The Graduate School

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Information for Graduate Coordinators

In general, the graduate coordinator is the faculty member assigned by the dean or department chair to oversee the administrative aspects of a graduate program within the college/school or department. As a rule, coordinators will be current members of the graduate faculty and thus have a terminal degree in the discipline. As a graduate coordinator, you are the liaison between the graduate program and the Graduate School. You will be assisting with admissions, current student issues, registration, program changes, degree audits and graduation.


Application Process:

The Graduate School requires all applicants to submit an online application through our online system, Apply Yourself (AY). Students are required to create an application account before starting the application. The application does not have to be completed in one sitting, but maybe returned to at any point in the application process.


  • Application deadlines and requirements are posted on our Application Deadlines and Requirements website.


    • Recruit perspective students.
    • Review applications and convene with the admission committee within the college/school or department.
    • Sign applications to accept or deny admission. Applications should not be help longer than 10 days.


  • Assist in advising new and current graduate students.
  • Graduate students do not need or have registration PINs

Assistantships/Remission/Scholarships & Fellowships

The Graduate Coordinator is Responsible for making selections on which students will be received assistantship, scholarship and fellowship funds. Some duties below are handled by department admin's.


At the beginning of each academic year, the coordinator should send a request for additional assistantships to the Graduate School Dean.

The graduate coordinator will:

  • Oversee and approve preparation of HR 1.35 (forms for paying graduate students flat rates) and HR 1.60 for paying graduate students hourly rates.
  • Oversee and approve graduate assistantship agreements for all assistantships.
  • Enter in new or updated employee update request form, if required.
Out-of-State Tuition Remissions
  • The Graduate School has monies each semester to award out-of-state students a tuition remission. This money pays the difference between in-state and out-of-state tuition.
Student qualifications:
  1. Out-of-state student
  2. Has a graduate teaching or research assistantship
  3. Is making at least $2,000.00 for the academic year
  • At the beginning of each academic year, the coordinator should send any additional

The Graduate School has several scholarships and fellowships for graduate students.

Scholarships and Fellowships

The Graduate School has several scholarships and fellowships for graduate students.



Curriculum changes are processed one year in advance to give time to update the Graduate Catalogue and Banner before students begin the preregistration process. The current processes, forms and deadlines can be found on our curriculum request page.


Degree seeking and certificate students must apply for graduation in SeaNet. Deadlines and instructions for applying are on the Graduate School graduation website.

Assist in clearing students for graduation.
  • Review graduate student degree audits
  • Submit degree substitution/waiver forms
  • Notify Graduate School when students have completed exit requirements, ie., comprehensive exams, capstone, portfolio, defense, etc.


Several programs offer students the opportunity to earn academic credit in a work environment. The purpose of the internship experience is to provide students the opportunity to integrate practical experience with classroom learning.

Program Reviews



  • Reporting is available in the coordinator folder in the SSRS Graduate School reporting website.
  • Report requests can be made to David Childers ( for reports that do not currently exist.

Student Travel

The Graduate School funds travel opportunities not otherwise available to graduate students. These monies are designed to reward excellence in scholarship and increase the visibility of UNCW's graduate programs and research. Travel grants support student presentations of original, creative research or projects at conferences. Funds are limited and guidelines are strictly enforced. In the event of limited funds, preference is give to applications from students beyond their first year of graduate study who did not receive a travel award the previous year.
  • Report requests can be made to David Childers ( for reports that do not currently exist.

Thesis and Dissertation

Students in a program that require a thesis or dissertation

Transfer Credit