Post on 16-Dec-2015
All-Hands Graduate Student & Advisors Meeting
Graduate Students 21 Continuing MSc students
5 New MSc students Melanie Alvarado with Dr. Eric Bortz Evan Anderson with Dr. Loren Buck Jessica Faust with Dr. Doug Causey Natalie Rouse with Dr. Eric Bortz Hugo Villavicencio with Dr. Frank von Hippel
5 current PhD students
Expectations of Graduate Students As a graduate student, you are a candidate for a
profession degree It is your responsibility to be in primary charge of
your degree, and to request assistance and guidance when needed, so that your graduate research program is successful.
Maintain familiarity with degree requirements and timelines Ensure all requirements are met in a timely fashion Maintain good standing in the program
Three layers of requirements Graduate School
Sets general policies for all graduate programs on campus Oversees graduate student concerns with programs Handles graduate student insurance issues Issues final approval of graduate theses
UAA Course Catalog, Chapter 12 Annual Graduate School Welcome & Resource Fair (9/17)
Graduate School Dean: Dr. Helena Wisniewski Associate Dean: Dr. David Yesner Director: Elisa Mattison Website: http://www.uaa.alaska.edu/graduateschool/
Three layers of requirements Departmental Requirements
Coursework required Departmental level paperwork and policies UAA Course Catalog, Chapter 12 Graduate Handbook
Graduate Affairs Committee Dr. Jenn Burns, Chair Drs Doug Causey, Frank von Hippel, Bjartmar
Sveinbjornsson, and Don Spalinger
Graduate Affairs Secretary Rachel Lee
Three layers of requirements Graduate Student Committee
Sets specific coursework requirements via GSP
Approves thesis research proposal Tracks progress through annual meetings Approves final thesis Helps student successfully navigate
degree
Departmental Policies: GSC In your first semester, you must set up Graduate
Student Committee Graduate Committee Assembly Form
Minimum: 3 members, 2 from department Lead advisor must be tenure-track departmental faculty Advise and guide you through research Committee composition can change over degree
Select a graduate committee that can help you assist you complete your degree
Keep your committee apprised of research progress, challenges, changes to plans etc.
Expectations of the Advisor & GSC Provide guidance to the student about requirements
Provide training in how to conduct and disseminate scientific research
Meet regularly to review research progress, and assist the student in making timely progress through the degree
Provide financial / logistical support the student’s research project
Provide critical review of students products in a timely fashion
Review and approve the thesis, including initial proposals, and administer and assess the thesis defense.
Departmental Policies: GSP First semester Requirement:
Complete Graduate Study Plan Form (departmental form on website) Coursework plan for degree Mix of required & elective courses Reflects catalog @ entrance or exit
Complete @ committee meeting, and return to Rachel Approved plan maintained in Degree Works Student held to approved plan at graduation
Graduate Study Plan Course Requirements starting Fall 2013
BIOL 601: Experimental Design & Statistics Or 604: Exp. Design for Cell/Molecular
BIOL 605: Graduate Proseminar (F’ 15) BIOL 606: Advanced Analysis & Interpretation (or
equivalent) At least 1 credit in each of BIOL 698 & 699 9 additional 600-level science credits Electives to bring total to 30
Registrar checking coursework against GSP at graduation
Departmental Policies: Thesis proposal Within first year, must complete a thesis proposal
Guidelines outlined in handbook Should include background literature review Outlines the main research question and methods to be used Touch on conclusions that will be drawn
Proposal to be reviewed and approved by your graduate committee. Once committee approves, turn copy in to Graduate Secretary
Research outlined should generate data sufficient for at least one peer-reviewed scientific publication
Expectations for graduate level research As the lead researcher for your degree, we expect
you to: Become familiar with key literature in your research
area Fully understand the hypotheses and methodology that
you will use in your research Ensure that you have all required permits and trainings
Conduct laboratory and field work necessary to address research questions Maintain good records (lab notes) of your work
Appropriately analyze the data collected Write up your findings in appropriate format
turn over all notes/data/results at the end of your degree
Required Trainings Lab Safety Training to get access to building
Read Chemical Hygiene plan Complete required online modules
Research specific Lab Safety trainings SOPs
Prior to working as TA Lab Instructor briefing Online FERPA training Title IX training
IACUC training if working with vertebrates IRB training if working with human subjects Radiation safety training (& refreshers) if working around radioisotopes
Annual Committee Meetings At least once each academic year, hold
a meeting with your Graduate Committee Complete Annual report of student
progress Form requires documents from the student
& evaluation of progress by committee Turn completed, signed form in to Graduate
Administrative Assistant (Rachel) Keep a good paperwork trail
Continuous Registration All graduate students must be
registered for at least one graduate credit per academic semester (F, Sp) Exception: on an approved leave of
absence
If not continually enrolled, can be dropped from the program
“Good Standing” Have completed all paperwork required to date (based on time in
program) Any deficiencies noted at the time of admission must be cleared in the
