GRADUATE HANDBOOK TEMPLATE INTRODUCTION Why is a graduate handbook ...

GRADUATE HANDBOOK TEMPLATE INTRODUCTION Why is a graduate handbook important? Graduate school can be a daunting experience as students are overwhelmed with a new environment and expectations. They are presented with extensive but important information in a short period of time. In surveys of graduate students, they often report confusion about the expectations and requirements of their program. It is important that each program offering a graduate degree develop a graduate handbook that makes these expectations and requirements as explicit as possible for students. The Graduate Handbook Template contains the essential features of a program. The Template contains twelve sections that address essential topics and concerns about graduate education. Each section begins with a brief description of the “Purpose” of the section and includes a list of “Policy Recommendations” and “What to include.” We have drawn heavily on the Graduate Handbook Template developed at Michigan State University and reviewed Graduate Handbooks developed by several departments on campus to create this template. The Handbook should be given to all entering graduate students. If it is not given as a hard copy, the Handbook may be provided on a Web site; students should be provided with the url in writing, and the site should have a print-friendly version for those students who want to have a hard copy. Departments should annually review the Handbook to ensure the accuracy of information provided to entering students. Out-of-date handbooks increase the stress of entering students. Graduate Handbooks must be consistent with University and Graduate School policies. Departments/units should consult current versions of the following and may consider incorporating some of the following into sections of the handbook as appropriate or referencing these items in appendices: • • • • Degree Programs http://gradschool.missouri.edu/programs/index.htm English Language Assessment and Services http://pet.missouri.edu/taita_dev/ita/ita.htm Guidelines for Good Practice in Graduate Education http://gradschool.missouri.edu/catalog/guidelines.html Rights, Privileges and Responsibilities of Graduate Assistants and Fellowship Recipients http://gradschool.missouri.edu/catalog/rpa_grad.html GRADUATE HANDBOOK TEMPLATE I. PROGRAM OVERVIEW Purpose: This section provides an overview of the program by making the goals and objectives of the Graduate Program explicit for graduate students. It clarifies the expectations that faculty have for new students and may provide a description of the organization of the department/school and the physical facilities. This is an opportunity to explain the mission of the program and how the mission is accomplished. What to include: • • • • Explain how the graduate training/education provided by the program is connected to the appropriate disciplinary practices and goals. Make explicit the expectations of the program, including attendance at “brown bags,” dissertation proposal and defense presentations, professional meetings, job talks by candidates for positions in the department, and service opportunities. Make explicit any expectations about demonstrable mastery of the subject matter at the different stages of the program. Selected quotes from current students and/or faculty that demonstrate the mission of the program. II. PROGRAM COMPONENTS Purpose: This section provides an overview of the main components of the Degree Program, including the available options (e.g. thesis and non-thesis, minors, specializations). What to include: • • • • Describe options for specializations, collateral fields, certificates, minors, dual degrees, interdisciplinary programs. List requirements for qualifying and comprehensive exams. State goals and purpose of the qualifying/comprehensive exams, required course work and the thesis/dissertation. Describe the plan of study and how it relates to the program components. III. DEGREE REQUIREMENTS Purpose: After the main components of the program have been described, the requirements for the successful completion of these components should be specified in this section. What to include: • Provide a comprehensive list of requirements for each program, including any laboratory rotations, internships or apprenticeships, language requirements, research/research credits requirements, teaching requirements, publication submission requirements, course requirements, and admission and candidacy requirements. Explain what is meant by being admitted on probation to the program and identify any deadlines for completion of any remedial work referred to in the probationary acceptance. Explain credit hour requirements, number of hours required to be a full-time student, number of hours required to hold an assistantship, transfer of credit policies. Explain degree program forms and the dates they are due to the Graduate School. Describe the English-language proficiency requirements for international students (see the PET site for details: http://pet.missouri.edu/taita_dev/ita/ita.htm) Prepare a table that outlines the requirements, their due dates and time limits. Provide a year-by-year synopsis of the degree program(s). Explain any residency requirements. Provide a description of doctoral candidacy and continuous enrollment. Explain the process for waiving, testing out of equivalent courses or substituting alternate courses. Provide a checklist of university/college/department/school/Graduate School forms and deadlines and explain how they relate to the procedures for graduation. • • • • • • • • • • IV. SELECTION OF THESIS/DISSERTATION ADVISER