GPO Toolkit


Toolkit for Graduate Program Officers

Roles and Responsibilities of the GPO

The Graduate Program Officer (GPO) serves to administer graduate programs and as a liaison to the Graduate School.  The role of the GPO is critical to the mission of the Graduate School, which aims to enhance the quality and diversity of the graduate student body by attracting candidates with the potential for academic and professional success; fostering the development of researchers and scholars; advancing knowledge and expanding the curriculum; and enhancing faculty development and scholarship.

Typical responsibilities may include: enrollment management; recruitment (including underrepresented groups and international candidates); admissions; assistantship management; program level practices; matriculation management; graduate placement; program assessment; and student recognition.


  • The Graduate School no longer requires the GRE or GMAT. Minimum requirements, if any, should be determined by the program to which the student applies.
  • Requests for an exception to admissions policies must be made in writing to the Graduate School and a justification provided.
  • Successful applicants should have at least a 2.75 GPA on all undergraduate, 3.0 GPA on all graduate, course work at an accredited United States institution.
  • Applicants whose native language is not English must submit: 1) TOEFL scores of at least 550 on the written test (213 on the computer-based test); 2) 79 on the Internet Based Test with at least 16 in each section; or 3) IELTS overall band score of at least 6.5. Applicants who do not meet the minimum English proficiency requirements may not be on a Graduate Teaching Assistantship working closely with students in a teaching capacity.
  • Applicants for admissions must submit one official transcript of all undergraduate and graduate-level study from each school previously attended.
  • Domestic applicants who have been admitted provisionally for one semester—pending receipt of transcripts or pending receipt of the GRE or GMAT (if required by the department). This classification cannot be used by international students, who must submit official transcripts and satisfactory scores on all required examinations before they are admitted.  Once the applicant has completed the admission requirements, the department must return to their application to recommend full admission.
  • With departmental approval, admission to the Graduate School is valid for up to one year.  If an applicant would like to defer to a later semester, the department GPO should notify the Graduate School with approval.


  • MS/ PhD committee requirements
    • Master’s: 3 members, 2 of which, including the chair, must be Graduate Faculty.
    • Doctoral: 4 graduate faculty members, 3 of which, including the chair must be level 2.
  • Registration – Students can register themselves until the 5th class day (Fall & Spring term, 2nd class day in Summer)… after that the Department/Graduate School can register them until the 15th class day. Any adds after the 15th class day, will require a workflow. The Graduate School will need the following to initiate the workflow:  the student’s Banner ID / AU email, the CRN of the  course, the instructor’s email and how many hours needed. Retroactive adds or drops for a past term will require a schedule adjustment form.
  • Plans of Study: Due the term prior to the student’s anticipated graduation.
  • Doctoral Students’ Forms : Several forms are due during different semesters, check workflow for complete details
  • GPA Calculator
  • Leave Form
  • Academic standing – A 3.0 GGPA is required for good standing. Students below 3.0 go on Academic Probation; they have two consecutive terms or 11 hours to bring the GGPA back to 3.0; if not, they are suspended.  Suspended students need a departmental approved remediation plan by the 1st day of class to continue.  NOTE: Any course with a grade below a “C” MUST be repeated.  Note:  Students on probation will not be eligible for the full tuition waiver, only the out-of-state waiver.  Students who are suspended do not qualify for assistantships.
  • Loan Deferment – Students who have completed all course work but need to be listed as Full Time (cannot be registered for graded courses to qualify for loan deferment ) should complete the Deferment Form.  Graduate students must be registered for at least 5 hours or use the Loan Deferment Form to qualify for student loans or defer loans.   International students are not allowed to use this form.
  •  Continuous Enrollment – Students must be enrolled two out of three terms per academic year. Students who do not register for two consecutive terms will have to be readmitted using the Readmission Form.  Readmitted students are charged the enrollment fee ($450) for each term they should have been registered.
  • Advisor access in Degree Works and Banner – If you view your students in Degree Works or Banner, you will need to be added as an advisor on SGAADVR. For an advisor to be listed in Degree Works, the department course builder makes the change in BANNER through SGAADVR.
  • IN , IP and NR grades – All  Incomplete (IN), In  Progress (IP) or Not Reported  (NR) grades need to be cleared within 6 months or be converted to an F.  All grade changes are submitted via Work Flow.
  • Required courses –  All required courses must be taken, or the department will need to send a substitution request to the Dean for approval.


Contact us for more information:

Email:      Phone (334) 844-2125

Last modified: October 11, 2018