Office of the Graduate Studies

OFFICE OF THE DEAN OF GRADUATE STUDIES

The Dean for the Office of graduate studies shall oversee and serve as the over-all coordinator for functions necessary to perform various activities, programs and projects that must be done collectively by the different colleges with graduate school programs.

The dean shall perform the following functions to wit:

1. Plan and implement approved policies, thrusts and programs for the growth and development of various program offerings.
2. Assist in preparing, upgrading and preposing curricular and other offerings.
3. Initiate, maintain and evaluate linkages both local and foreign.
4. Initiate plans, provide assistance and evaluate professional activities in the areas of instruction research, extension, publication and production.

Specifically,

1. Presentation and publication of the graduate school journal, newsletter, and manual, and plan extension activities;
2. enforce the admission, retention and graduation requirements for the students;
3. propose annual budgetary requirements, procurement programs for supplies, materials and equipment for the various graduate programs;
4. ensure compliance to accreditation requirements to include but not limited to graduate school orientation, conduct of sports and cultural activities, students services, revisions of syllabi among others
5. lead efforts to assists graduate faculty members with applications to national and international fellowship and scholarship programs;
6. provide career and professional development of graduate students, engage in marketing, promotions and recruitment activities of graduate programs such as the production of brochures, pamphlets, leaflets and postings in social media
7. join recruitment events and activities
8. collaborate with other universities with graduate school programs;
9. and oversees operation of the graduate school student organization.

1. Graduate Program and Professional Development Unit

1. Collaborates with departments and faculties to develop new graduate programs.
2. Assists in program accreditation and assessment.
3. Coordinates interdisciplinary graduate programs and initiatives.
4. Collects and analyzes data related to graduate student enrollment, demographics, and outcomes.
5. Produces reports for institutional and external stakeholders.
6. Ensures adherence to ethical standards and compliance with regulations related to graduate education and research.
7. Organizes events to showcase and celebrate graduate student research.
8. Provides guidance on formatting and submission of theses/dissertations.
9. Manages the review and approval process for thesis/dissertation documents.
10. Offers workshops, seminars, and resources to enhance the professional skills of graduate students.
11. Facilitates the Publication of the Graduate Multidisciplinary Journal for both hardbound paper and e-journals

2. Graduate Student Affairs Unit

Role of the Unit Head: The Unit Head is responsible for overseeing and managing the comprehensive support services provided to graduate students, ensuring their academic success, well-being, and overall experience throughout their graduate journey.

Functions of the Unit:

1. Academic Advising and Progress Monitoring:
• Coordinate academic advising services for graduate students to help them plan their course of study and meet program requirements.
• Monitor student progress and intervene if academic challenges arise.
2. Orientation and Onboarding:
• Organize orientation sessions to help new graduate students acclimate to the academic environment, campus resources, and program expectations.
3. Counseling and Wellness Support:
• Provide access to counseling services to address emotional, mental, and psychological well-being of graduate students.
• Provides support services to graduate students, including counseling, advising, and mentoring.
• Collaborate with campus health and wellness centers to ensure holistic support.
4. Events and Community Building:
• Organize social events, workshops, and seminars to foster a sense of community among graduate students like Sportsfest, Year End Party and the like.
• Create opportunities for networking and interdisciplinary collaboration.
5. Accessibility and Accommodations:
• Ensure that graduate programs and services are accessible to students with disabilities by providing necessary accommodations and support..
6. Collaboration with Other Units:
• Work closely with other units under the Office of the Dean of Graduate Studies and across the university to provide seamless support and services.

The Graduate Student Services and Support Unit plays a crucial role in enhancing the overall graduate student experience, fostering a supportive and inclusive environment, and contributing to the success and well-being of graduate students during their academic journey.

Technical Staff

The roles and functions of technical staff in a graduate studies office can encompass a wide range of responsibilities that support the administrative, technological, and operational aspects of graduate programs.

1. Admissions and Enrollment Support:

• Assist in the management of graduate program applications, ensuring accurate data entry and documentation.
• Troubleshoot technical issues related to the online application portal.
• Provide technical support to applicants regarding application submission and status inquiries.
1. Database Management:
• Maintain databases of graduate students, applicants, and alumni.
• Ensure data accuracy and integrity in student records.
• Generate reports and statistics for internal and external reporting purposes.
2. Technology and Systems Support:
• Maintain and troubleshoot hardware and software systems used in the graduate studies office.
• Provide technical assistance to staff and faculty regarding software applications and tools.
• Manage and update the graduate studies website and online resources.
3. Document Management:
• Organize and manage electronic and physical records related to graduate students, programs, and policies.
• Assist with the archiving of graduate theses and dissertations.
4. Communication and Correspondence:
• Help manage electronic communication channels, such as email lists, newsletters, and announcements.
• Assist in drafting and formatting official communications to students, faculty, and stakeholders.
5. Thesis/Dissertation Formatting and Submission:
• Assist students with formatting their theses and dissertations according to university guidelines.

7. Virtual Events and Webinars:

• Help organize and support virtual events, such as webinars, workshops, and information sessions for prospective students.
• Manage technical aspects of online event platforms.
1. Data Analysis and Reporting:
• Assist in analyzing data related to graduate student enrollment, demographics, and outcomes.
• Generate reports and visualizations to aid in decision-making and planning.
2. Assistance to Graduate Program Coordinators:
• Provide technical support to faculty and program coordinators for administrative tasks related to graduate programs.
3. Research Support:
• Assist in managing research-related software and tools used by graduate students and faculty.
4. Collaborative Projects:
• Collaborate with other units within the university to support cross-functional initiatives such as the Graduate Studies Journal