Grad Project Walkthrough

Here you can find everything you need to know about the process for completing your graduate project and submitting it to S-TESL. To help you navigate this page and find the information you need, use the sub navigation menu below to “jump” to the particular section you need.

Graduate Project Eligibility

S-TESL students who meet these requirements are eligible to submit a graduate project:

  • held a bachelor’s degree prior to the start date of the course. Official transcript(s) must be submitted to S-TESL by the end of the first quarter of study
  • earned at least a B grade in your course (‘B-‘ and lower grades are not eligible)
  • submitted a Graduate Credit Request Form (Evening/Online/One Week Intensive; 4-Week Intensive) by the end of the first week of class

*There are no exceptions to these requirements

Deadlines

The project due date is always at midnight PST one month from the last day of your class, even if the due date falls on a weekend or holiday. For example, if the class ends Nov 25, the project is due by midnight on Dec 25.

IMPORTANT TIPS BEFORE YOU BEGIN
  • Test your login right away. No need to upload anything at first, but you want to ensure you can access the system. If there is a problem, we will need time to solve it.
  • Do not wait until 11:45 pm on the due date to upload your project. If a technical problem arises, you’ll need time to solve it before your deadline.

What You Need to Submit:

You will be submitting 3-4 components. All project documents must be saved/converted into PDF format.

  1. Your graduate project assignment as a single PDF document. Do not break your project into multiple smaller documents as you will only be able to upload ONE document. The file name must contain your name, course number, and quarter studied. The course number for the 4-week intensive is ‘4wk’.(e.g., janesmith_930_FA11.pdf or bobstudent_4wk_Sp12)
  2. Your reflection sheet This is a two-page form, but again, it must be in a single PDF document. [click for Reflection Sheet Options] The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied. The course number for four week intensive is 4wk. (e.g. RS_janesmith_930_FA11.pdf or RS_bobstudent_4wk_Sp12)
  3. Additional supplemental material as may be required by your project assignment.
  4. Payment via Paypal.com only. You do not need a Paypal account to submit payment. Paypal allows you to pay quickly and securely.
Maximum file size for uploaded documents is 10MB.

Ready to submit your project?

First, gather your login information:
Your login information was emailed to you with the subject line IMPORTANT Access to the Graduate Project Upload Center. If you have lost your email you may be able to decipher your login information with the following information.
Login name:

your last name + course number [e.g. John Robert Smith’s in ELT 5530’s login = Smith5530] NOTE: special characters like dashes or apostrophes are eliminated. [O’Malley is written as Omalley, Ege-Zavala is written as Egezavala]

Password:

Your project due date in ddmmmyy format [e.g. 17oct13]

Continue to the Graduate Project Upload Center:

launch graduate project upload center

Technical Support

If you can’t find an answer in the FAQ section, or are experiencing problems with the Graduate Project Upload Center, please contact us at steslgrads@spu.edu. Technical support cannot assist with problems with document creation (creating PDFs, using a word precessor, formatting, image editing or compression).  Consult the many resources on the web, or your software manufacturer’s website for assistance with software issues.

Graduate Project assistance is available:

M-Th 9:00 am – 5:00 pm (Closed noon – 1pm for lunch) and Fri 9:00 am – noon.


Putting together your Reflection Sheet

All graduate project submissions must be accompanied by a reflection sheet in PDF format.

Your options for creating a reflection sheet are:

  1. Filling out the Reflection Sheet form in your course packet. or
  2. Creating your reflection sheet in a word processing document such as Word. or
  3. Use our online fillable reflection sheet. or
  4. Using the link to our online reflection sheet, use a service like PDFescape or PDFiller to complete and save your form. There may be fees for this service.

Edit This PDF Online With PDFescape

Using the reflection sheet form located in your course packet

  1. Fill out your course packet’s Reflection Sheet form. You’ll find this in the graduate project section.
  2. Scan the document. Be sure the document is scanned as a PDF, or you can convert the scanned document to a PDF. This two page document must be contained within a single file.
  3. The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied (ie. RS_janesmith_930_F11.pdf)
  4. Your document is now now ready to be uploaded to the graduate project center.

