Executive Council of Graduate Faculty

Charge for the Council

The Executive Council of Graduate Faculty is reviewing and refining its governing bylaws. Updated bylaws will be posted once they have been confirmed.

Bylaws

Coming soon!

Membership

The membership of the Executive Council is representative of the graduate faculty on KU’s Lawrence Campus. Members are appointed to staggered three-year terms. Three members represent the College of Liberal Arts and Sciences. The School of Education nominates two representatives. Each remaining school has a single representative.


Executive Council Voting Members: 2020-2021

Name Department Term Ends
Brook, Jody School of Social Welfare 2022
Cai, Hui School of Architecture and Design 2022
Gillispie, Matt College of Liberal Arts & Sciences 2022
Hallman, Heidi School of Education 2022
Johnson, Chris School of Music 2023
Li, Yan College of Liberal Arts & Sciences 2021
Miner, Joshua College of Liberal Arts & Sciences 2021
Parsons, Robert School of Engineering 2023
Short, Andrew College of Liberal Arts & Sciences 2021
Tidwell, Matt School of Journalism 2023
Wintoki, Jide School of Business 2021
Wolfe, Ben School of Professional Studies 2023
Wolfe, Michael School of Pharmacy 2021

Executive Council Ex Officio Members and Staff Support: 2020-2021

This table lists individuals from the Lawrence campus unless otherwise noted.

Name Title Role
Roberts, Jennifer Vice Provost for Graduate Studies Ex Officio Chair
Werle, Michael Dean of Graduate Studies, KUMC Ex Officio
Latta, Kristine Assistant Vice Provost for Graduate Studies Ex Officio
Ostreko, Amanda Assistant Vice Provost for Graduate Enrollment Management Ex Officio
Roberts Graham, Amber Director of Graduate Affairs Ex Officio
Ayestas, Jessy Graduate Assistant OGS Staff

2020-2021 Meeting Dates, Deadlines, Agendas, and Minutes

The Executive Council meets at 2 pm every third Friday. Meetings are held in 210 Strong Hall unless otherwise indicated.

The table below lists the submission, processing, and notification deadlines that correlate to each meeting. Petitions must be received by the Office of Graduate Studies by 8:00 a.m. on the date listed. Processing, posting, and notifications will be completed before staff leaves on the date listed.

Meeting Date Petition Submission Agenda Processing and Notification Minutes
Fall 2020
28 Aug 17 Aug 21 Aug 1 Sept 22 Sept
18 Sept 8 Sept 11 Sept 22 Sept 13 Oct
9 Oct 28 Sept 2 Oct 13 Oct 3 Nov
30 Oct 19 Oct 23 Oct 3 Nov 14 Nov
20 Nov 9 Nov 13 Nov 24 Nov 15 Dec
11 Dec 30 Nov 4 Dec 15 Dec 2 Feb
Spring 2021
29 Jan 19 Jan 22 Jan 2 Feb 23 Feb
19 Feb 8 Feb 12 Feb 23 Feb 16 Mar
12 Mar 1 Mar 5 Mar 16 Mar 6 Apr
2 Apr 22 Mar 26 Mar 6 Apr 27 Apr
23 Apr 12 Apr 16 Apr 27 Apr 18 May
14 May 3 May 7 May 18 May Fall 2021

Petitions for Policy Exception

Basic Guidelines

In extraordinary circumstances, the Vice Provost for Graduate Studies, in collaboration with the Executive Council of Graduate Faculty, may grant exceptions to university policy. Petitions requesting such an exception must present a well-reasoned argument, supported by documentary evidence, that the policy is inappropriate to the situation in question and strict adherence to the letter of the policy would compromise the spirit of the policy or undermine KU's values. To be considered, petitions must include the following:

  • Reference to the policy or policies in the Policy Library
  • Clear statement of the exception requested
  • Cogent argument about the extraordinary circumstances warranting an exception
  • Documentary evidence of the extraordinary circumstances and wisdom of the exception
  • Statement of endorsement by department leadership
  • Statement of endorsement by school or college leadership (usually from the Dean's Office or Graduate Division)

Petition Process

All petitions for exceptions to Graduate Studies policy will be reviewed by the Vice Provost for Graduate Studies in collaboration with the Executive Council of Graduate Faculty. To be included on the Council's agenda, petitions must be complete and submitted according to the deadlines and standards established above. Graduate Studies staff will decline incomplete petitions and will notify petitioners when a petition is either declined or added to a Council agenda. Graduate Studies staff will notify petitioners of the Council's decisions no later than the end of the Tuesday following a Council meeting.

All petitions for exception to Graduate Studies policy must be submitted through one of two workflow systems.

  • Petitions for exception to the Graduate Admissions policy or the English Proficiency Requirements for Graduate Admission must be submitted using the workflow process in Admit. Notifications to the petitioner will be delivered through the Admit workflow process.
  • Petitions for all other policy exceptions must be submitted using the Progress to Degree (PtD) system. Department staff have access to this system and can provide guidance to faculty and students. Notifications to the petitioner will be delivered by the PtD workflow system.

