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All-Hands Graduate Student & Advisors Meeting
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Graduate Students 25 Continuing MSc students 7 New MSc students Austin Morrell & Zach Rasmussen with Dr. Jason Burkhead Skyla Walcott with Dr. Jenn Burns Dustin Carl with Dr. Doug Causey Karen Carlson with Dr. Khrys Duddleston Hillary Karbowski with Dr. Bjartmar Sveinbjornsson 3 current PhD students AY 2015-2016
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Expectations As a graduate student, you are a candidate for a profession degree You are primarily responsible for your success Maintain familiarity with degree requirements and timelines Ensure you understand your research Meet all requirements in a timely fashion Maintain good standing in the program AY 2015-2016
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Three layers of requirements Graduate School Sets general policies for all UAA graduate programs Oversees graduate student concerns Handles graduate student insurance issues Issues final approval of graduate theses UAA Course Catalog, Chapter 12 Graduate School Dean: Dr. Helena Wisniewski Director: Elisa Mattison Website: http://www.uaa.alaska.edu/graduateschool/ http://www.uaa.alaska.edu/graduateschool/ AY 2015-2016
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Three layers of requirements 2: Departmental Requirements Sets coursework requirements and departmental level 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 Administrative Assistant Ms. Rachel Lee, 786-7762, ralee5@uaa.alaska.edu, CPISB 101Qralee5@uaa.alaska.edu AY 2015-2016
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Three layers of requirements 3: Requirements set by your committee Specific coursework required beyond that set by the GAC Detailed in your GSP What needs to be done, research-wise, to graduate Detailed in your thesis proposal AY 2015-2016
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Graduate Student Committee Must be set up in your first semester Graduate Committee Assembly Form Minimum: 3 members, 2 from department Lead or Co-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 complete your degree Keep your committee apprised of research progress, challenges, changes to plans etc. AY 2015-2016
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Graduate Student Committee Works with you to: Sets specific coursework requirements via Graduate Studies plan (GSP) Provide training in how to conduct and disseminate scientific research Approves thesis research proposal Tracks progress through annual meetings Provide critical review research products & thesis in a timely fashion Helps you successfully navigate your degree AY 2015-2016
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Graduate Studies Plan (GSP) In your first semester, you must complete a Graduate Study Plan Coursework plan for degree Mix of required & elective courses Reflects catalog @ entrance or exit Request form from Rachel, complete @ committee meeting, and return to Rachel electronically [DocuSign] Approved plan maintained in Degree Works Student held to approved plan at graduation AY 2015-2016
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Graduate Study Plan Course Requirements (as of F’13) BIOL 601: Experimental Design & Statistics Or 604: Exp. Design for Cell/Molecular BIOL 605: Graduate Proseminar 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 checks coursework against GSP at graduation AY 2015-2016
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Thesis & Research Credit Biology 698: Directed Research Credit for conducting research towards your degree or outside your degree Graded P/F Don’t count into GPA Biology 699: thesis. Credit for actual writing of your thesis Grades [A-F] are deferred (DF) until degree is awarded Don’t count into GPA until then New Requirement: Permission to enroll contingent on completion of form (10/30) Outlines what must be done to earn the credit AY 2015-2016
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Thesis proposal Must be completed by end of second semester Outlines the main research question(s) Research should generate data sufficient for at least one peer-reviewed scientific publication Includes information on the methods you will use to collect and analyze data Touch on conclusions that will be drawn Proposal to be reviewed and approved by your graduate committee. Once committee approves, turn copy in to Rachel Lee AY 2015-2016
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Research Expectations As the lead researcher for your degree, you should: 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 Maintain good records (lab notes) of your research Appropriately analyze the data collected Write up your findings for publication Turn over all notes/data/results upon completion AY 2015-2016
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Required Trainings Compliance & Research Integrity form to help identify needs: Lab Safety Training to get access to building Read Chemical Hygiene plan Research specific Lab Safety trainings Responsible Conduct in Research training IACUC training if working with vertebrates IRB training if working with human subjects Radiation safety training (& refreshers) if working around rads TA’s: Lab Instructor briefing, Online FERPA training, Title IX training AY 2015-2016
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Annual Committee Meetings At least once each academic year, hold a meeting with your Graduate Committee in order to: Keep your committee apprised of your progress Ensure that you are on target for timely completion of your degree At least a week prior to meeting, provide committee with report that includes Past progress in coursework (including grades) Research progress summary (key findings, etc) Other activities (outreach, training, meetings etc) Updated CV Timeline of plans through to degree completion coursework, research plans, meetings/publication AY 2015-2016
