Message from the Dean
Colleagues and Friends of Graduate Education, 
I hope the Fall 2017 semester has been smooth and productive thus far. We were delighted to welcome our new graduate students at the New Graduate Student Orientation on August 14th. Over 250 graduate students participated in the opening session and breakout workshops. We hope to get them off to a good start on their academic journeys at UHM. In addition to our programming for graduate students, we launched a new professional development workshop series called “Graduate Chair Matters.” This is a spin-off from the series launched a number of years ago in the OVCAA called “Leadership Matters”. We continue to partner with Academic Affairs and Student Affairs colleagues to support department leaders in the important work that they do. Stay tuned for more workshops this coming Spring.
OGE is also continuing to work on graduate recruitment efforts. We have received program “blurbs” with contact information for all of our programs and have put together college/school recruitment sheets for distribution at graduate school fairs (locally, nationally, and internationally). Thanks for your contributions! We are working with ASUH on the upcoming 2-day Graduate Fair. The dates are Thursday October 26th (in the Campus Center Ballroom) and Friday October 27th (in the Campus Center Courtyard) from 11 a.m. – 2:00 p.m. on both days. We hope that we will see your graduate programs represented at the graduate fair to help recruit our undergraduate students to attend graduate school.
As always, please keep us informed of your graduate program news, invite us to any events that would be helpful and informative, and send us any announcements or photos for us to share on our OGE webpage or Facebook page. We are partners in this endeavor and will continue to facilitate graduate student and graduate program success.
With Warmest Aloha,
Krystyna Aune


Graduate Professional Series for Students

We provide student support through orientation, training, and professional development programs designed for graduate students. We are seeking collaborative partners for Spring 2018. Contact OGE to discuss opportunities to collaborate on future professional development workshops. 


New Graduate Student Orientation (NGSO)

The New Graduate Student Orientation (NGSO) was held on Monday, August 14th from 9:00AM to 12:30 PM at Campus Center Ballroom. There were  269 attendees from over 60 graduate programs, with Nursing, Second Language Studies, and Theater having  the most attendees represented. Over 60% of the attendees were Master’s students, and a little over 10% were doctoral students. The agenda included welcome messages from UHM administrators and GSO president, and a briefing on the importance of Title IX policies and protections.  Six concurrent workshop sessions were offered:  academic writing; mentoring relationship development; international student concerns; graduate study expectations; and funding graduate education.  A resource fair was added to this year's orientation.  15 programs and student service representatives welcomed our students.  A $500 scholarship was awarded to a lucky graduate student from a drawing at the resource fair.  

More than 88% of the attendees agreed or strongly agreed that overall the orientation was helpful.  We encourage departments to continue to promote NGSO, in addition to your department-specific orientation. Both types of orientations positively impact our first impressions to our new graduate students. Save the tentative date for the 2018 NGSO, August 13, 2018.  If your department would like to get involved in NGSO, please contact us!    

OGE's Open House

Mahalo to those of you who stopped by OGE’s Open House on September 7th.  We enjoyed the opportunity to chat with graduate chairs and program assistants and hope you found it useful. We plan to make this an annual event! 

Graduate Chair Information

Title IX Online Training

Title IX TrainingWith the start of a new academic year, this is a friendly reminder about Title IX resources and online training for faculty and most recently, for students. Please share the information below with your colleagues and students. There are separate trainings for both groups.
In case a student reports to you or your colleagues, concerns or a memory of an upsetting experience resulting from the training, the training can be stopped at any time. Please recommend they contact any of the resources below for help. 

Office of Gender Equity - Confidential advocate
Email: or Phone: 808.956.9499
Located in QLCSS 210

UH Mānoa Office of Title IX
Email: or Phone: 808.956.2299
Located in Hawaii Hall 124

Counseling and Student Development Center 
Phone: 808.956.7927 
Located in QLCSS 312

Affiliate Graduate Faculty

New nominations and renewals of appointments for all affiliate graduate faculty may now be considered for up to 36 months, as appropriate. This is a change from appointment periods limited to 12 months at a time as indicated on the non-comp PNF. A memo with further information is being sent to all graduate programs, HR and Personnel offices.

