Graduate Advisor Newsletter - March 2023

Robin bird in early spring blossoming tree outside Adelbert Hall, April 2019

Welcome to this month's edition of the School of Graduate Studies newsletter to faculty advisors! Below you will find information on upcoming deadlines, academic policies, news, and more. Past newsletters will be archived on our website for you to review any time you wish.

Important Upcoming Dates

Please make sure you and your students are aware of these important dates and deadlines. Some may require your review, approval, and signature.

  • Mar 31: Last Day to Resolve Fall 2022 Incomplete (I) Grades
  • Mar 31: Individual Class Withdrawal Deadline
  • Mar 31: Course Audit Deadline
  • Mar 31: Student Commencement Registration Closes
  • Apr 7: Deadline to Submit All Materials for Graduation

Academic Policy Briefs


Grades of Incomplete (I) can only be assigned for letter-graded and P/NP courses for extenuating circumstances and only when a student who is passing the course fails to complete a small, evaluative segment of the course. All work for the incomplete grade must be made up and the change of grade recorded in the Student Information System (SIS) by the date specified by the instructor, but no later than the 11th week of class (Friday, March 31).

See the complete policy on Incomplete grades in the General Bulletin here.

Course Audit or Withdrawal

The last day for students to audit a course or withdraw from a single course (as long as it is not their only class) is Friday, March 31. Full tuition (no refund) is charged for audited or withdrawn courses. Students should speak to their advisor as well as the instructor of the course before auditing or withdrawing.

To audit a course, students must email a completed Add/Drop Form to To withdraw, most classes can be done in SIS following these instructions on class registration (starting at #20).

Submitting Graduation Materials

For students who have applied to graduate for Spring 2023, all final materials must be submitted to Grad Studies by 5:00pm EDT on Friday, April 7. Submission of materials includes the completed format check and the uploading of the approved thesis or dissertation to OhioLINK. Students should communicate with their advisors and committee to make sure all approvals are completed. All forms can be downloaded and electronically signed to be emailed to or returned to our office in Tomlinson 203.

Students should also be reminded of the new digital accessibility policy for electronic theses and dissertations.

Useful Information

Nominate Students for Graduate Awards!

Faculty and academic departments with degrees in the School of Graduate Studies are encouraged to nominate outstanding students for several prestigious awards to be honored at a ceremony on Wednesday, May 3. See our submission page for more details on each award including student eligibility, who is permitted to nominate, and what documentation is needed.

Also, if your department sponsors awards for your students, please notify us of the award so we may include these winners in our ceremony. Any student in a program managed by the School of Graduate Studies who has received an award in the 2022-2023 academic year should be included so please send us your notifications!

We have extended the deadline to submit award nominations and notification of department awards but please get them in this week if possible.

Commencement 2023

Registration for students to participate in Commencement 2023 ceremonies is open until Friday, March 31. Students should be aware that registering for Commencement is a separate process from applying to graduate. The School of Graduate Studies diploma ceremony will be held on Friday, May 19 at 2:00pm. A Convocation for all students will be held two days earlier.

If you are interested in being a faculty marshal for our diploma ceremony, please email us at

If you plan to participate in the procession of any Commencement ceremony and do not have your own regalia, please see the Commencement website for details how to rent from the Bookstore. The form must be submitted by April 24.

Weatherhead Exec Education Classes

Do you have students or postdocs that would like to deepen their professional effectiveness or expand their skill set beyond their academic program? Please encourage them to apply to attend a one-day Weatherhead Executive Education program. These classes are sponsored by the School of Graduate Studies Professional Development Center and are free for Graduate Studies Students and Postdoc Scholars/Fellows. Many seats are still available and the application will be open until June 30 or until all seats are filled on a first come, first served basis.

UNIV 401: University Teaching

Advanced Professional Development for University Teaching (UNIV401) is intended to provide graduate students and postdocs with the chance to learn innovative, effective, and evidence-based teaching strategies that are useful in University classrooms. Classes during the summer will be held Tuesdays from 10:00am to 11:15am. Class size limited. Email any questions to

UCITE Grad Student Job Opportunities

Please share with your students these opportunities from the University Center for Innovation in Teaching and Education.

  • Mentor TAs needed to help facilitate small-group learning at both the graduate and undergraduate TA training sessions before the start of the spring and fall semesters. No teaching experience required but attendance at a previous GTA session preferred.
  • Mentor TA Coordinator/Graduate TA oversees the training of a cohort of 7-8 Mentor Teaching Assistants for both graduate and undergraduate TA training, co-facilitate the program at each of these events, and co-facilitate the fall, spring, and summer UNIV401 course. Teaching Assistant experience required; teaching experience preferred.

Email for more information about either position.

University Resources

Please be aware of University Resources you can share with your students as needed. We will highlight a few each month.