Purpose: Graduate student success is dependent on positive mentoring experiences with an adviser. It is important for departments to develop policies that ensure that every student has a faculty adviser early in the process and that this is a relationship conducive to a successful academic experience. This is particularly important when permanent advisers are not selected until later in a student’s program or when students participate in several rotations in their first year. In addition, it is important to clarify the roles and responsibilities involved in the adviseradvisee relationship consistent with Good Practices in Graduate Education (GPGE). http://gradschool.missouri.edu/catalog/guidelines.html Policy Recommendations: • • • • • The timeline for the selection of a permanent adviser will be specified. Appropriate advising, supervision and mentoring will be provided to entering students before a permanent faculty adviser is identified. Departments and advisers should be particularly sensitive to the fit of adviser-advisee relationships (e.g. culture, non-traditional students, underrepresented students). The department will establish procedures to help incoming graduate students select a faculty adviser. The department will establish guidelines and expectations for successful faculty mentoring consistent with Good Practices in Graduate Education. What to include: • • • • • • Describe the qualifications necessary to serve as a thesis/dissertation adviser. Describe the role and responsibilities of the thesis/dissertation adviser (GPGE). Describe the role and responsibilities of the advisee (GPGE). Describe the responsibilities of the student, the department/school and of the adviser when the adviser leaves MU before the student completes his/her degree program. Describe the process to follow when a student and/or faculty adviser can no longer work together. Provide information about how to select a permanent adviser and how to change advisers if that becomes necessary. V. FORMATION OF THE PROGRAM COMMITTEE Purpose: Program committees actively participate in the activities of the graduate student. Departments need to develop policies that establish program committees for students early in their studies and with members who will provide appropriate mentoring. This section should specify the function and composition of program committees. Policy Recommendations: • The department will establish a timeline for forming a program committee. • The department will advise graduate students on selecting the members of their program committee with the advice of their adviser. What to include: • • Describe the function of the program committee. Provide instructions on how to form a thesis/dissertation committee including deadline, number required, minimum number of faculty from inside the program/major and number allowed or required from outside the program/major, forms to be filed, departmental expectations how committee members are to be asked to serve on the committee. Provide information on how to change the composition of a committee. Provide information about who can serve as member of program committees, including faculty outside the student’s program or department/school and the responsibilities of the committee members. Provide information on how to complete an interdepartmental transfer. • • • VI. THESIS/DISSERTATION DEFENSE AND FINAL ORAL EXAMINATION Purpose: The thesis/dissertation is the final work in a student’s graduate degree. This section should specify policies that ensure professional standards are met in the written product and oral defense. In addition, this section makes explicit the procedures students follow in writing and defending this work. Policy Recommendations: • Departments should encourage graduate students to electronically submit their thesis or dissertation to the Graduate School. What to include: • Define the nature and scope of the thesis/dissertation. • Provide any information about department and style requirements and include the url for “Guidelines for Preparing Theses and Dissertations.” http://www.missouri.edu/~gradschl/etd.html • Specify timelines for submitting the dissertation to the committee, announcements of oral exams, etc. • Describe the nature of the defense (e.g. format, types of questions asked, who will be present, how pass or fail is determined, number of committee members who must pass). • Describe general guidelines for writing the thesis/dissertation (e.g. topic selection, research prospectus, prospectus meeting). • Make explicit any requirements and/or expectations concerning the publication or submission of research that constitutes or is part of a thesis or dissertation. VII. DEPARTMENT POLICIES: ACADEMIC PERFORMANCE Purpose: Departmental expectations regarding academic performance need to be explicit for students. This section provides a description of the policies regarding the definition of satisfactory progress and a reasonable rate of progress. It also specifies the policies regarding the annual review of graduate students, probation, extensions, dismissals and appeals. Policy Recommendations: • • Departments are encouraged to use the online assessment for annual reviews of graduate students to facilitate the generation of reports and the tracking of graduate student progress. Departments should develop a policy limiting the number of outstanding incompletes a student may have on his/her record and still be considered to be making “satisfactory progress.” What to include: • • • • • • Define what is considered to be a “reasonable rate of progress” and “satisfactory progress.” Provide information about the annual review process (e.g. what information