Graduate Advisor Handbook

Find everything you need to know about working with the Graduate and Professional School, from policies and procedures, to clearance for graduation, in the Grad Advisor Handbook.   

Table of Contents 

1 Graduate and Professional School

• 1.1    Expectations for Graduate Study
• 1.2    Directory Summary
• 1.3    Associate Provost and Dean and Leadership Team
• 1.4    Graduate and Professional School Services
  • 1.4.1    Data and Survey Coordination
  • 1.4.2    Dual Enrollment Graduate Student Special Support
  • 1.4.3    Graduate Student Awards
  • 1.4.4    Graduate Student Professional Development
  • 1.4.5    New Graduate Student Orientation
  • 1.4.6    Graduate Student Ombuds Services
  • 1.4.7    Business Services
  • 1.4.8    Operations
  • 1.4.9    Graduate Committee Faculty Office
  • 1.4.10   Graduate Records Processing
  • 1.4.11   Interdisciplinary Degree Graduate Student Special Support
  • 1.4.12   Thesis and Dissertation Services
  • 1.4.13   English Language Proficiency Compliance
  • 1.4.14   General Contacts

2 Graduate Administrative Services

• 2.1    Student Recruitment and New Students
  • 2.1.1    Graduate Student Recruiting Best Practices
  • 2.1.2    Suggestions for the Successful Graduate Recruitment of Diverse Students
  • 2.1.3    Recruiting Services from the Graduate and Professional School
• 2.2    Graduate and Professional Student Government
• 2.3    Graduate and Professional Council
• 2.4    Graduate Operations Committee 
• 2.5    Authorized Signers for Colleges or Schools, Departments and Interdisciplinary Degree Programs (IDPs) 
  • 2.5.1    Authorized Signers Form Access
  • 2.5.2    Authorized Signers Form Contacts Section
  • 2.5.3    Graduate Committee Faculty Portal Authorizations
  • 2.5.4    Document Processing Submission System Authorizations
  • 2.5.5    Academic Requirements Completion System Authorizations
  • 2.5.6    AdobeSign Authorizations
  • 2.5.7    Graduate Student Records Access
  • 2.5.8    Fellowships and Awards (InfoReady) Authorizations
  • 2.5.9    English Language Proficiency Compliance Authorizations
  • 2.5.10   Non-Resident Tuition Waiver Authorizations
• 2.6    Access to Graduate and Professional School Documents in TAMUDocs
• 2.7    Guidelines for Graduate Faculty Membership
  • 2.7.1    Graduate Teaching Faculty
  • 2.7.2    Graduate Committee Faculty Membership
  • 2.7.3    Graduate Committee Faculty Portal
• 2.8    Graduate Committee Faculty Nomination
  • 2.8.1    Graduate Committee Faculty Nomination Entry
  • 2.8.2    Nominating Faculty and Professional Staff Employed by Other Institutions and Organizations
  • 2.8.3    Nominating Special Appointments
  • 2.8.4    Graduate Committee Faculty Membership Change Requests  
• 2.9    Interdisciplinary Degree Programs (IDPs)
• 2.10  New 689 (Special Topics) Courses
• 2.11    GradAdvisors LISTSERV
  • 2.11.1    Some examples of LISTSERV appropriate information
  • 2.11.2    Submitting Information to the LISTSERV
  • 2.11.3    Subscribing/Unsubscribing from the LISTSERV
• 2.12    Compass Use
  • 2.12.1    Compass Access
  • 2.12.2    Compass Training
  • 2.12.3    Compass Reports