Creating your reflection sheet in a word processing document

  1. Using the Reflection Sheet form from your course packet as a guide, type out the reflection sheet using your favorite word processing program.
  2. If your word processor software has the capability, save the document as a PDF, otherwise, “print” as a PDF using an installed PDF writer like Adobe Acrobat, or CutePDF. (printing your document in this manner saves it to your hard drive as a PDF document.)
  3. The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied (ie. RS_janesmith_930_F11.pdf)
  4. Your document is now now ready to be uploaded to the graduate project center.

Use our online fillable reflection sheet

  1. Fill out the Online Reflection Sheet
  2. IMPORTANT! You cannot save the data you enter in this document. You must “print” the document using your installed PDF writer, such as Adobe Acrobat or Cute PDF. (printing your document in this manner saves it to your hard drive as a PDF document.)
  3. The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied (ie. RS_janesmith_930_F11.pdf)
  4. Your document is now now ready to be uploaded to the graduate project center.

Use a service like PDFescape or PDFiller

Visit either the PDFescape or PDFfiller sites.

For PDFescape
  1. If the Reflection Sheet doesn’t open automatically, choose ” Click Here To Use PDFescape Now Free!
  2. select “open” from the icons list
  3. select “load PDF from Internet”
  4. enter http://www.schooloftesl.org/forms/reflectionsheet.pdf in the URL field
  5. Complete the reflection sheet form online.
  6. Click the “Save and Download PDF” button (the green chevron button in the left column)
  7. The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied (ie. RS_janesmith_930_F11.pdf)
  8. Your document is now now ready to be uploaded to the graduate project center.
For PDFiller
  1. Select “from URL (any website)” radio button, and enter http://www.schooloftesl.org/forms/reflectionsheet.pdf in the “upload .PDF file” field.
  2. Complete the form and click “done”
  3. From the “What would you like to do?” menu choose “Save the form as a PDF (.pdf) file to your computer” and click “checkout”
  4. Pay applicable fees.
  5. The file name must contain the initials RS (for reflection sheet), your name, course number and quarter studied (ie. RS_janesmith_930_F11.pdf)
  6. Your document is now now ready to be uploaded to the graduate project center.

Grad Project FAQs

General Questions

May I submit a hard copy of my project or email a copy to the office?

No. We only accept graduate projects uploaded through our graduate project upload center. Projects submitted any other way will be rejected.

What if I’ve uploaded the wrong files?

You may upload the files, providing you’re uploading within 24 hours of your first submission. You must start the process from the beginning. Upload the correct files and re-submit payment. Email steslgrads@spu.edu to notify the office of your second submission. Our staff will refund the first payment within 2 business days and delete the incorrect upload.

Important things to keep in mind:

  • Your second upload shouldn’t occur more than 24 hours after your first upload. If you need to correct an error more than 24 hours after the first upload contact steslgrads@spu.edu for assistance.
  • Your second upload must still occur before your project due date. You will not be able to re-upload if your due date has passed.
Can I upload multiple projects at the same time?

No. Each project and payment must be submitted individually, using the login information provided for your specific class.

My project requires my instructor’s approval of the topic. What if he/she doesn’t respond to my approval request?

Contact steslgrads@spu.edu to direct your inquiry to a staff member who can assist you.

Submission Deadlines

What if my project due date falls on a weekend or holiday?

Your due date is always one month from the end of class. For example, if your class ends on November 25th your project is due on December 25th. It doesn’t matter if this date is a weekend or holiday, your project must still be submitted by midnight PST on this date.

What if I submit the project after the due date?

Once your due date passes the system disables your login.

What if I can’t meet the due date, but still am interested in doing the project?

Your deadline may be extended once for an additional 30 days. To request an extension, log in to the graduate upload center. A link will appear at the top of the upload screen. Click the link and follow the steps to request your extension.

Note: your extension request must be submitted before your original due date. Please do not call or email the office to request an extension. Seattle Pacific University graduate students are cautioned that requesting an extension may affect your program graduation date.

It is 11:45pm on my due date and I can’t get this to work. What can I do?

See above for “What if I can’t meet the due date and I still want to do the project”. Note, this solution does not apply to a re-write which must be submitted by midnight PST on your due date.

Technical Issues

How do I know my project was received by S-TESL?

After you’ve uploaded your project and completed the payment process, you’ll receive an email confirmation. There will be two separate emails: one to confirm your file upload was successful, then a second to confirm payment was submitted. We encourage you to view your upload at the upload center to ensure you’ve uploaded the correct files, and confirm the payment column is marked complete.

What if I experience computer problems?

