Office of Graduate Affairs

Graduate Council Governance

Please note that the organization of the Graduate Council is currently undergoing a revision process as the Office of Graduate Affairs restructures. This page describes the current state.

I. Purpose

The Graduate Council, according to the Faculty Handbook, has the following purpose:

“The Graduate Council considers matters related to doctoral and master’s degree programs in the School of Arts, Humanities, and Culture; the School of Business and Economics; the School of Science, Engineering, and Technology; the School of Social Sciences and Social Policy; and the Rabb School. Subject to the approval of the Board of Trustees, the Graduate Council recommends the establishment or discontinuation of such graduate degree programs and their requirements. The Council reviews proposals with respect to these degree programs; makes Faculty Handbook 27 recommendations for the award of advanced degrees in these programs; and formulates, subject to the approval of the Provost and the appropriate Academic Dean, regulations governing these programs. The Vice Provost for Graduate Affairs ensures that changes in the graduate curriculum that have important consequences for undergraduate education are brought to the attention of the Undergraduate Curriculum Committee for review.”

II. Membership

The Council of the Graduate School of Arts & Sciences consists of the following, according to the Faculty Handbook:

  • A representative of each Ph.D. or master’s academic graduate program in the Graduate School of Arts and Sciences. Historically, these representatives have been the Directors of Graduate Study in their Departments and Programs.
  • The Vice President and one additional representative from the Rabb School
  • Graduate student representatives from each academic school, if interested

The Vice Provost for Graduate Affairs serves as chair of the Graduate Council.

III. Description of Roles and Responsibilities

According to the Faculty Handbook, “The Vice Provost for Graduate Affairs reports to the Provost and, in collaboration with the Provost, has administrative responsibility for graduate education, implementation and assessment of academic programs, and all other institutional efforts that support graduate education. The Vice Provost for Graduate Affairs is in charge of graduate faculty governance (the Graduate Council outlined in this Handbook), overseeing graduate student life, administering policies pertaining to graduate students, coordinating PhD admissions, collaborating with academic units to fund doctoral programs, and working with Rabb/GPS to develop strategic master’s degree programs. The Vice Provost for Graduate Affairs is responsible for implementation of academic rules and regulations, academic advising, promotion of academic integrity, advising the Provost on necessary faculty staffing and development to support these areas. The Vice Provost for Graduate Affairs collaborates with the Vice Provost for Undergraduate Affairs on overlapping concerns, including graduate students serving as teaching assistants, combined undergraduate and master’s degree programs, and pathways for undergraduates into Brandeis graduate programs.”

The Director of Graduate Study or Graduate Program Director for each Department or Program is responsible within the department for overseeing departmental matters related to graduate study and graduate students and for serving as a liaison to the Office of Graduate Affairs. This person is responsible for making sure within the department that regular planning and oversight of graduate studies takes place related to: admissions, graduate curriculum, student support, and administration and communication with the Office of Graduate Affairs. While individual departments and programs may opt to divide these responsibilities in different ways, the Office of Graduate Affairs will call the faculty member who is responsible for ensuring that they are completed the Director of Graduate Studies or Graduate Program Director.

A more detailed breakdown of these responsibilities includes:

Admissions

  • Oversight for department / program admissions
  • Advising Enrollment Management on marketing/recruitment for master’s programs
  • Organizing accepted students events with department administrators

Graduate Curriculum

  • Planning the graduate program curriculum with the chair
  • Reviewing and revising the graduate curriculum as needed
  • Reviewing new course proposals in collaboration with the appropriate members of the administration
  • Tracking student fulfillment of degree requirements
  • Leading the Department Graduate Committee if there is one and being responsible for department-level decisions about curricular exemptions and other student-specific questions.

Student Support

  • Planning departmental orientation for new students
  • Providing guidance, mentoring, and feedback to all graduate students as needed, especially during advisor transitions. Ensuring all students have an advisor and a feasible degree completion plan
  • Checking in regularly with advisors about their graduate students’ progress
  • Together with the department chair, ensuring that advising loads on individual faculty remain reasonable
  • With the Academic Administrator, keeping track of students’ progress toward completing their degree requirement and providing annual feedback
  • Coordinating with the appropriate members of the administration on professional development efforts
  • Student programming, departmental climate, community inclusion and belonging efforts
  • Overseeing the distribution of departmental research resources to graduate students (if applicable)

Administration

  • Partnering with the Academic Administrator on all aspects of planning and record keeping
  • Attending annual planning meetings
  • Attending Graduate Council meetings
  • Leading or participating in the assignment of graduate students as Teaching Assistants, Course Assistants, or Graders

A PhD Faculty Advisory Committee, chaired by the Vice Provost for Graduate Affairs, communicates regularly throughout the academic year to execute routine business, to explore new initiatives, and to address problems of immediate and long-range concern to PhD programs. The PhD FAC can also serve helpfully as a sounding board for the Vice Provost. The Graduate Council delegates to the PhD FAC minor policy reviews, the approval of ad hoc committees and prize committees for PhDs, and other relatively minor matters of routine day-to-day business for doctoral programs previously addressed by the Vice Provost alone. All other decisions concerning doctoral degree requirements, changes in governance, major policy reviews, broad vision, etc., will be made by the full Graduate Council. Agendas and notes from the PhD FAC will be available to all members of the Graduate Council.

