[Ying-announcements] Fwd: [Envisci-faculty] Fwd: Updated Signing Regulations and DocuSign Petitions

Fri Sep 4 10:00:23 PDT 2020

Hi everyone,

For future reference, we need to make sure everyone's quals and committee
work is in 2 weeks ahead to make sure quals counts. See below.

sam

---------- Forwarded message ---------
From: Daniel Hirmas <daniel.hirmas at ucr.edu>
Date: Wed, Sep 2, 2020 at 2:40 PM
Subject: [Envisci-faculty] Fwd: Updated Signing Regulations and DocuSign
Petitions
To: <envisci-faculty at lists.ucr.edu>, <envisci-grads at lists.ucr.edu>

Dear All,

See the message below from Kara Oswood on several important Grad Division
updates, deadlines, and links.

As a reminder, Oral Qualifying Committees should be nominated at least two
weeks in advance of the Oral Qualifying Exam. Oral Qualifying Exams should
not happen unless there is confirmation that the committee is approved.

Thanks,
Daniel

Daniel Hirmas
*Associate Professor of Pedology and Graduate Advisor*
Department of Environmental Sciences
University of California - Riverside
A: 2228A Geology Building
  Riverside, CA 92521-0424
P: (951) 827-2019
E: daniel.hirmas at ucr.edu

-------- Forwarded Message --------
Subject: Updated Signing Regulations and DocuSign Petitions
Date: Wed, 2 Sep 2020 16:26:50 +0000
From: Kara E Oswood <kara.oswood at ucr.edu> <kara.oswood at ucr.edu>
CC: Trina B Elerts <trina.elerts at ucr.edu> <trina.elerts at ucr.edu>, Trina B
Elerts <trina.elerts at ucr.edu> <trina.elerts at ucr.edu>, Graddean
<graddean at ucr.edu> <graddean at ucr.edu>, ertem <ertem at ece.ucr.edu>
<ertem at ece.ucr.edu>, Hillary J Jenks <hillary.jenks at ucr.edu>
<hillary.jenks at ucr.edu>

Hello All,

Thank you for your patience. After much discussion and preparation, we have
updated Fall 2020 and beyond procedures and information for you.

*INCLUDED IN THIS EMAIL – INFORMATION COVERING THE FOLLOWING TOPICS:*

   - Registration holds for original Oral Qualifying Exam results, Final
   Defense results and Signature Approval Pages from Spring and Summer 2020
   - Updated signing regulations for Oral Qualifying Exam results, Final
   Defense results, and Signature Approval Pages - effective immediately
   - Petitions: DocuSign and R’Grad
   - Wow, this is a lot to absorb. Where is all this information located
   and who should I contact??

***

*REGISTRATION HOLDS FOR ORIGINAL ORAL QUALIFYING EXAM RESULTS, FINAL
DEFENSE RESULTS AND SIGNATURE APPROVAL PAGES FROM SPRING AND SUMMER 2020*

   - Our previous regulations for Spring and Summer 2020 required that
   after email approvals were submitted, “original “wet” signatures (not
   scanned), must be submitted for the student records as soon as possible.”
   That requirement has been reconsidered and originals of these three forms
   will no longer be required after the electronic version is submitted. In
   addition, all Winter 2021 holds previously placed on students for these
   documents are in the process of being removed.

*UPDATED SIGNING REGULATIONS FOR ORAL QUALIFYING EXAM RESULTS, FINAL
DEFENSE RESULTS, AND SIGNATURE APPROVAL PAGES – EFFECTIVE IMMEDIATELY*

   - *ORAL QUALIFYING EXAM *

   - The procedure to nominate the Oral Qualifying Exam committee has not
   changed. Nominations must be submitted by the student and approved via
   R’Grad at least 2 weeks prior to the exam date.
   - When conducting the Oral Qualifying Exam, committees will use Zoom or
   other video conference options. In-person exams are not currently permitted.

   - If permitted by campus safety regulations, the Committee Chairperson
   may investigate providing space or technical support on campus for the
   student to complete their exam. Information about returning to campus can
   be found here: https://campusreturn.ucr.edu/return-work-guide
   - Immediately after the exam, the student or Committee Chairperson must
   initiate the Oral Qualifying Exam Results Form via DocuSign by visiting this
    LINK
   <https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=7c3a7c17-4aad-4f08-9c52-c34ae94b2b45&env=na3&acct=662bc3a1-ffe6-496e-b95c-f9ce7808bd42&v=2>
   .
   - The completed form must be received by Graduate Academic Affairs
   within 48 hours after the exam.

