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

Thu Jun 12 16:44:57 CDT 2025

Just like Sanjay, we too at ULM tried to create a repeatable zero credit course to deal with the issue, but it was not supported by the faculty. If a student does not pass comps at the first attempt, that information would be a permanent part of his/her transcript if the comps are considered as courses. Some programs allow 2 attempts at the comps. We thought of using 'I' grades, but that was not a solution for us since 'I's count as 'F' grades when computing semester GPAs.

Several offices have an issue with zero credit courses since a student could be registered but would also not be technically 'registered enough' to generate a fee bill if that is the only class being taken that semester. Students must be registered if they make use of faculty time. This is a classic case of us trying to fit into existing technology instead of technology working for us.  So, everything is done by paper at the moment.

The Graduate Coordinator for each area submits documentation (a department form, simple e-mail, letter or memo) per student or a compiled list. We are flexible about that.

Regards,
Sushma

__________________________________________________

[ULM Academic Logo]
Sushma Krishnamurthy, Ph.D.
Dean | Graduate School
318-342-1041 | krishnamurthy at ulm.edu
SAND 246 | 700 University Ave., Monroe, LA 71209

________________________________
From: La-cgs <la-cgs-bounces at lists.latech.edu> on behalf of Menon, Sanjay <Sanjay.Menon at lsus.edu>
Sent: Friday, June 6, 2025 5:12 PM
To: Ramu Ramachandran <ramu at coes.latech.edu>; Mary EdithStacymaryedith-nsula.edu <maryedith at nsula.edu>; la-cgs at lists.latech.edu <la-cgs at lists.latech.edu>
Subject: Re: [La-cgs] [EXT] Seeking Input: Processes for Certifying Completion of Comprehensive Exams

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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

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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

Follow me at: Twitter<https://twitter.com/DrMEStacy> | Facebook<https://www.facebook.com/pages/Dr-Mary-Edith-Stacy/324573430906712>

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