Each program has an appointed Graduate Coordinator who serves as the supervisor / student’s first point of contact for program questions and resources. Duties include:

• Assigning of AGS/AGTAs.
• Work in conjunction with the Graduate Studies Officer to ensure courses are on the academic timetable for students to register.
• Inform students of opportunities to sit on departmental committees and procedures regarding departmental support and logistical issues, as appropriate; in conjunction with the Graduate Studies Officer, keep students updated through email regarding upcoming program requirement deadlines, all major funding opportunities, and major conferences or other professional development opportunities.
• Awareness of internal practices adopted by the dept/school related to thesis defenses and familiarity with the defense procedures and documentation on the Graduate Studies website.
• A member of the Senate Graduate Studies Committee – the governing body responsible for developing policy on all matters regarding graduate programs.
• Submits university calendar changes to the Graduate Studies Officer.

The role of Department Admin Assistant can vary per program; therefore, the onus is on you to ask your designated Admin when you have a question pertaining to the following (the list of responsibilities was comprised by those holding the position):

• Sending communications to graduate students
• Organizing thesis binding
• Finding and booking meeting spaces
• Arranging for student access to the dept building and labs
• Processing of reimbursements / Purchase orders for students if they are covered by the dept for different projects / conferences / travel
• Printing / copying support
• Tracking of supervision of graduate theses for Article 21.11 payments
• Adding courses & exams to schedule when/if needed
• Various email distribution lists.
• Assisting with course registration when/if needed

The Graduate Studies Officer is responsible for overseeing Acadia’s Graduate Studies office and all services that support Acadia graduate students.

• Act as primary point of contact for students in advance of their program start date to welcome them and ensure they have the necessary information on their program requirements, know how to register for courses, etc.
• Provide ongoing management and support to graduate students and Graduate Coordinators/supervisors.
• Management of course registration:
  • creation of courses and course sections;
  • registration issues;
  • enter grade and grade changes as needed;
  • receive and process late registrations;
  • tracking time limits of curriculum and sending reminders to Graduate Coordinator /supervisor and student about timeline to complete; granting program extensions, leave of absences, reinstatements to a program and processing requests for program withdrawals;
  • confirm degree requirements to graduate;
  • receive and sign off on confirmation of enrollment, degree completion, and degree granted letters; and
• Manage and administer graduate student funding and scholarship programs: Acadia Graduate Teaching Assistantships/Acadia Graduate Scholarships (AGTA/AGS), NSERC/SSHRC/CIHR Canada Graduate Research Scholarships (CGRS-M), Nova Scotia Provincial Scholarship program, SSHRC/HSERC/CIHR Doctoral Awards. This includes the application process as well as any applicable payroll set up.
• Develop and interpret policies related to graduate studies.
• Point of contact for thesis defence questions, documentation, etc.