The PhD FAC consists of the Vice Provost for Graduate Affairs, the Assistant Provost for Graduate Academic Affairs, and three to four DGSs or Program Directors of Departments that grant PhDs in different Divisions. Members of the PhD FAC normally serve for two (and not more than three) consecutive years, and must rotate off the PhD FAC for at least one year between terms. Appointments are staggered so that only two new members are appointed each year.

A Master’s Faculty Advisory Committee, chaired by the Vice Provost for Graduate Affairs, communicates regularly throughout the academic year to execute routine business, to explore new initiatives, and to address problems of immediate and long-range concern to master’s programs. The Master’s FAC can also serve helpfully as a sounding board for the Vice Provost. The Graduate Council delegates to the Master’s FAC minor policy reviews, the approval of ad hoc committees and prize committees for master’s students, and other relatively minor matters of routine day-to-day business previously addressed by the Vice Provost alone. All other decisions concerning master’s degree requirements, changes in governance, major policy reviews, broad vision, etc., must be made by the full Graduate Council.

The Master’s FAC consists of the Vice Provost for Graduate Affairs, the Assistant Provost for Graduate Academic Affairs, and three to four DGSs or Program Directors of Departments that grant Master’s in different Divisions. Members of the Master’s FAC normally serve for two (and not more than three) consecutive years, and must rotate off the Master’s FAC for at least one year between terms. Appointments are staggered so that only two new members are appointed each year.

Before considering the composition for a new academic year, the PhD and Master’s FAC will invite all DGSs and Program Directors to communicate any nominations, concerns, or categorical preferences. The PhD and Master’s FAC will then present a slate to the Graduate Council for its vote.

IV. Meetings

The Graduate Council meets approximately monthly during the academic year. Agendas are distributed one week before the meeting and minutes sent one week following and shared via Box.

Voting members include the Directors of Graduate Studies or Program Directors of graduate degree programs. Non- voting members include the registrar (or designate) and select graduate administrators and staff. A quorum of half of the voting members must be present to vote on and approve any proposals.

V. Functions

The Graduate Council is responsible for:

  1. Providing programs of study and examination which includes establishing and maintaining requirements for graduate degrees. The Graduate Council reviews the academic requirements for postbaccalaureate programs, master's degree programs, and doctoral programs. Minor changes to specific course requirements are made by the Department or Program. More substantial changes that influence the number of courses required for the degree, the relationship between two or more degree programs, and/or that have budget impact are reviewed by the Graduate Council. All current requirements are listed in the University Bulletin. New graduate level courses are submitted through the general New Course Approval Process and reviewed by the appropriate Division Council. All current requirements are listed in the University Bulletin.
  2. Establishing such regulations as may be considered necessary or expedient for governing graduate programs. The Graduate Council regularly reviews policies related to graduate programs. Current academic policies related to registration, programs of study, auditing, credit/no credit options, change of courses, examinations and exam absences, grades and course standards, incompletes, credit for work done elsewhere, graduate course- registration, satisfactory academic progress, academic residency requirements, full-time and part-time resident status, post-resident status, continuation status, extended masters status, leaves of absence, etc. are listed in University Bulletin. Additional policies are listed on the Graduate Affairs website. The Dean of Students Office is responsible for student rights and responsibilities, including conduct policies. The Office of Student Financial Services is responsible for financial policies. Each Individual Department and Program maintains a Graduate Program Handbook, updated annually, that outlines specific program policies and practices.
  3. Exercising general supervision over the affairs of graduate departments and programs. The Graduate Council consults broadly on matters pertaining to graduate students and faculty. This includes strategy, priorities, the changing nature of graduate education, professional and career support for students, graduate student life, community inclusion and belonging, and other issues.
  4. Recommending the establishment or discontinuation of specific graduate degree programs and/or their requirements. As outlined in the Faculty Handbook, proposals for the establishment or disestablishment of graduate academic degree programs must be submitted to the Graduate Council for review.

Minor changes to specific course requirements are made by the faculty of each Department or Program. Changes that shift the content of a degree or signal a significant change in pedagogy, that influence the number of courses required for the degree, that involve the relationship between two or more degree programs, and/or that have budget impact are reviewed by the Graduate Council. Please review proposed changes with the Assistant Provost for Graduate Academic Affairs to confirm whether they are minor and can be made by Department/Program faculty or are major and should be discussed by the Graduate Council.

The Graduate Council does not have an appeals or grievance process. Faculty and graduate students should work through the grievance processes in their Departments and Programs as well as through appropriate university processes.

VI. Amendments to this Document

This governance document can be amended by a two-thirds majority vote of voting members. The Office of Graduate Affairs will ensure that a current version of this governance document is up to date on their website.

Originally approved by the Graduate Council February 4, 2022.