Policies and Procedures for Graduate Students at BIO UNCG

POLICIES AND PROCEDURES for GRADUATE STUDENTS

in the

UNCG DEPARTMENT OF BIOLOGY GRADUATE PROGRAM

Dear Entering or Continuing Graduate Student,

Welcome to the UNCG Department of Biology. We hope your experiences here are challenging and rewarding, and that our graduate program enriches and promotes your professional and personal development.

It is important that you follow the rules in the on-line version of the UNCG Graduate School Catalog. Familiarize yourself with the general regulations of the Graduate School and the specific requirements listed under the "Department of Biology" section; the attached handbook provides additional details and recommendations. Also available from the Biology Office is the Departmental "Policies and Procedures" manual. It is your responsibility to see that all of the requirements are met within the specified deadlines.

I. General Information
INTRODUCTION
There are three sources of information to guide you. First, this handbook defines for you most of the policies and procedures governing the Masters Programs in the Department of Biology at UNCG. Second, the information provided here is supplemental to that found in the current UNCG Graduate School Catalog. Third, the Biology Department's "Policies and Procedures" manual, available from the Biology Office, explains what Departmental resources are available to you and how you can use these. You should take some time right now to familiarize yourself with all three sources of information.

THE BIOLOGY GRADUATE STUDIES COMMITTEE
Our graduate program is administered by a group of faculty members known as the Biology Graduate Studies Committee, which is responsible for the implementation and management of the program. This committee consists of the Coordinator of Graduate Studies (presently Dr. Karen Katula) and 3 other members of the graduate faculty who are appointed by the Head of the Department of Biology.

THE NATURE OF GRADUATE WORK
Your graduate education will center around the selection and completion of coursework and, for M. S. students, the production of a thesis. In order to succeed, it is essential that you develop an effective working relationship with your Graduate Faculty.

II. Degree Program Requirements.
THE MASTER OF SCIENCE (M. S.) IN BIOLOGY
This graduate program of study leads to a 30 hour Master of Science degree; at least 15 hours must be in 600-level courses. Most students will select 24 to 27 hours from 500- and 600-level biology courses; with written approval from the Graduate Coordinator, up to 8 of these hours may be taken at the 500- and 600-level in other academic departments. An additional 3 to 6 hours of credit is earned by enrollment in a required course, BIO 699 - Thesis. Students must present a thesis proposal (see below) to the Department prior to enrolling in BIO 699. Most students earn approximately half of their credits (~15 hours) in the classroom, and the other half in research, including enrollment in BIO 699.

MASTER OF EDUCATION (M. Ed.) IN BIOLOGY
Students receiving the M. Ed. degree must complete 30 to 33 semester hours of coursework, of which at least 22 to 24 are in biology and 9 are in professional education. A thesis is not required.

III. Summary of Additional Student Responsibilities.

You are expected to attend all departmental seminars.
You should meet on a regular basis with your Thesis Advisor, and you are strongly encouraged to work on a research project during the summer months.
You must follow the Academic Honor Policy presented in the UNCG publication "Policies for Students."
All data, laboratory notes, and any records kept by you that are related to your thesis research must be accessible to your Thesis Advisor and are considered joint property during your residence at UNCG. All such materials become the property of the Department of Biology upon your graduation or withdrawal from the University.
You are responsible for communications left in your departmental mailbox (312 Eberhart Building), so check for incoming mail often.
You should make yourself aware of deadlines listed in the University Graduate School Catalog and the current Schedule of Courses; it is your responsibility to meet these deadlines.

IV. Recommended Sequence of Study (M. S.).

Each stage in the following outline is explained more fully in the referenced section of this handbook.

Select your Thesis Advisor; see section V.
Decide on additional courses in consulation with your advisor; see section VI.
Choose a Thesis Advisory Committee, with your advisor's approval, by the end of your second semester; see section VII.
Present your thesis proposal to the Department in your second or third semester; see section VIII.
Begin your thesis research and work on it until the proposed work is done to the satisfaction of your Thesis Advisory Committee; see section IX.
Write your thesis; see section X.
Present a departmental seminar based on your thesis research, and defend your thesis; see section XI.
Schedule an "exit interview" with the Department Head; see section XII.

