement Key Numbers
Viewable by faculty/staff only. Advisement key numbers change for each student every semester. It is recommended that advisors meet with students to provide them with the advisement key.

**Advisors are also encouraged to share the Registering for a Course guidance from the Office of Registration & Records

All degree program requirements can be found in Degree Works. Please encourage students to familiarize themselves with Degree Works and access it and review each semester. Also, note that some graduate courses may require a prerequisite. Upon completing Degree Works requirements, be sure your advisees apply for graduation.

Review and share the training video with advisees: Degree Works for Grads in Less Than 4 Minutes!

Review the full list of Graduate Policies

Temporary Academic Leave
Students whose progress toward degree completion is interrupted by circumstances beyond their control may apply for leave for up to three consecutive semesters (fall, spring, and summer). Students can initiate the process by submitting the Graduate Request for Temporary Academic Leave.

Academic Probation & Return to Good Standing
Matriculated graduate students who have completed at least nine graduate credits at Brockport and whose cumulative Brockport graduate GPA falls below 3.0 are placed on Academic Probation 1. Students should consult with their advisor before completing and submitting the Return to Good Academic Standing Form. The student’s plan must include the course, the semester they will take the course, whether or not they are repeating the course and the minimum grade they will need to achieve in each course in order to return to good academic standing (cumulative 3.0 GPA).

Course Withdrawal
Graduate students wishing to withdraw from a course during the withdrawal period must complete and submit the Course Withdrawal Form. Questions about this form and process should be directed to the Office of Registration and Records.

Program Withdrawal
Graduate students who wish to withdraw from their graduate program due to circumstances beyond their control must complete the Program Withdrawal Form

Transfer Credit
If students are attempting to transfer credits into their program, they must request an official transcript from each institution attended and instruct institutions to send transcripts directly to SUNY Brockport, 350 New Campus Dr., Brockport, NY 14420, ATTN: Center for Graduate Studies, Rakov 101. If the institution utilizes an electronic transcript service, the official transcript must be sent to gradappdocs@brockport.edu. Please direct students to the Center for Graduate Studies for questions and guidance.

Undergraduates Taking Graduate Courses
Eligible undergraduate students matriculated at SUNY Brockport but not enrolled in a combined degree program, may take up to nine credits of graduate coursework at SUNY Brockport (but no more than six credits of graduate coursework in a single semester). Review Undergraduates Taking Graduate Courses, including eligibility guidelines and course permission details.

Registration & Records
Direct students to the office for matters around course enrollment, records, updates/corrections related to Degree Works.

Center for Graduate Studies
Direct students to the office for program enrollment matters, forms and policies, graduate assistantships challenges, and unique circumstances: Contact the Center by email at gradadmit@brockport.edu.

Financial Aid Office
Direct students to the office for federal aid, scholarships, and some student employment opportunities. The Financial Aid Office at SUNY Brockport assists potential students, current students, and their families in obtaining the necessary financial resources to attend SUNY Brockport.

Health Center
Direct students to the office for any student health issues. The Hazen Center for Integrated Care provides a holistic approach to student health and wellness and supports students’ minds, bodies, and spirits throughout their Brockport experience.

Academic Success Center
Direct students to the office for tutoring & accessibility services. ASC Tutoring is committed to supporting student learning and academic success. All services are free of charge! Student Accessibility Services provides support and assistance to students with medical, physical, emotional, or learning disabilities; as well as students with temporary injuries/impairments.