The Executive Council of Graduate Faculty has authorized administrative approval of some requests under limited circumstances. These circumstances are outlined below.

PtD Petition Form Job Aid
Petition Type Description Policy
700+ GTA Petition Use this petition type to request permission for a GTA to assist with a course at the 700 level or above. Such appointments must be approved to ensure adequate mitigation of any potential for perceived conflict of interest, since graduate students will be teaching other graduate students. GRA, GTA, and GA Appointments: General Guidelines and Eligibility

GTA Appointment Eligibility

GTA Memorandum of Agreement
3G on Probation Use this petition type to request an exception allowing a student to hold a GTA, GRA, or GA position while they are not in good academic standing. This applies to students admitted provisionally for any reason and students on academic probation, both of which mean a student is not in good academic standing. Good Academic Standing

Academic Probation
Excess 3G FTE Use this petition type to request an exception to the maximum FTE limits for GTAs, GRAs, and GAs GRA, GTA, and GA Appointments: General Guidelines and Eligibility
Reduced-Credit-Hour Master's Use this petition type to modify a student's course of study for a master's degree by reducing the published number of credit hours normally required. M.A. & M.S. Degrees
Other Student Petition Use this petition type to submit an exception request on behalf of an individual student when none of the existing petition form types meets your needs. Please ensure that the uploaded documentation references the specific policies and sections to which an exception is requested. Please ensure that the uploaded documentation references the specific policies and sections to which an exception is requested.
Variable Routing Depending on Petition Content
700+ GTA Petition Use this petition type to submit an exception request on behalf of a department or program as a whole. Please ensure that the uploaded documentation references the specific policies and sections to which an exception is requested. Please ensure that the uploaded documentation references the specific policies and sections to which an exception is requested.

Variable Routing Depending on Content

PtD Petition Form Webinar Recording
Petition Documentation FAQ
What should I include in a petition to appoint a GTA at the 700 level or above?

Please review the detailed information about this petition type as provided in the PtD form for 700+ petitions.

What documents or evidence should I use to support a request prompted by a medical concern?

Please be diligent in safeguarding the privacy of our students. Please minimize submission of individual medical records or personal health information and documentation because everyone in the PtD workflow can view all attached documents. In some cases, it may be more prudent to attach a doctor's note confirming the medical need, rather than documentation of the specific health concerns. Please contact Graduate Studies for more guidance on this topic.

What documents or evidence do you recommend?

Faculty and staff are strongly encouraged to work closely with students to determine the best possible evidence that supports their request for an exception to policy. The Office of Graduate Studies is committed to reviewing any documentation that students, departments, and schools feel demonstrates the inappropriateness of university policy in a specific situation.

Examples of acceptable documentation in cases of personal crisis might include death certificates, proof of travel or other preexisting commitments, police reports, etc.

Administrative Approval: Graduate Faculty Nominations

Graduate Faculty nominations may be approved administratively by staff in the Office of Graduate Studies when they meet one of the following criteria. The Executive Council of Graduate Faculty will review all other nominations to the Graduate Faculty.

  • Individuals who hold full-time, tenure-track faculty appointments at KU with the rank of Associate Professor, Full Professor, or Emeritus/a Professor may be approved for any one, several, or all of the five privileges.
  • Individuals who hold full-time, tenure-track faculty appointments at KU may be approved for service as a member of master's and/or doctoral committees, service as the chair of master's committees, and/or service as the Graduate Studies Representative (GSR) on doctoral committees.
  • Individuals who already hold current Graduate Faculty privileges at the KU Medical Center may be approved for equivalent privileges on the Lawrence campus.
Administrative Approval: GTA appointments to Courses at the 700 level or above

Staff in the Office of Graduate Studies may administratively approve appointments of Graduate Teaching Assistants (GTAs) to courses at the 700 level or above when they meet all of the following criteria. These criteria are intended to mitigate the potential for perceived conflict of interest and ensure worthwhile professional development opportunities for GTAs. The Executive Council of Graduate Faculty will review all other requests to appoint GTAs at the 700 level or above.

  • The format of the class lends itself well to appropriate utilization and development of the GTA's skills.
  • The petition letter clearly demonstrates no social or academic overlap between the GTA and enrolled graduate students.
  • The petition letter clearly demonstrates the GTA will not perform grading or evaluation of enrolled graduate students.

Active Policy Work Groups

The following work groups are being convened to develop policy proposals for governance review during the 2020-2021 academic year. Please check back here for regular updates about these policy initiatives.

Master's Degree Policy Suite
Coming Soon!
English Proficiency Requirements for Graduate Admission
Coming Soon!
Admission Requirements for Graduate Study
Coming Soon!
Graduate Exam Committee Composition Proposals
Coming Soon!

Donate to the Graduate Student Emergency Fund
COVID-19 Updates and Information

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