   - *FINAL DEFENSE (Master’s and PhD)*

o    When conducting the Final Defense, committees will use Zoom or other
video conference options. In-person meetings are not currently permitted*.*

o    If permitted by campus safety regulations, the Committee Chairperson
may investigate providing space or technical support on campus for the
student to complete their Final Defense. Information about returning to
campus can be found here: https://campusreturn.ucr.edu/return-work-guide

o    Final Defense presentations, even when happening online, are “open to
the academic community and the general public.”

o    Immediately after the defense, the student or Committee Chairperson
must initiate the Final Defense Approval Form via DocuSign.

o    PHD students use this LINK
<https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=62a554db-d13d-4145-b7fc-cb6acc889aff&env=na3&acct=662bc3a1-ffe6-496e-b95c-f9ce7808bd42&v=2>

o    Master’s students use this LINK
<https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=0439fd60-03b7-44bb-b0aa-681d58ec8a7c&env=na3&acct=662bc3a1-ffe6-496e-b95c-f9ce7808bd42&v=2>

o    The completed form must be received by Graduate Academic Affairs prior
to the graduation deadline for the quarter.

o    Graduation deadlines can be found at
https://graduate.ucr.edu/graduation-procedures.

   - *SIGNATURE APPROVAL PAGE (PHD Dissertation or Master’s Thesis)*

   - Once the final version of the dissertation or thesis is approved by
   the committee, the student or Committee Chairperson must initiate the
   Signature Approval Page for Dissertation/Thesis via DocuSign by visiting
   this LINK
   <https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=37f2e5e3-ed14-4910-a151-e308d2513074&env=na3&acct=662bc3a1-ffe6-496e-b95c-f9ce7808bd42&v=2>
   .
   - The completed form must be received by Graduate Academic Affairs prior
   to the graduation deadline for the quarter.
   - Graduation deadlines can be found at
   https://graduate.ucr.edu/graduation-procedures.

*PETITIONS: DOCUSIGN AND R’GRAD*

The majority of our petitions are split between two systems, R’Grad and
DocuSign. We understand that this is not ideal and may be confusing for
some. This configuration will remain until we are able to access additional
IT resources.

*R’GRAD*

The following 12 petitions and handled via R’Grad:

   - Application for Candidacy for Master’s Degree
   - Directed Studies (290)
   - Filing Fee for the Degree of Doctor of Philosophy
   - Filing Fee for the Master’s Degree
   - In Absentia Registration
   - Leave of Absence
   - Nomination for Oral Qualifying Exam Committee
   - Substitute Course Work
   - Timetable to Completion
   - Timetable to PHD Oral Qualifying Exam
   - Transfer Course Work
   - Withdrawal from UCR

*DOCUSIGN*

Before shifting to remote work, we still had several petitions that were
submitted on paper and required original signatures. Those petitions have
been shifted to DocuSign. Links to each form can be found on our Petitions
and Forms page - https://graduate.ucr.edu/petitions-and-forms

   - Backdating
   - Committee Change – Dissertation/Thesis
   - Double Count (BS/MS)
   - Enrollment Adjustment (under construction)
   - Half-Time Status
   - Incomplete Extension
   - Increase Unit Limit
   - Late Enrollment Adjustment (under construction)
   - S/NC Petition
   - Waive Course Work

*WOW, THIS IS A LOT TO ABSORB*

We get it, this is a lot! Congrats on making it this far in the email. You
can keep this email for reference or bookmark these helpful links:

   - Graduate Division Campus Closure website
   <https://graduate.ucr.edu/campus-closure> – includes lots of helpful
   information, including changes made impacting graduate students since we
   shifted to remote.
   - Graduate Division Staff <https://graduate.ucr.edu/directory> – we’re
   here to help you with all sorts of things!
      - Amanda Wong, current students last names A-L
      - Trina Elerts, current students last names M-Z
   - Graduate Academic Affairs Regulations and Procedures
   <https://graduate.ucr.edu/regulations-and-procedures> – everything you
   ever wanted to know about policies and procedures impacting enrolled
   graduate students

*Kara Oswood*

Director, Graduate Academic Affairs

Graduate Division | University of California, Riverside

University Office Building 136

Office: 951-827-3387 (office) | kara.oswood at ucr.edu

***I’m available to speak in person via Zoom. *

*Please make an appointment if you’d like that option.***

[image: signature_494289395]
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Envisci-faculty at lists.ucr.edu
https://lists.ucr.edu/mailman/listinfo/envisci-faculty
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