We recommend beginning the uploading process early to solve problems before you’re up against your deadline. Avoid waiting until the last minute. We are not responsible for computer problems on your end and your project must still be submitted by the due date.

I’ve tried to upload my files but the process times out, or doesn’t take me to the payment screen. What’s wrong?

In most instances this problem is caused by over-sized files. The combined size of your project, reflection sheet, and supporting documents should be no more than 10MB. If your file size exceeds this amount you’ll need to find a way reduce that file size. Usually the most effective way to do this is reduce or eliminate images or graphic elements in your documents.Another common problem with upload time-outs is browser incompatibility. Opera, Chrome and older versions of browsers may not work, or experience time-out issues. The upload system works best in updated versions of Internet Explorer or Firefox.

I have my project as multiple documents in a folder, but when I upload it only accepts a single document from the folder. Why won’t it upload the whole folder?

Your project needs to contained in a single PDF document. If you have multiple files you’ll need to combine them into a single document. Do not upload a folder, and do not zip a folder to be uploaded. We cannot accept projects that are not contained in a single document.

What if I do not know how to create a PDF?

There are many video tutorials located on YouTube. Free and low cost options for PDF creation are readily available. PDF is the only format we will accept. It is your responsibility to learn how to convert your documents to this format.

What if I forget my password and login?

Your login information was emailed to you by an S-TESL administrator.  If you don’t have this information on hand see above in the Ready to Proceed section for clues on how to determine your login information.

What if the project upload center is down?

If a technical issue occurred during your upload please try again at a later time. Our system logs outages and we can check when service was unavailable. If a website outage impacts your ability to upload your project within your due date please contact the project administrator for assistance.

I’m having problems with my upload and the office is closed. Who do I call for assistance?

If the office is closed, call the next business day. Technical issues can occur which is why it is essential to not wait until the last minute to submit your project. It is your responsibility to ensure your project is successfully submitted by your due date. The only technical issues we can take into consideration are those we determine occurred on our end.

Can I email my instructor for technical questions?

Your instructor cannot answer questions regarding the project upload system. Please do not contact him/her for assistance.

Project Content

When is it appropriate to contact my instructor about my project?

You may only contact your instructor when your question pertains to the assignment. Your instructor cannot assist with technical questions regarding the upload site, answer administrative questions regarding the graduate project process, or let you know of the current status of your project in the project handling process.Keep in mind, your instructor cannnot be expected to respond immediately. Please allow for up to 5 days for a response.

How long should I expect to hear feedback regarding my project?

Allow at least 5-6 weeks for your instructor to read the project and for the paperwork to be processed. This timeline does not include time in transit after your results are mailed. Do not contact the office with questions about your project until this time has elapsed, we will only answer that your project is being processed and do not know the current status of your project in the project handling process.

I’ve passed, what happens next?

The S-TESL office will mail instructor feedback and documentation stating that the project has been approved for graduate status credit. Your transcript will not change. You must keep this documentation to prove that the nature of the credits has changed from post-baccalaureate credit to graduate status credit.

What if my instructor does not pass my project?

If your instructor does not pass your project the first time, you may re-write it. If a re-write is required detailed instructions will be emailed to you. Rewrites:

  • Are due in the S-TESL office three weeks from notification.
  • Require an additional $50 rewrite fee.
  • Have a firm due date. Extension requests for re-writes will be denied.

Payment Processing

What is the graduate project fee?

There is a $85 fee that you will pay via Paypal. This is a secure method of payment. You do not need to create a paypal account to pay in this way.

What if I inadvertently cancel the payment process before it is complete?

If you cancel your payment transaction before the process is complete you will need to start the project submission process from the beginning. Your project must be uploaded and payment submitted in the same transaction. Your project will be rejected if payment is not submitted at the same time.

Why does the Paypal transaction say “Training and Supervision Consultants”?

The School of Teaching ESL is legally known as Training and Supervision Consultants dba The School of Teaching ESL. Paypal requires us to use our legal business name on their transactions.

I don’t have a credit card, how am I supposed to pay?

If you do not have a debit or credit card, Paypal offers alternative payment methods, including the option to pay by e-check. Details are available at Paypal.com

I’ve uploaded my project. Can I mail the office a check, or call the office with my credit card number?

No. The only payment method for graduate projects we will accept is via Paypal. Your project will be rejected if the payment is not submitted via Paypal at the same time as the upload.