Change in Level from Masters to Doctorate​

The procedure to allow students to change from a master's degree to a doctoral degree in the same discipline without graduating first has changed. This change creates a more equitable process for both domestic and international students and creates an official record of the student's choice to change their level.

University Representative 


A revision to the policy for University Representatives is currently being distributed in a memo and has also changed online. A University Representative (UR) serves as a liaison between the Office of Graduate Education (OGE) and a doctoral student’s committee (optional for Master’s Plan A).  View updated Committee Policy webpage.

The revised policy states: 
"Committee chairs must ensure that the UR is indeed an individual who is at “arm’s length” from themselves and the faculty in the student’s graduate program. Partners and spouses or faculty who may be related or were formerly related, may not serve in roles of chair and UR on the same committee."

Guidelines for Establishing Academic Contracts and Agreements

There are new procedures for establishing any academic contracts and agreements. All such contracts must be reviewed by the Office of the Vice Chancellor for Academic Affairs (OVCAA) and signed by the Chancellor. All international agreements must also be reviewed by the Office of Export Controls (OEC). Please see the guidelines for establishing academic contracts and agreements for more information. 

Best Practices for Managing Risk in
Off-Campus Activities

This is a general list of best practices for off-campus activities and managing risk from the UH Mānoa Office of Risk Management. Please contact them at any time with specific questions by submitting a Request Assistance Form

Field Trips: 
Group learning activities outside of regularly scheduled classroom

  • Obtain departmental approval where appropriate
  • Participants should include only enrolled students, employees, and UH volunteers
  • Visit the field trip site prior to the trip or have sufficient knowledge of the site to ensure the site is safe for participants and suitable for the desired learning objectives
  • Provide students with an instructional agenda, health/safety information, and student code of conduct
  • Plan for emergencies (in case of auto accidents/breakdown, injury or illness of participants, weather related emergencies, etc.)
  • Ensure that all participants sign a UH waiver prior to the field trip (
  • Provide an alternate assignment for students unwilling to accept the risk of participation
  • Maintain a roster of participants w/emergency contact information w/ the campus department
  • Ensure students are provided an emergency contact number
  • Familiarize students with the site and surroundings. Warn students of any known hazards.
  • If the owner of the field trip site requires UH to provide proof of insurance, contact the Office of Risk Management
  • Transportation:
    • UH vehicles and rental vehicles should only be driven by UH employees
    • Report all accidents/damage in a timely manner
  • Report accidents/incidents to your department head and ORM

Internships/practicums/clinical experiences:
  • Visit the placement site or have sufficient knowledge of the placement site to ensure the site is safe for students and suitable for the desired learning objectives
  • Establish an agreement between UH and the placement site.
    • Consult with the Office of General Counsel for contract review
    • Consult with the Office of Risk Management for insurance language review and requests for proof of insurance
  • Students should be advised on their responsibilities, learning objectives, and practical guidelines with regard to the student’s safety and accident prevention
  • Ensure students sign a UH waiver prior to commencement of the internship/practicum/clinical experience
Access additional information about off-campus experiences in a foreign country (  ORM highly discourages travel to locations listed on the U.S. State Department Travel Warning List website.

OGE Supplemental Document Upload System

All Graduate Chairs are defaulted as program administrators for this system. They're the only ones who can add/delete users for their own program. Instructions to use this system can be found in CMS, the OGE internal system for this and other program specific information. 
The supplemental document upload system is open for Spring 2018 and Fall 2018 application materials! With the addition of this new way to collect program specific application materials digitally, it is also a good time to review procedures and all forms you require your applicants to submit. In particular, if any of your forms are still requiring an applicant's social security number, please request their UH ID# instead. Social Security Numbers are personally identifiable information that should no longer be requested as part of application materials. Including their name and UH ID# on all forms allows us to distinguish applicants with similar names. Each applicant is provided with an ID# upon submission of their application. 

Access Supplemental Documents
Share news, pictures, and stories! If you have news of an award or recognition received by a student in your program, submit information to

Mahalo to Kaiwipuni Lipe, PhD, Hawai‘inuiākea School of Hawaiian Knowledge for her guidance and help in suggesting a symbolic title that best represents the spirit and intent of this e-newsletter. 

Pū‘olo photo credit: © Penny Kaela Baue

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