1. New Student Orientation
Welcome to the VT-WF School of Biomedical Engineering & Sciences (SBES) Graduate Program in the Department of Biomedical Engineering & Mechanics (BEAM)!

2. Your Virginia Tech support system

3. SBES Support Dr. Pamela VandeVord BEAM Department Head
Dr. H. Clay Gabler
SBES
Graduate Chair
Amanda Covey
SBES
Graduate Coordinator
Alex Parrish
BEAM
Web/Marketing
Kristie Verniel
BEAM
Admin. Support
Kathy Creggar
BEAM
Fiscal Support
David Ashwell
ICTAS
IT Support
Kayla Chaffin
CIB Support

4. Additional Services Graduate Student Ombudsperson, (GLC)
Monique McKay,
Cranwell International Center (Harper Hall):
Cook Counseling Center (McComas Hall):
The Writing Center (Newman Library):
I should receive the updated list of registered students’ s by the 2nd week of classes. is the primary way we communicate with students! Monique is an advocate for fairness, so if you have any concerns about policies, problems with the Grad. School, etc., she can help you navigate the system for further help. Take the opportunity to participate in events sponsored by the Cranwell Center – exposure to diverse cultures will help you in the long run & can be a lot of fun. Cook Counseling is there to help you with personal concerns & difficulties.

5. Computing Services
The Computing web site ( is a portal to multiple computer interfaces, software, tutorials & more.
Make sure your anti-virus software is always up to date!
There is NO computer/laptop requirement at the graduate level.

6. Things to remember
Your VT PID will always stay the same, even if your name changes
Don’t forget your password
If you do, you will have to call the VT 4-HELP line to reset
Learn your Virginia Tech VT ID number (I have that info) You may need it if you call the VT help line
Password must be changed once a year!

7. Blacksburg Transit (FREE!)
Getting Around
Blacksburg Transit (FREE!)
Smart Way Commuter Bus
Interactive Campus Map
Also, several maps in the App Store!

8. I’M a Hokie Now! You have a VT Banner ID number (905XXXXXX)
You have a VT PID (Personal Identifier)
You have free BT access
You have online access to many classes
You have access to the library
You will get a diploma that has Virginia Tech on it as well as Wake Forest Univ.

10. "Nothing great was ever accomplished without enthusiasm"
Ralph Waldo Emerson
Progress to
Degree
PhD
Final
Defense
Preliminary
Defense
Qualifying Exam
Plan of Study
Clinical Rotation
Classes / Seminar / STAR
Masters Degree
Thesis Defense
Plan of Study
Classes / Seminar / STAR

11. Whether you have an advisor or not, you are responsible for understanding VT policies
Become familiar with the VT Graduate School Catalog.
Become familiar with the SBES Handbook and SBES website.

12. Important Web Sites to Bookmark
Graduate School:
SBES Graduate Policies Guide:
Bursar’s Office:
Hokie SPA:
(Timetable, Registration, Graduate Checklist,
Pay Information, Bills, Grades, and MORE!)

13. Hokie SPA “Student Personal Access”
Your academic records will not be discussed with a non-university individual without a FERPA waiver.
Pre-registration; use Course Request. Registration changes; use Drop/Add
View your financial information
Make sure your contact information is up-to-date
See SBES Orientation website for two factor authentication information. You can view all of your academic information on Hokie SPA: Your class ticket, unofficial transcript, plan of study, etc. However, I DON’T think the Grad. School catalog is linked on this page.

14. Using Drop/Add Only the FERPA Release is optional.
You must annually update your emergency contact & VT Alerts.
Only the FERPA Release is optional.
Use Drop/Add to change your schedule now.
If you become a GTA, the Graduate School’s GTA workshop is MANDATORY. We do not recommend auditing courses – they count towards tuition, but you cannot use them to meet registration requirements or use them on your plan of study. If you want to audit a course, why not take it for a grade? You’ll have to come to a mutual agreement with the instructor anyway on how to successfully meet his/her audit requirements. Pre-registration will be in March. This is a good time to turn in your Plan of Study if you are an MS student. I recommend you only pre-register in courses you want to take & add research later. Unfortunately, there are always timing issues related to getting the tuition awards & fees on the system before late fees are added. If you want to take a course in another department that has restrictions, is full, etc., you have to go to that department to add it.

