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