3 Graduate Student Funding And Development

• 3.1    Graduate Student Funding Offers Guidelines
• 3.2    Graduate Fellowships and Awards
  • 3.2.1    The Dr. Dionel Avilés ’53 and Dr. James Johnson ’67 Fellowship Program
  • 3.2.2    The Dissertation Fellowship
• 3.3    National Fellowships
  • 3.3.1    National Science Foundation Graduate Research Fellowship Program
  • 3.3.2    The National GEM Consortium | GEM Fellowship Program
  • 3.3.3    Ford Foundation Dissertation Fellowship
  • 3.3.4    Graduate Fellowships for STEM Diversity (GFSD)
  • 3.3.5    Graduate Recruitment, Enhancement, and Travel (GREAT) Program
• 3.4    Graduate Student Awards
  • 3.4.1    U.S. Senator Phil Gramm Doctoral Award ($5,000)
  • 3.4.2    The Texas A&M Distinguished Dissertation Award and George W. Kunze Endowed Graduate Fellowship ($1,000)
  • 3.4.3    Montgomery Award ($1,000)
  • 3.4.4    Distinguished Graduate Student Awards (Certificate and Watch values at $500)
• 3.5    Other Grants 
  • 3.5.1    Graduate Student Research and Presentation Travel Award
• 3.6    TAMU Graduate Fellowship Nominations and Processing
  • 3.6.1    Call for Nominations/Applications
  • 3.6.2    Nomination Submission Process
  • 3.6.3    Review and Award Process
  • 3.6.4    Reviewer Selection Process
  • 3.6.5    Award Letters
  • 3.6.6    Acceptance Forms
  • 3.6.7    Follow-up Emails and Newsletters
  • 3.6.8    New Fellows Financial Workshop and Social
• 3.7    Retention Techniques
• 3.8    Professional Development Opportunities
  • 3.8.1    Graduate Resources and Development for Aggies
  • 3.8.2    Graduate Mentoring Academy
• 3.9    Pathways to the Doctorate Fellowship Program
• 3.10   Pathways to the Doctorate Collaboration Grants

4 Graduate Student Matriculation Processing

• 4.1    Departmental Role in Document Processing
  • 4.1.1   Document Processing Submission System (DPSS)
  • 4.1.2   Academic Requirements Completion System (ARCS)
  • 4.1.3   AdobeSign
  • 4.1.4   Additional Processing Notes
• 4.2    Graduate and Professional School Signature and Approval Requirements for Graduate and Professional Students Documents
• 4.3    Standardized Test Scores
• 4.4    English Language Proficiency Requirements
  • 4.4.1    English Language Proficiency Requirement for Admission
  • 4.4.2    English Language Proficiency Verification for Registration
  • 4.4.3    English Language Proficiency Certification for Teaching
  • 4.4.4    Non-Degree Status International Students
  • 4.4.5    English Language Proficiency Certification Compliance Audit Procedures
• 4.5    English Language Proficiency Examination
  • 4.5.1    ELPE for International Graduate Students Serving in Teaching Positions
  • 4.5.2    Testing During the Semester
  • 4.5.3    ELPE Results
  • 4.5.4    ELPE Retesting
• 4.6    Center for Teaching Excellence-English Language Proficiency (CTE-ELP) Instruction and English Language Certification
  • 4.6.1    Purpose of the CTE-ELP Program
  • 4.6.2    Access to CTE-ELP Services
  • 4.6.3    Specific Resources and Services Offered by the CTE-ELP
  • 4.6.4    Obligation to Participate in the CTE-ELP
  • 4.6.5    Best Practices for the Selection and Preparation of International TAs  
• 4.7    Teaching Assistant Training Requirements
  • 4.7.1    Purpose of the Teaching Assistant Training and Evaluation Program
  • 4.7.2    Components of TATEP
  • 4.7.3    Teaching Assistant Evaluation
• 4.8    Graduate Classifications
  • 4.8.1    Post-baccalaureate Non-Degree (G6)
  • 4.8.2    Master's Graduate (G7)
  • 4.8.3    Doctoral Graduate (G8)
  • 4.8.4    Master's/Doctoral Graduate Admitted (G9)
• 4.9    Degree Level Change Information
  • 4.9.1    Domestic Students
  • 4.9.2    International Students
  • 4.9.3    Changing from G7 PhD to G8 PhD
  • 4.9.4    Semester Change for Late Classification Changes
• 4.10    Subvention Funding
• 4.11    99-Hour Doctoral Cap
• 4.12    Separation of a Graduate Student for Scholastic Deficiency
  • 4.12.1    Separation, Dismissal, or Termination from the Department
  • 4.12.2    Separation, Dismissal, or Termination from the University
• 4.13    Registration
  • 4.13.1    Full-Time Status
  • 4.13.2    Half-Time Status
  • 4.13.3    Continuous Enrollment
  • 4.13.4    Excess Hours
  • 4.13.5    Examinations
  • 4.13.6    Not Registering for Courses in Graduating Semester
  • 4.13.7    Certification of Full-Time Enrollment
  • 4.13.8    Residence Requirement
  • 4.13.9    Undergraduates Registering for Graduate Courses
  • 4.13.10    Leave of Absence
• 4.14    Grade Point Average (GPA) Requirements
  • 4.14.1    Scholastic Requirements
  • 4.14.2    GPA on the Degree Evaluation
  • 4.14.3    Calculating GPAs
  • 4.14.4    Checking GPA without a Degree Plan on File
• 4.15    Degree Plan Information and Filing Degree Plans and Petitions
  • 4.15.1    Online Document Processing Submission System (DPSS)
  • 4.15.2    Staff, Advisory Committee, and Faculty Approvers
  • 4.15.3    Proxy Approvers
  • 4.15.4    Sponsored Texas A&M Credentials for Outside Members of the Graduate Committee Faculty
  • 4.15.5    Appointments and Degree Plans
  • 4.15.6    Miscellaneous DPSS Tips
  • 4.15.7    Transfer Course Work
  • 4.15.8    Verifying Outdated Standardized Test Scores as Official
  • 4.15.9    Petitions
  • 4.15.10  Degree Plan Blocking Criteria
• 4.16    Viewing Degree Evaluations – Graduate Advisors
• 4.17    Viewing Degree Evaluations – Advisory Committee Chairs
• 4.18    Research Proposal
• 4.19    Preliminary Examinations for Doctoral Students
  • 4.19.1    Preliminary Examination Format
  • 4.19.2    Preliminary Examination Scheduling
  • 4.19.3    Grading of the Preliminary Exam
  • 4.19.4    Failure and Expiration of Preliminary Examination
  • 4.19.5     Expiration of Preliminary Examination
• 4.20    Final Examination/Final Defense
  • 4.20.1     Final Examination for Doctoral Students
  • 4.20.2     Final Examination for Master's Students
  • 4.20.3     Final Exam Grading
• 4.21    Theses, Dissertations, and Records of Study