15. If you want to change a grade option (Audit to P/F, etc
If you want to change a grade option (Audit to P/F, etc.) or to increase research hours, use the “Change Course Option” link
You must check your e-bill for tuition & fees.
You cannot drop to zero hours – only the Registrar’s Office can withdraw you from all classes.

16. Courses to register for Fall 2016
BMES 5054 / BME 606 – Quant. Cell Physiology
Life Science, Math, or Engineering Courses
BMES 5944 / BME 708 – Seminar Course*
BMES 5994 / BME 797 – (MS) Research Credits*
BMES 7994 / BME 798 – (PhD) Research Credits*
* Enrollment required every semester

17. Courses to register for Spring 2017
BMES 5074 / BME 606 – Quant. Organ Sys. Phys.
Life Science, Math, or Engineering Courses
BMES 5944 / BME 708 – Seminar Course*
BMES 5994 / BME 797 – (MS) Research Credits*
BMES 7994 / BME 798 – (PhD) Research Credits*
PhD Students will also take Clinical Rotation

18. Courses to register for 2nd year and beyond
BMES 5944 / BME 708 – Seminar Course*
BMES 5994 / BME 797 – (MS) Research Credits*
BMES 7994 / BME 798 – (PhD) Research Credits*
Remaining required fulfillment courses

19. Other requirements within the degree
Ethics Requirement:
New requirements at VT campus.
Part of your Plan of Study
Will be completed through SBES Seminar courses and trainings
STAR Report:
SBES & Graduate School requirement  done each spring
You and your advisor meet and discuss/record your progress
Form comes to the grad coordinator by the end of spring semester

20. Required Ethics Training
Responsible Conduct of Research Training
Conflict of Interest Training
Title IX Training
Seminar course
Additional ethics training may be required.

21. Avenues for reporting ethic violations:
Research Integrity Office – Policy 13020
Your Advisor
The SBES Graduate Studies Chair (Dr. H. Clay Gabler)
The SBES Department Head (Dr. Pamela VandeVord)
The Graduate Student Ombudsperson (Monique McKay)
Title IX Coordinator (Frank Shushok)

22. Required training to access the labs
Chemical Safety/Lab Safety
Personal Protective Equipment
Portable Fire Extinguisher
Bloodborne Pathogens
ICTAS Building Orientation
Your advisor may require additional training

23. More requirements GTA’s must attend the GTA Workshop
All students must sign the certification page of the SBES Handbook.

24. Seminar Course You MUST sign up for 1 credit of
BMES Seminar EVERY SEMESTER
you are here until you graduate!
Dr. Van Dyke sets up a Scholar site for the class along with instructions!
Annual SBES Symposium attendance and participation also included.

25. Clinical Rotation All first year PhD students must sign up for this.
Three weeks of exposure to the world of clinical medicine!
Clinical Rotation
All first year PhD students must sign up for this.
Course information will be shared on Scholar/Canvas, including mandatory immunizations and forms.
Rotations at Wake Forest Hospital, VTCRI, Carilion Clinic/Hospital, Sports Medicine, etc.
Dr. Lee and Dr. Gayzik coordinate this.
SAVE THE DATE
Week 1: March 6-10, 2017
Week 2: May 15-19, 2017
Week 3: May 22-26, 2017
Presentations: June 2017

26. Student Symposium
All students must participate in the annual student symposium.
First year students must present a poster.
All students must present one oral presentation before graduating.
Symposium location will alternate
between WF and VT
2017 will be at VT!

27. Forms You can find most SBES forms on the website! Plan of Study
STAR Report
Audit Request Form
Absence Request Form
Course Justification Form
Change of Committee/Advisor Form (w/ Plan of Study)

28. Plan of Study
What is it?
Outline of anticipated/taken courses towards degree
Work with your advisor and grad coordinator!
See SBES website for instructions & examples
Get your rough draft approved by me first!
See the handbook for selecting your committee
MS along the way must submit MS Plan of Study on MS timeline before PhD Plan of Study submitted.

29. Your Committee MS – minimum of 3 people
Advisor and 2 others (1 must be in engineering)
PhD – minimum of 5 people
Advisor and 1 other core SBES faculty member
3 other committee members (Can be SBES)
At least 3 committee members must be engineers
A Non-SBES Committee member is allowed but will need to go through a special process!
See graduate rep. at each campus!