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Annual Committee Meetings At the committee meeting Present your research progress to your committee Review your academic progress Discuss any challenges/changes to degree plan Review/revise timeline (explain changes) Your committee will complete the annual report and provide it back to you for your signature Due to Grad school by May 15 th Students held to timeline AY 2015-2016
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“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 by timeline 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 AY 2015-2016
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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 AY 2015-2016
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Continuous Registration All UAA graduate students must be registered for at least one UAA graduate credit per academic semester (F, Sp) Exception: on an approved leave of absence If not continually enrolled, can be dropped from the program PhD students should enroll in some UAA credits if conducting research @ UAA AY 2015-2016
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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 Status shown on UAOnline AY 2015-2016
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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 AY 2015-2016
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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 AY 2015-2016
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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 AY 2015-2016
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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 Review above issues, and suggest changes as necessary Process can be done independently for individual chapters, but must also be followed for the thesis entire Committee decides if it’s ok to defend AY 2015-2016
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Thesis defense After receiving permission to defend from your advisor and committee, it’s time to plan your defense. At least 2 weeks in advance of the planned oral thesis defense, you must: Provide complete copy of thesis to all GSC members Schedule time & room for defense Work with graduate affairs admin (Rachel) Provide copy of thesis title and abstract Preferred in Departmental seminar slot (3:30 F) Defense must occur during academic year Thesis formatting and signature pages must be approved by graduate school before thesis defense AY 2015-2016
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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 Presentation should be able to be understood by a senior undergraduate biology student Followed by Q & A period AY 2015-2016
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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 May (or may not)sign off on thesis at that time Complete and submit the “Report on Thesis/Dissertation Defense” Form AY 2015-2016
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Additional Approvals Once thesis approved by entire GSC there is still more to do… Departmental approval Submit electronic copy of thesis and signed thesis cover sheets to Rachel Lee for departmental review Review will occur only if graduate school has already approved thesis formatting Changes may be requested Director signs only after approved by departmental reviewer Can take > 2 weeks! AY 2015-2016
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Additional Approvals Once approved and signed off by department, you need College approval thesis meets college/school requirements Changes can be requested 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 AY 2015-2016
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Graduation Deadlines Fall 2015 Dep’t: 11/12 CAS: 11/26 GS: 12/10 Spring 2016 Dep’t: 3/14 CAS: 3/28 GS: 4/11 Summer 2016 Dep’t: 6/13 CAS: 6/27 GS: 7/11 Plan Ahead! Don’t turn your thesis in at the last possible date! AY 2015-2016
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Appointment Letters Students working as teaching or research Assistants receive 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 AY 2015-2016
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Graduate student health insurance To receive the benefit you must complete enrollment process with Graduate School in timely fashion at the start of each semester Students who expect to have teaching, service or research assistantships during an upcoming academic year may qualify for health insurance for the preceding summer period Worth checking: Ask your advisor or departmental secretary AY 2015-2016
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Travel Authorizations Any travel related to your work as a graduate student must be covered by a travel authorization (AT) 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 AY 2015-2016
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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 AY 2015-2016
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Upcoming student deadlines Teaching Assistantships Spring TA-ships due 11/1 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 AY 2015-2016
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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 AY 2015-2016
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