5 Financial Processing

• 5.1    Fellowship Payments
  • 5.1.1    Fellowship Payment
  • 5.1.2    NSF GRFP Fellowship and Other National Fellowship Payments
• 5.2    Payment of Tuition and University Required Fees for Graduate Assistants
• 5.3    Graduate Assistantship Non-Resident Tuition Waiver Standard Operating Procedures
  • 5.3.1    Texas A&M University Established 99-Hour Cap on Doctoral Degrees
  • 5.3.2    Procedures
  • 5.3.3    Academic Eligibility
  • 5.3.4    Employment Eligibility
  • 5.3.5    Required Documentation
  • 5.3.6    Student Business Services Auditing
  • 5.3.7    Enrollment Issues
  • 5.3.8    Registration Requirements Graduate Assistantships
  • 5.3.9    Maximum Allowed Graduate Assistant Work Hours Per Term
• 5.4    Graduate Student Health Insurance
  • 5.4.1    Student Insurance
  • 5.4.2    Avilés ’53 and Dr. James Johnson ’67 Fellowship Students
  • 5.4.3    Dissertation Fellowship Students
  • 5.4.4    National Science Foundation – Graduate Research Fellowship Program Students
• 5.5    Graduate Assistantship Titles and Checklist

6 Graduate Admissions Processing

• 6.1    Directory
• 6.2    Items Required by Admissions Office
  • 6.2.1    Application Form - Centralized Application Services
  • 6.2.2    Application Fee - Academic Programs
  • 6.2.3    Official Transcripts
  • 6.2.4    Official Test Scores
  • 6.2.5    English Language Proficiency Verification for International Graduate Students from English-Speaking Countries
• 6.2    Graduate Confirmation Process
• 6.3    Evaluation and Admission Tools
  • 6.3.1    WebAdMIT
  • 6.3.2    Graduate Tracking Report and Decision Codes
  • 6.3.3    TAMUDocs 
  • 6.3.4    Uploaded Transcripts
  • 6.3.5    Applicant Information System (AIS)
• 6.4    Special Circumstances
  • 6.5.1    Texas A&M Undergraduates Admitted to Graduate and Professional School
  • 6.5.2    Admission without Final Transcript or Diploma
  • 6.5.3    Readmission to Graduate and Professional School
  • 6.5.4    Admission Deferrals
• 6.5    Graduate Admissions Compass Forms Guide
  • 6.5.1    General Person Identification (SPAIDEN)
  • 6.5.2    General Person Information (SOAIDEN)
  • 6.5.3    Admissions Application Summary (SAASUMI)
  • 6.5.4    Admission Application/Checklist Summary (SAAACKL)
  • 6.5.5    Prior College and Degree (SOAPCOQ)
  • 6.5.6    Test Score Information (SOATEST)
  • 6.5.7    Hold Information  (SOAHOLD/WOAHOLD)
  • 6.5.8    Person Comment (SPACMNT)
  • 6.5.9    Application Supplemental Information (SOASUPL)
  • 6.5.10   Student Mail (SUAMAIL)
  • 6.6.11   International Information (GOAINTL)