first year Maintaining adequate progress, as reflected on Annual report Be continuously enrolled Maintain 3.0 GPA
Must be in good standing to be eligible for funding opportunities & TA-ships
If not in good standing, can be dropped from the program Notified in semester that lapse occurs If plan to correct is not in place by the end of that semester, the student
will be force dropped from the program
Records Check We have updated departmental files and
records to reflect what is currently on file Check status sheets
PhD students – Please provide office with copies of all
UAF paperwork Check in with Rachel to update your file
Approaching Graduation File application for graduation the
semester you intend to graduate $50 fee Can be rolled to next semester ONCE
Will initiate a degree audit by the registrars office
The Thesis Thesis formatting guidelines provide by
the graduate school Updated regularly Follow the current version EXACTLY Regular trainings and online help
The final thesis needs to be uploaded online
Thesis format Can write thesis in single monograph
style or in manuscript style
Monograph style – one long document, with a single abstract, intro, methods,… Not often used in Biological Sciences
Thesis format Manuscript Format
Each chapter represents a manuscript Must ALSO have general thesis introduction
and an overall conclusion
For data chapters Student must be lead author on the paper Submitted papers that are part of the thesis
should be approved by GSC committee & all co-authors prior to submission for publication
Thesis submission Once complete, your advisor should read and review thesis for :
Content Grammar & Style Formatting
Once approved by advisor, submit thesis for review to committee Must be a minimum of 2 weeks in advance of thesis defense Committee members also review above issues, and suggest
changes as necessary Committee signature on thesis indicates that they approve the
content etc. as written
Process can be done independently for individual chapters, but must also be followed for the thesis entire
Thesis defense At least 2 weeks in advance of the
planned oral thesis defense, you must: Provide copy of thesis to all GSC members Schedule time & room for defense
Work with graduate affairs admin Provide copy of thesis title and abstract Preferred in Departmental seminar slot (3:30
F)
Defense must occur during academic year
Public Thesis defense Thesis defense
~45 minute seminar open to the public Can be organized in ‘chapters’ or monograph style
Introduce background and thesis research Describe methods used Present results Draw conclusions What you did, why you did it, what you discovered & how
it is important
Entire presentation should be able to be understood by a senior undergraduate biology student
Followed by Q & A period
Private portion Separate ‘closed’ door defense with thesis
committee Committee can ask additional questions,
request justification of methods etc Changes to the written thesis may be
required based on committee review of written thesis and/or oral defense
Complete and submit the “Report on Thesis/Dissertation Defense” Form
Additional Approvals Once thesis approved by entire GSC there is still more
to do… Departmental approval
thesis meets department requirements College approval
thesis meets college/school requirements Graduate school approval
thesis conforms to university formatting requirements, abstract is readable to a non-specialist; thesis is acceptable to UAA
Submission online
Each take ~ 2 weeks
Graduation Deadlines Fall 2014
Dep’t: 2 CAS: 11/26 GS: 12/10
Spring 2015 Dep’t: 3/13 CAS: 3/27 GS: 4/10
Summer 2015 Dep’t: 6/12 CAS: 6/26 GS: 7/10
Other issues Appointment letters:
Issued before the start of each semester or summer
Read carefully Turn in on time & follow up
If required to complete timesheets, it is your responsibility to do so in a timely fashion
Other Issues Travel
Any travel related to your work as a graduate student must be covered by a travel authorization (TA) Insurance only travel still done with paper TAs
New online Travel Expense Management System (TEMS)
Get travel authorized prior to ANY expenditures Complete expense report within 2 wks of travel
completion
Other Issues Personal reimbursements for work
related expenses Try to avoid using personal funds for work
related expenses Have your advisor purchase with their
ProCard Get a LPO issued
Employee reimbursement forms must be signed by grant PI, and department
Graduate Student speaker Students can select a speaker for
departmental seminar series & we’ll bring speaker to campus Coordinate request with Dr. Doug Causey
Upcoming student deadlines Teaching Assistantships
Spring TA-ships due 10/1 New applications Renewal forms
Must be in “good standing” Must have teaching evaluation by instructor If you do not intend to continue as TA in
spring, you MUST meet with Dr. Rainey
Upcoming admissions deadlines Application for admission to the program
Spring: November 1st
Fall: March 1st
GPA > 3.0 &/or General GRE exam w/ 70th% or better in 2 of 6 areas Subject exam not required Scores MUST be received prior to admission
TOEFL exam scores if English is second language 3 letters of recommendation Statement of interest Willing faculty advisor
Letter from advisor must indicate level of support available to the student / project
Questions / Concerns? Your research & career
Your advisor &/or GSC
Departmental policies about graduate studies or concerns about your advisor or GSC Grad Affairs Committee
If not comfortable with either of the above Departmental Director, Dr. Fred Rainey
Policies about pay, travel, etc. or Status of graduate paperwork / good standing Administrative assistant / Grant technician