is collected, how it is collected, who reviews the information, function of annual review, feedback provided to students). Explain the policy for grading comprehensive/qualifying examinations and the policy for any remediation in case the student fails the exams or part of an exam. Provide criteria used for probation and dismissals resulting from academic deficiencies, including cumulative GPA, number of grades below 3.0 and number of failed attempts to pass qualifying exams and comprehensive exams. Explain the procedures for requesting an extension when there has not been a reasonable rate of progress. Explain the process for appealing a dismissal from the program to the department and then the Graduate School. VIII. DEPARTMENTAL POLICIES: RESPONSIBLE CONDUCT OF RESEARCH Purpose: Students learn the responsible conduct of research and ethical behavior through interaction with faculty and modeling appropriate behavior. This section should set an example by stating the program’s expectations for the responsible conduct of research and creative activities and should present explicit criteria for dismissal when there are documented cases of research misconduct, dishonesty or violations of professional standards. Policy Recommendations: • • The department will develop a method for communicating standards of professional integrity and responsible conduct of research appropriate for the discipline. The department will inform students of MU policies related to the use of human subjects and animals for research. What to include: • • Provide explicit criteria for dismissal due to unethical or dishonest behavior while engaged in research, scholarly and creative activities. Provide explicit criteria for what constitutes a violation of professional standards. Expectations about professional conduct should be set based upon prevailing disciplinary standards and, when appropriate, by the standards demanded by external accrediting agencies. Provide instructions on how to obtain approval from the Institutional Review Board and Animal Care Quality Assurance for the use of human subjects and animals for research. http://www.research.missouri.edu/complia/index.htm Provide the professional code of ethics appropriate to the discipline. Inform students about the Dean’s certificate for Responsible Conduct of Research. http://www.missouri.edu/~gradschl/RCR/index.htm • • • IX. STUDENT CONDUCT AND CONFLICT RESOLUTION Purpose: The first place to resolve conflicts between students and faculty is within the department. The faculty adviser-graduate student relationship is critical, and special attention should be given to resolving these conflicts at an early stage. Policy Recommendations: • • • The department will establish procedures for the resolution of conflict between a graduate student and his/her faculty adviser or program committee. These procedures will be communicated to each graduate student. The department will establish procedures for changing the faculty adviser or program committee members when this change would best serve the progress of the graduate student. The department will encourage graduate students to attend conflict resolution seminars sponsored by the Graduate School. What to include: • • • • Provide explicit expectations for graduate students’ professional behavior and explicit criteria for dismissal for failure to display professionally acceptable behavior. Provide and explain the department/school/Graduate School policy for handling grievances and appeals. Provide explicit guidelines for dealing with conflicts of interest between students and faculty and between students. Provide students with information about Student Services in the Graduate School. X. ASSISTANTSHIP AND FELLOWSHIP POLICIES Purpose: This section should make explicit the expectations concerning graduate assistantships and fellowships. These policies should be consistent with those outlined in Rights, Privileges and Responsibilities of Graduate Assistants and Fellowship Recipients (RPR). Policy Recommendations: • • Provide a mechanism to insure that students have access to Rights, Privileges and Responsibilities of Graduate Assistants and Fellowship Recipients. http://gradschool.missouri.edu/catalog/rpa_grad.html Provide a mechanism to inform all graduate students about their health insurance options. http://gradschool.missouri.edu/health/index.htm What to include: • • • • • • • • Explain the criteria for awarding, renewing and terminating graduate assistantships, including length of eligibility, minimum course loads and the process used to evaluate the student’s performance (RPR). Explain the policy for graduate assistant leave and expectations about absences, vacations and leave to attend professional meetings (RPR). Explain any policies related to outside work for pay. Explain any policies concerning the use of departmental resources such as computers, offices, copy machines, office supplies, mailboxes, telephones, keys, shop facilities, labs, travel funds, thesis/dissertation funds. Explain the English-language proficiency requirements and the restrictions on teaching in the first semester for international students. http://pet.missouri.edu/taita_dev/ita/ita.htm Explain the departmental policy regarding participation in orientation sessions and teaching workshops. Explain other forms of support available to graduate students through the department. Explain the general responsibilities of graduate assistants and the type of supervision they will receive in completing these responsibilities. XI. DEPARTMENT/UNIVERSITY RESOURCES Purpose: This section should include a list of department and University resources available to graduate