7 International Student and Scholar Services

• 7.1    Directory
• 7.2    Overview of International Student and Scholar Services
• 7.3    Information about F-1 and J-1 status
  • 7.3.1    Steps after Admission to the University
  • 7.3.2    Maintaining F-1 or J-1 Status
  • 7.3.3    nMandatory Health Insurance
  • 7.3.4    Travelling Inside and Outside the United States
• 7.4    Academic Departments and ISSS
  • 7.4.1    Common ISSS Processes that Involve Academic Departments
  • 7.4.2    International Student On-Campus Employment
  • 7.4.3    Texas A&M University Funding Offer Letters
• 7.5    Financially Sponsored Students
  • 7.5.1    Identifying a Sponsored International Student
  • 7.5.2    Restrictions
  • 7.5.3    Sponsor Visits

8 Resources And Services For A&M Students Going Abroad

• 8.1    Directory
• 8.2    Passport Services
• 8.3    International Medical Insurance
  • 8.3.1    International Medical Insurance Coverage When Participating in Texas A&M Programs
  • 8.3.2    International Medical Insurance Coverage When Participating on Non-Texas A&M Programs
• 8.4    EMERGENCY SUPPORT FROM EDUCATION ABROAD
• 8.5    Education Abroad Programs
  • 8.4.1  Texas A&M Faculty-Led Programs
  • 8.4.2  International Field Trips
  • 8.4.3  Exchange Programs
  • 8.4.4  Internships
  • 8.4.6  Other International Independent Experiences & Research Abroad
• 8.5    Scholarships & Funding Opportunities
  • 8.5.1    Fulbright U.S. Scholar Program
  • 8.5.2    Marshall Scholarships
  • 8.5.3    Rhodes
  • 8.5.4    Rotary Scholarships
  • 8.5.5    National Security Education Program (NSEP) – Boren Fellowship
  • 8.5.6    University Scholarships for Education Abroad Students
  • 8.5.7    Graduate Student Research and Presentation Award
  • 8.5.8    Graduate and Professional Student Government Travel Award

9 Office Of The Registrar - Records Administration & Archives

• 9.1    Directory
• 9.2    Registration Information
  • 9.2.1    Registration Access
  • 9.2.4    Add/Drop Requests
  • 9.2.5    Withdrawl (Drop All Classes)
• 9.3    Grade Changes
  • 9.3.1    Howdy Grade Change System (Online)
  • 9.3.2    Grade Change Report Form (Paper)
• 9.4    Full-Time Classification for Internships/Co-Op Experience
• 9.5    Graduate Certificates
  • 9.5.1    Types of Graduate Certificates
  • 9.5.2    The University Adjustment System (UAS)
  • 9.5.3    Other Certificate Information
• 9.6    Graduate Application
  • 9.6.1    Graduate Application Submission
  • 9.6.2    Graduate Degree Deadlines and Submission Time Frame

10 Graduate and Professional School - Student Milestones and Forms

• 10.5    Special Request Letter
• 10.6    Research Proposal , Preliminary Examination, and Final Examination ARCS guides
• 10.7    Request for Exemption from the Final Examination
• 10.8    Request for Letter of Completion
• 10.9    Letter of Intent
• 10.10  Graduate Student Graduation Cancellation Form
• 10.11   Non-Resident Tuition Waivers
• 10.12   Thesis / Dissertation – Approval of Written Thesis Form
• 10.13   Thesis / Dissertation – Copyright and Availability Form
• 10.14    Graduate Student Research and Presentation Travel Award Application
• 10.15    Graduate Student Research and Presentation Travel Award Reimbursement Form
• 10.16    Request for Fellowship Deferment
• 10.17    Request for Fellowship Reinstatement 

11 Graduate and Professional School - Faculty/Staff Forms

• 11.5    Special Topics (689) Course Requests
• 11.6    Authorized Signatures Forms
  • 11.2.1   College/School Authorized Signers Form
  • 11.2.2   Department Authorized Signers Form
  • 11.2.3   Interdisciplinary Degree Program Authorized Signers Form
• 11.7    English Language Proficiency Compliance
  • 11.7.1    Alternative Verification/Certification Request Form
  • 11.7.2    English Langugae Proficiency Waiver for Admission
  • 11.7.3    Emergency Deferral Request Form
• 11.8    Request for Doctoral Student to Add a Secondary Master's Degree Program
• 11.9    Academic Department Approval For Graduate Assistant To Work >50% Effort

The Graduate Advisor Handbook is updated as needed.

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