[La-cgs] [EXT] Seeking Input: Processes for Certifying Completion of Comprehensive Exams

[Menon, Sanjay]

Hi Mary Edith,

I once tried to set up a dedicated course, but the departments wanted to follow their own systems.  Also, IT had problems with a zero-credit course.  Currently, it gets officially recorded on the degree checkout.  The only modernization, if you can call it that, is that checkouts are processed via DocuSign. 😊

Sanjay

Sanjay T. Menon, Ph. D.
Dean of Graduate Studies
and International Students
Professor of Management
Director of India Studies
Louisiana State University Shreveport
Office: (318) 797-5247     Fax:     (318) 798-4120
www.linkedin.com/in/sanjaytmenon<http://www.linkedin.com/in/sanjaytmenon>

One University Place
Shreveport, Louisiana 71115
[LSUS_Secondary_RGB Purple-Gold_email]

From: La-cgs <la-cgs-bounces at lists.latech.edu> On Behalf Of Ramu Ramachandran
Sent: Friday, June 6, 2025 12:22 PM
To: Mary Edith Stacy <maryedith at nsula.edu>; la-cgs at lists.latech.edu
Subject: Re: [La-cgs] [EXT] Seeking Input: Processes for Certifying Completion of Comprehensive Exams

Mary:

We use an online (homegrown) “Plan of Study” form which serves several purposes for us including capturing the various milestones towards a graduate degree. The form is updated each time a new milestone has been achieved, and gets electronically signed by the student, the committee, and administrators. Here is a screenshot of one a former student showing the part that captures the exams.

[cid:image001.png at 01DBD705.EC14DC40]

Here is how my signature appears as a committee member. I also signed as the Dean of Graduate School (well, one of my staff members signed on my behalf – as you can see in the parentheses).

[cid:image002.png at 01DBD705.EC14DC40]

[cid:image003.png at 01DBD705.EC14DC40]

We may be abandoning this system soon and moving this process to Workday.

We also require students to register for Pass/Fail courses (0 SCH) to capture these milestones in the transcripts. The Chair of the Committee submits the grade.

Best regards,
Ramu
From: La-cgs <la-cgs-bounces at lists.latech.edu<mailto:la-cgs-bounces at lists.latech.edu>> On Behalf Of Mary Edith Stacy
Sent: Friday, June 6, 2025 9:40 AM
To: la-cgs at lists.latech.edu<mailto:la-cgs at lists.latech.edu>
Subject: [EXT] [La-cgs] Seeking Input: Processes for Certifying Completion of Comprehensive Exams

Dear Colleagues,
I hope this message finds you well.
As a new graduate dean, I’m currently reviewing our institution’s process for certifying the completion of comprehensive exams—a task that, while routine, feels ripe for modernization. Our current approach is quite antiquated, and I would greatly appreciate your insights as I explore more efficient and effective practices.
Specifically, I’m interested in learning how your institution handles this process:

  *   Do you require individual certification for each student?

  *   If so, how many signatures are typically required (e.g., major professor, department head, academic dean, others)?

  *   If you use a form, how is it circulated and submitted?

  *   Alternatively, do you accept a compiled list from a graduate coordinator or department head?
I would also be grateful to hear:
·                     What aspects of your process work particularly well?

  *   Are there any practices you’ve tried that didn’t work and that you would advise against?
Your shared experiences and suggestions will be incredibly helpful as I work to streamline this process at our institution. Thank you in advance for your time and guidance.

Happy Friday,

Mary Edith😈

Mary Edith Stacy, PhD
Northwestern State University
Dean of the Graduate School
125 Caspari Hall
310 Sam Sibley Drive
Natchitoches, LA 71497
318.357.5720

Assistant Professor

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