PG Operations Back Office Activity

Main

Processing PhD Confirmations

September 1 2014 - August 31 2015

This task will have deadlines but the processing of the confirmation is aligned to the doumentation coming in from the schools and this can be typically during the second year of registration for a full time PHD student

Student Cases and Record Amendments

September 1 2014 - August 31 2015

This includes;

Communicate to the Graduate Records team to update a students status after a decision on their student case. This also includes post ATR updates to Applicant Records.

Processing PhD Transfers

September 1 2014 - August 31 2015

This task will have deadlines but the processing of the transfer is aligned to the requests coming in from students and this can be typically anytime during the second year of the MSc and MLitt.

Update External Websites

September 1 2014 - August 31 2015

Advertising

September 1 2014 - August 31 2015

This is ad-hoc and is not scheduled currently.

Processing Changes of Supervisor

September 1 2014 - August 31 2015

Including additions of Co-/Assistant/Adjunct Supervisors

This an ongoing task on an ad-hoc basis.

Process PG Student Cases (Theses Submission)

September 1 2014 - August 31 2015

On-going student cases - admissions and thesis submissions related

Process External Examiner Fees

September 1 2014 - August 31 2015

This is the Claim Form for the Examination Fee.

Process Examiner Decisions on Theses

September 1 2014 - August 31 2015

Prepare Letters to Examiners for dispatch with Theses

September 1 2014 - August 31 2015

Checking of Hardbound Theses

September 1 2014 - August 31 2015

for eligibility for award of degree

Send Examiner Letters to Examiners

September 1 2014 - August 31 2015

This is an ongoing task that is aligned to the submission of theses.

Compile & Update List of External Examiners

September 1 2014 - August 31 2015

For PG Annual Report

Creation of Council Lists

September 1 2014 - August 31 2015

Prepare Nomination Forms

September 1 2014 - August 31 2015

Checking and Logging of Softbound Theses submissons

September 1 2014 - August 31 2015

Checklist - Student Registered, Fees Paid, Thesis Layout correct, etc.

Update PG Course Web Pages

October 1 2014 - November 30 2014

Prepare Council Letters

October 15 2014 - October 31 2014

This is the confirmation of the award of the degree as ratified by the University.

Update Admins 5 with Council Details

October 15 2014 - October 31 2014

This is based on the dates for Council from 2013. These dates may change.

Sending Theses to Library

October 31 2014 - November 7 2014

Attend Recruitment Fairs

November 1 2014 - March 31 2015

Only certain fairs are attended in this period.

Open Day Preparation

November 1 2014 - January 22 2015

Advertising, Hire Open Day equipment, Printing, Liase with GSU, Confirm venue is booked.

Prepare Prospectus Content.

November 1 2014 - January 8 2015

This inlcudes the;

Collation of input material, the proofing of the text, design liason and printing proofs.

Liase with Schools for PG Open Day

November 1 2014 - January 22 2015

This includes communication with Schools for the following;

Notification of Open Day date.
Nomination of contact person.
Distribution of Open Day materials.
Reminders and Open Day logistics.

Prepare Council Letters

November 15 2014 - November 30 2014

Update Admins 5 with Council Details

November 15 2014 - November 30 2014

Sending Theses to Library

November 30 2014 - December 7 2014

Maintain PG Course Web Pages

December 1 2014 - September 30 2015

Process Progress Report Outcomes (March Registrants)

January 1 2015 - April 30 2015

This is the update in SITS of the students (PHD students) progress report event, i.e. which allows the student to progress to the next year.

This includes follow up with Schools on outstanding reports.

Annual Report Preparation

January 12 2015 - February 28 2015

Provide information and stats for DOGS Annual Report

The exact dates are not known yet

Send Email to Schools with PG Open Day Details

January 15 2015

This is a comms that goes out a week before OPen Day with details of set up and logistics.

This is a milestone primarily for PG Ops to remind them to send out details.

Checklist for Open Day

January 15 2015

This is checking that all the parts contributing to Open Day are in place or on target

Update Admin5 with Council Details

January 15 2015 - January 31 2015

Prepare Council Letters

January 15 2015 - January 31 2015

Postgraduate Open Day

January 22 2015

Sending Theses to Library

January 31 2015 - February 7 2015

Prepare Council Letters

February 15 2015 - February 28 2015

Update Admin5 with Council Details

February 15 2015 - February 28 2015

Submit Research Student 'Progress List' (March Registrant) Deadline

February 28 2015

This is based on satisfactory completion of the progress report.

The submission of the outcome, i.e. whether a student can progress or not needs to be made by the above deadline.

This deadline is for the March registration cohort.

Complete Confirmation Process (Sept Registration) Deadline

February 28 2015

For any student that is to be confirmed on the PHD.

This is a deadline for the cohort who register in September

This is a deadline for the schools.

Complete Transfer Process (Sept Registration) Deadline

February 28 2015

For any student that is transferring to the PHD.

This is a deadline for the cohort who register in September

This is a deadline for the schools.

Send Theses to Library

February 28 2015 - March 7 2015

Final reminders/chase up of Confirmation/Transfers to PhD

March 1 2015 - March 31 2015

And subsequent student cases

Prepare Council Letters

March 15 2015 - March 31 2015

Update Admin5 with Council Details

March 15 2015 - March 31 2015

PhD confirmations / Transfers - audit of same and reminders

March 31 2015 - April 15 2015

Chase up with schools

Send Theses to Library

March 31 2015 - April 7 2015

Prepare Council Letters

April 15 2015 - April 30 2015

Update Admin5 with Council Details

April 15 2015 - April 30 2015

Send Theses to Library

April 30 2015 - May 7 2015

Prepare Council Letters

May 15 2015 - May 31 2015

Update Admin5 with Council Details

May 15 2015 - May 31 2015

Send Theses to Library

May 31 2015 - June 7 2015

Prepare Council Letters

June 15 2015 - June 30 2015

Update Admin5 with Council Details

June 15 2015 - June 30 2015

Send Theses to Library

June 30 2015 - July 7 2015

Process Progress Report Outcomes (September Registrants)

July 1 2015 - October 31 2015

This is the update in SITS of the students (PHD students) progress report event, i.e. which allows the student to progress to the next year.

This includes follow up with Schools on outstanding reports o

Submit Research Student 'Progress List' (September Registrant) Deadline

August 31 2015

This is based on satisfactory completion of the progress report.

The submission of the outcome, i.e. whether a student can progress or not needs to be made by the above deadline.

This deadline is for the Sept registration cohort.

Complete Transfer Process (March Registration) Deadline

August 31 2015

For any student that is transferring to the PHD.

This is a deadline for the cohort who register in March

This is a deadline for the schools.

Complete Confirmation Process (March Registration) Deadline

August 31 2015

For any student that is to be confirmed on the PHD

This is a deadline for the cohort who register in March

This is a deadline for the schools.

Send Email to Schools to Notify of PG Open Day

November 1 2015

This is milestone primarily for PG Ops internally to remind them of the Comms to go out to Schools regarding the Open Day.