Executive Council of Graduate Faculty

Charge for the Council

Bylaws

In Spring 2021, the Executive Council of Graduate Faculty adopted bylaws governing its operation. These bylaws are publicly accessible in the University of Kansas' Policy Library.

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: 2021-2022

Name Department Term Ends
Brook, Jody School of Social Welfare 2022
Cai, Hui School of Architecture and Design 2022
Cheatham, Greg School of Education and Human Sciences 2024
Cushing, Christopher College of Liberal Arts & Sciences 2024
Hallman, Heidi School of Education and Human Sciences 2022
Johnson, Chris School of Music 2023
Parsons, Robert School of Engineering 2023
Robins, Sarah College of Liberal Arts & Sciences 2024
Seo, Hyunjin School of Journalism 2023
Short, Andrew College of Liberal Arts & Sciences 2024
Wintoki, Jide School of Business 2024
Wolfe, Ben School of Professional Studies 2023
Wolfe, Michael School of Pharmacy 2024

Executive Council Ex Officio Members and Staff Support: 2021-2022

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

2021-2022 Meeting Dates, Deadlines, and Minutes

The Executive Council meets at 2 pm approximately 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. All petitions, requests, and GradFac nominations must be received by the Office of Graduate Studies by 12:00 p.m. on the date listed. (Please note that some schools have earlier internal deadlines for their receipt of such petitions, requests, and/or nominations, in order to facilitate timely submission to Graduate Studies.) Processing, posting, and notifications about the Council's decisions will be completed before Graduate Studies staff leave on the date listed.

Meeting Date Petition Submission Agenda Processing Complete Minutes Approved
Fall 2021
27 Aug 16 Aug 20 Aug 31 Aug 21 Sept
17 Sept 6 Sept 10 Sept 21 Sept 12 Oct
8 Oct 27 Sept 1 Oct 12 Oct 26 Oct
22 Oct 13 Oct 15 Oct 26 Oct 23 Nov
19 Nov 8 Nov 12 Nov 23 Nov 14 Dec
10 Dec 29 Nov 3 Dec 14 Dec 25 Jan
Spring 2022
21 Jan 10 Jan 14 Jan 25 Jan 15 Feb
11 Feb 31 Jan 4 Feb 15 Feb 8 Mar
4 Mar 21 Feb 25 Feb 8 Mar 29 Mar
25 Mar 14 Mar 18 Mar 29 Mar 19 Apr
15 Apr 4 Apr 8 Apr 19 Apr 10 May
6 May 25 Apr 29 Apr 10 May Fall 2022

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 declined. Graduate Studies staff will notify petitioners of the Council's decisions no later than the end of the second business day 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. Please note that, if the petition type you are requesting requires a student ID, it will also require an active student plan except in the case of 700+ appointments, which may be submitted before a student has returned from a leave of absence.

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

Petition Process Job Aids

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 of Selected Petitions

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.
  • Individuals nominated for committee service as outside members or subject-matter experts, whose current CVs demonstrate the following:
    • A doctorate in the field
    • A current tenured or tenure-track appointment at any regionally accredited U.S. institution or comparable international institution
  • Individuals nominated for committee service as outside members or industry experts, whose current CVs demonstrate the following:
    • A doctorate in the field
    • Full-time employment as a practicing professional in the relevant industry
    • A record of scholarly publication, presentation, or creative work in the past five years
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 request is on behalf of a Social Welfare doctoral student teaching in the M.S.W. program.
  • The request is on behalf of an advanced doctoral student in a psychological program who will assist in first-year clinical courses, as long as the GTA will not perform summative grading.
  • 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.
Administrative Approval: Transcript Hold Requests

Staff in the Office of Graduate Admissions may administratively approve transcript hold requests when they meet the following criteria. These criteria are intended to streamline administrative procedures when delays arise concerning transcripts not directly relevant to the admission being processed or due to global circumstances outside the applicant's control.

  • In cases where the final and official bachelor's degree transcript has been provided but the applicant has not provided final and official transcripts for advanced degrees, Graduate Admissions staff may approve permanent removal of the transcript hold upon written confirmation of the following:
    • The department and school/college do not need final and official transcript(s) from the advanced institution(s) in order for the student to continue in their graduate degree program.
  • When students experience a delay in getting a final and official transcript from an international institution, Graduate Admissions staff may approve a one-semester deferral of the transcript hold upon written confirmation of the following:
    • Guidance from World Education Services (WES) confirms relevant challenges affecting transcript submission from the specific institution(s) or country (or countries).
Administrative Approval: Alternative Documentation of English Proficiency for Graduate Admission
  • Due to the COVID-19 pandemic, staff in the Office of Graduate Admissions may administratively approve petitions for graduate admission on the basis of alternative documentation of English proficiency when the scores meet the following standards set jointly by the Applied English Center, the Executive Council of Graduate Faculty, and the Vice Provost for Graduate Studies. Applicants admitted by this method must check in at the AEC for in-person proficiency testing prior to enrollment.
    • Official Duolingo scores are securely delivered to KU by the testing agency.
    • The applicant earns a score of 115 or higher on the Duolingo exam.
  • Staff in the Office of Graduate Admissions may administratively approve requests for admission on the basis of alternative documentation of English proficiency when the applicant demonstrates at least five years of work experience as a translator for a high-profile international organization (e.g., the United Nations; the United States Department of Defense), performing translations to and from English in both spoken and written formats.

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