students. • • • Department Graduate Student Organization National professional organizations for graduate students or sections of national professional organizations for graduate students University Resources o Preparing Future Faculty: PFF http://gradschool/missouri.edu/pff GRS 9010 and 9020 for 1 credit hour each semester Fellows visit a mentor at a partner institution 1-2 times per semester Monthly class meetings and professional development/career workshops required o Minor in College Teaching: MICT http://gradschool.missouri.edu/mict 12 credit hours beyond major program 6 hours of core courses 3-6 hours Teaching Practicum 3 hours Teaching Elective o Program for Excellence in Teaching: PET http://pet.missouri.edu/index.php College Teaching Seminar Teach Net Multicultural Community Hour Early Feedback Class Observation/Videotaping English language and teaching courses for international teaching assistants Teaching Renewal Conference o Online Teaching Manual: http://teachandlearn.missouri.edu/guide Practical suggestions for beginning teachers including topics such as handling crises in the classroom, lectures, labs, first day of class, classroom management, communication, problem based learning o Educational Technologies at Missouri: ET@MO http://etatmo.missouri.edu/resources/index.htm Online early feedback Course management tools (Blackboard & WebCT) Web page design assistance for courses Instructional design Access to resources on instructional technology o Campus Writing Program: http://cwp.missouri.edu/cwpinfo/cwpprojects.htm Fall workshop for TAs in Writing Intensive courses (September 11) Resources on writing Writing Intensive course evaluations • Graduate Student Organizations o Graduate Student Association: GSA http://www.missouri.edu/~gsawww/ o Graduate Professional Council: GPC (http://www.students.missouri.edu/~gpc/officers.htm) o Association of Black Graduate and Professional Students: ABGPS (http://www.students.missouri.edu/~abgps/) o Graduate Students as Parents • Graduate School o Graduate Student Support Program (GSSP) http://www.missouri.edu/~gradschl/financial/feewaiver/index.htm Contact: Karen Gruen E-mail: GruenK@missouri.edu Phone: 884-2326 o Bulletin Board of Funding Opportunities-External Fellowships, Scholarships, Internships http://www.missouri.edu/~gradschl/financial/extramural/bulletin/ o Career and Student Development Resources http://www.missouri.edu/~gradschl/resources/index.html Resources on job searches, writing, relationships in graduate school, financial aid, etc. o Professional Presentation Travel Scholarships Doctoral students who have successfully completed doctoral comprehensive or matriculation examinations and have been admitted to doctoral candidacy are eligible to compete for a maximum of $250 in Professional Presentation Travel Scholarships. See details, deadline dates and specific requirements under “Application for Professional Presentation Travel Scholarships” at http://www.missouri.edu/~gradschl/downloads/index.htm o Dissertation Research Travel Scholarships Doctoral students who have successfully completed doctoral comprehensive or matriculation examinations and have been admitted to doctoral candidacy are eligible to compete for a maximum of $400 in Dissertation Research Travel Scholarships. These scholarships are to be used to defray transportation expenses associated with research-oriented travel to libraries and archive or manuscript repositories, art museums, archaeological or geological sites, and special interviews. See details for deadline dates and specific requirements under “Application for Dissertation Research Travel Scholarships” at http://www.missouri.edu/~gradschol/downloads/index.htm o Graduate Student Extramural Fellowship Incentive Program Graduate students who successfully obtain nationally competitive fellowships of $10,000 or more annually are eligible for a 5 percent bonus for each year of the award. For more information and requirements, see http://gradschool.missouri.edu/financial/fellowships/gsefip.html • MU Counseling Center - http://128.206.12.170/~councwww/index.html - The Counseling Center assists MU students with concerns that interfere with their experiences at MU. Services include individual, couples and group counseling; crisis intervention; biofeedback and stress management; testing; outreach presentations; and consultation to university departments, faculty and staff. New in fall 2004: Dissertation Support Group. Statistics Help- The Social Science Statistics Center provides graduate students with assistance with projects, theses and dissertations. See http://sssc.coas.missouri.edu/ for a description of their services. Writing Help - The Learning Center Writing Lab offers free, fifty-minute writing consultations for graduate students. Graduate students may come for help with short papers, seminar reports, letters or vitas. To make appointments, call the Learning Center Writing Lab at 882-2493. International Center http://international.missouri.edu/ o Funding opportunities: international fellowships and scholarships, Curators Grants-In-Aid Program for International Students o News and resources • • • XII. SURVIVAL SKILLS FOR GRADUATE STUDENTS Purpose: This section offers advice to graduate students about how to succeed in the graduate program. What to include: • • • Explain the role of the Graduate Secretary and the importance of developing a good relationship with this individual. Describe facilities and resources that graduate students will need to use (e.g. special library collections, equipment). Selected quotes from former students or faculty about advice they would give to entering students in the program.