30. About Transfer Courses (See SBES Handout)
If you want to include coursework done elsewhere on your plan . . .
Courses are ‘transferred’ when plan of study is done
Can only transfer up to 50% of the total course credits on your plan
Ex. If you have 36 course credits on your plan, 18 of them can be transfers
Committee must approve – they can ask to see syllabus, tests, etc.
Graduate Schools MUST have an official transcript showing courses
On paper plan, must tell me the grade (no lower than a B)

31. Transfer courses on the POS form

32. Course Justification
Courses older than 5 years from the time of submitting Plan of Study must be approved.
Choose rationale and submit documentation
Must be submitted with the Plan of Study
Must be signed by your committee
Must be signed by Dr. Gabler
Will go in your student file.

33. Student Tracking Activity Report
READ & FOLLOW instructions!
See online example
Like building a CV!
In “Activities to Date” section:
Use numbering.
current year items.
Use FULL DATES for conferences.
Only report items accomplished in reporting period.
Nothing projected into the future.
Meaning of “internal” and “external”.
Highlight in yellow

34. Human Resources
Virginia Tech requires all employees of the University to be enrolled in direct deposit.
You will enter your bank account information in HokieSpa.
If you have enrolled in direct deposit for refunds, or reimbursements, you must also have an account entry for payroll deposits.

35. But first more paperwork………
US Citizen
Required documents to complete I9 paperwork:
USA Passport or
Driver’s License and Social Security Card
All documents must be original. No copies.

36. International Students
Required documents to complete paperwork:
Passport
Visa
I-20 (Virginia Tech issued)
I-94
Social Security Card
If you have not received a social security card from the US, you are required to apply for a card at the Social Security Office in Roanoke, VA. You do not need the social security card before you start working.

37. Financial Information
You MUST do the payroll paperwork BEFORE you begin working.
Pay dates are generally the 1st & 16th of each month.
Only wage employees must turn in time cards.
Direct deposit is REQUIRED. Generally, the 1st pay check must be picked up at the Bursar’s Office.
Funding forms will be given to the faculty 3 times a year to confirm graduate student assistantship information. Generally, you will need to sign a GTA or GRA contract 3 times a year after this 1st academic year.
Generally, tuition is not covered during the summer. Please be aware, more taxes will be taken out & you may have limited access to campus facilities such as the Schiffert Health Center.
90% of your health insurance premium is covered by the assistantship if you purchase it through the university.

38. Your E-bill
If you have an assistantship, the In-State Tuition, Engineering, Library & Technology fees will be covered by the department.
The Graduate School will waive the Graduate Out-of-State Tuition after the In-State Tuition is awarded AND the assistantship is entered on payroll.
You must pay the Comprehensive Fees (payroll deductions is an option for those with GRA or GTA positions) or you will get a late fee.
The department can request a late fee waiver ONLY if it is because tuition was not awarded on time.
Don’t wait for a “corrected” bill. The system is supposed to be updated automatically when the tuition is awarded & the assistantship is posted. Notice that the “pending credits” shows the tuition & fee award by the department. If you pay for the comp. fees by check, I recommend adding a note it is for comp. fees. Comp. fees are payroll deductible. If you are on an assistantship through ME, let Mandy & I know by Monday if you have a late fee for tuition. I BELIEVE comp. fees for in-state students is $ & out-of-state comp. fees are $ I also recommend that if you are a US citizen fill out the FASFA every year just in case you run into funding problems.

39. Make your graduate experience a great one!
Be open to a variety of research topics
Do well in classes
Get to know your professors
Join the BMES Student Chapter
Talk to other graduate students
Attend conferences
Publish & present your work (journal & conferences)
VT Graduate School offers “professional courses”
MS student? Consider a PhD!

40. Get Your Photo Made for the SBES Gallery
We’d like permission to add you to our website photo gallery – it helps us all get to know each other quickly.
Please send a jpg format photo
(head-shot) of yourself to Alex Parrish so he can include you on the website.

41. If you haven’t already, do not forget to check out the SBES & Orientation websites for important links and information.

42. Wasn’t this fun?
Any Questions?