All-Hands Graduate Student & Advisors Meeting

1. All-Hands Graduate Student & Advisors Meeting

2. 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

3. 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

4. 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/

5. 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

6. 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

7. 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.

8. 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.

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. “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

17. 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

18. 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

19. 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

20. 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

21. Thesis format • Manuscript Format • Each chapter represents a manuscript • Must ALSOhave 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. Graduate Student speaker • Students can select a speaker for departmental seminar series & we’ll bring speaker to campus • Coordinate request with Dr. Doug Causey

32. 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

33. 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

34. 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