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Graduate Coordinator Training




Graduate Coordinator selection varies among each academic unit. Other than being a member of the graduate faculty, no other rules apply. The Graduate School recommends that a Graduate Coordinator hold their position for a minimum of two years for continuity and effective service. Additionally, the Graduate School recommends that the Graduate Coordinator also serve as the unit’s Graduate Board representative.



Duties and Expectations

The Graduate Coordinator’s position is critical to the administration of graduate programs at the University of Maine. This individual is often the initial contact for prospective applicants inquiring about UMaine’s graduate programs. In many academic units, the Graduate Coordinator is also responsible for advising new graduate students until committees are established. Other duties may include:

  • Point of contact for current applicants
  • Point of contact for admission decisions
  • Point of contact for graduation documentation

For those responsible for communicating with applicants and prospective applicants, we ask that you commit to the following:

  1. Responding to email inquiries within 2 business days
  2. Using the TargetX BCC function on all communications with applicants
  3. Connecting with Fiona Libby, Director of Graduate Recruitment as necessary
  4. Assisting prospective students in matching with potential advisors if that is part of the admissions process for your academic unit
  5. Make a plan for who will respond to inquiries when you are out of the office




Curriculum Committee consists of the Associate Vice President for Graduate Studies and Senior Associate Dean of the Graduate School, a representative from each college, the Library, and Student Records. Meetings occur once a month during the academic year to review graduate course proposals. Course proposals require the final approval of the Graduate Board.

Executive Board is the advisory board of the Graduate School.  The board meets once a month during the academic year to review issues impacting policies and procedures as well as to make rulings on exceptional cases and resolve individual issues and academic appeals.

Graduate Board consists of the Graduate School’s administrative leadership, faculty members elected by the faculty from each academic unit, the President of the Graduate Student Government or his/her designee, the Board of Trustees’ graduate student representative, and the the University of Maine’s Faculty Senate President or their designee.



Important Graduate School Policies

The following are general policies and guidelines related to graduate students. For in-depth information, refer to the Graduate Policies & Regulations.
Graduate catalog updates

  • Requests for grad program edits are sent out in March, departments should return edits by May.
  • Program proposals or modifications need to go to Executive Committee, then be approved by the Graduate Board.
  • Course proposals or modifications need to go to the Curriculum Committee, then be approved by the Graduate Board.

Full-time, part-time, and maximum credit policies

  • Full time is 6 or more credits.
  • Part time is less than 6 credits.

Add-drop policies

  • University policy generally rules out adding any course after the first week of classes during the regular semester or after one day in summer session. 
  • Drop actions (without academic penalty) will be accepted on the signature of the student’s advisor during the first five weeks in a regular semester or the equivalent in a summer session; and thereafter, “Drops” will be considered by the Graduate School only after consultation with the advisor. 
Accelerated program policies
  • 4+1 students can begin taking graduate-level courses in their Junior or Senior year. Not only will they graduate with both bachelor’s and master’s degrees, but they can also save a year of tuition and for most programs, their undergraduate aid and scholarships continue to cover part of their graduate classes. 

Transfer credits

  • Master’s students may transfer no more than six (6) hours of credit for graduate-appropriate work taken beyond the bachelor’s degree at other institutions, subject to the approval of the student’s program committee, for appropriate courses completed prior to admission. 
  • For students in doctoral or other terminal degree programs, no more than 50% of the credits applied toward the degree may be accepted in transfer, subject to the approval of the student’s program committee, for appropriate courses completed prior to admission. Requests for acceptance of additional credits must be filed on a Request for Exception to Regulation


Graduate Student Funding

Graduate student funding can be an essential requirement and a potential barrier for applicants choosing to attend UMaine. For those who receive university support, proper documentation is key. All students awarded university support must be issued a letter from the department using this award letter template

A Graduate Assistant Appointment Form (GAAF) must be submitted for any student receiving an assistantship (working 20 hours per week). Faculty will work with their Financial Managers to prepare and submit the form to the Graduate School before July (fall), November (spring), and April (summer) respectively.

Please submit copies of award letters and appointment forms to

Fellowship letters and forms

  • Graduate coordinators need to complete the fellowship letter and signed forms and submit them to Kathleen (if any accounts involve the Graduate School) or department financial personnel for entry into MaineStreet Marketplace (if the position is strictly grant or department funded).
  • Student needs to be registered and submit a W9 prior to payment processing
  • Submit fellowship forms by June 30 (fall) and October 31 (spring/summer).



Graduate Student Health Insurance

All full-time domestic graduate students (enrolled in 6 or more credits) and international students (regardless of the credit load) must be enrolled in health insurance. Students may have private insurance or obtain a UMaine policy. Currently, there are two insurance plans offered by UMaine:

  • SHIP- domestic undergrad or grad (not supported on GA or fellow) enrolled full-time in Fall.
  • GA/Fellow/Int’l plan for all international students as well as grad students receiving assistantship or fellowship support.