V. How to Choose a Thesis Advisor (M. S.).

Ideally, you should select a Thesis Advisor prior to your second semester of graduate work. Your first-semester enrollment in BIO 649: "Research Lab Rotations" provides a way for you to interact with three different Graduate Faculty and their research labs to learn about their work and your possible interests. Be advised that even as you appraise the lab you visit, you are also being evaluated for your potential to make contributions, and you should participate as fully as possible. You should also gain information about possible advisors by paying close attention to the research seminars they host.

During the Fall semester of every year, Biology Graduate Faculty present short overviews of opportunities in their research programs. Watch your mailbox and the Biology Office for an announcement listing the time and place of this year's event and make sure you attend.

Finally, and most importantly, you should meet individually with Graduate Faculty to discuss their research and your possible involvement in it. Here is a link to a list of UNCG Biology Faculty that includes descriptions of the research interests of graduate faculty.

VI. Selection of Courses (M. S.).

Thirty credit hours of graduate work (500-and 600-level) are required, with at least 15 hours at the 600-level. Most M.S. students will receive 6 hours by enrollment in BIO 699: "Thesis," with the remaining 24 hours derived from some combination of formal courses and independent study.

With prior approval by the Graduate Coordinator, up to 8 of your 30 credit hours can be earned outside of the Department of Biology. For example, graduate-level courses in Statistics or Nutritional Biochemistry might be of value in an individual student's program. You and your advisor must prepare a written request describing your plans for non-Biology credits and submit it to the Graduate Coordinator for approval prior to enrolling in such courses.

VII. Thesis Advisory Committee (M. S.).

The Thesis Advisory Committee consists of your Thesis Advisor and two other members of the Graduate Faculty who are willing to serve in this capacity. This Committee is responsible for approval of the thesis research program, counseling you, monitoring your progress, criticizing your thesis, and administering and evaluating your thesis defense. Your Thesis Advisor will direct the selection of your Thesis Advisory Committee.

For many students, all members of the Thesis Advisory Committee are Graduate Faculty affiliated with the UNCG Department of Biology. However, your program might benefit from experts outside of our faculty, and this is encouraged when appropriate. Simply provide the Graduate Coordinator with a written notice of your intent, identifying the unaffiliated person, faculty rank, and primary affiliation, so that a request for approval by the UNCG Graduate School can be submitted.

VIII. Thesis Proposal (M. S.)

The initiation of your new research program requires a thorough review of underlying facts and a careful examination of experimental design; only then can the work produce reliable results in a reasonable amount of time. The formal presentation and discussion of the proposed research before the Graduate Faculty is an effective means of promoting these conditions. Working with your Thesis Advisor, prepare a written thesis proposal to be evaluated by the members of your Thesis Advisory Committee. You will make a public presentation (target: 30 min or less) of your proposed research, including a discussion of the experimental design. By doing so, you will gain knowledge in your chosen field and will benefit from having organized your research efforts. Your thesis proposal should take place in the second half of your first year.

Although individual Thesis Advisors might have different requirements, your proposal should include an abstract, a thorough review of relevant backgound information with bibliography, a list of specific aims, and a research plan with details of experimental design and analysis. Your Thesis Advisory Committee must be present at your thesis proposal presentation, and you will probably schedule a meeting with them immediately afterwards to discuss possible revisions. Your final proposal serves as a written record of your advisor's and Committee's expectations for your thesis research.

At least 7 calendar days prior to your proposal presentation, you must submit a written request for this activity to the Graduate Coordinator: include your name, the title of your presentation, the date, the time and the location of the anticipated presentation. Upon approval, notice of the presentation will be posted in the Biology Office. Once your proposal is approved by your Committee, provide the Office with a copy of the proposal to place in your permanent file.

IX. Thesis Research (M. S.).

Your Thesis Advisor will supervise your efforts to meet the goals stated in your thesis proposal. A limited amount of financial support for your work and its presentation at scientific meetings is usually available from the Department-- check with the Biology Office for application procedures.

X. Thesis (M. S.).

You are expected to work closely with your Thesis Advisor and to consult frequently with your Thesis Advisory Committee during the preparation of your thesis. The Graduate Faculty of the UNCG Department of Biology has agreed to accept only those theses that are judged to be of publishable quality. You must consult the Graduate School's brochure titled "Guide for the preparation of theses and dissertations" when preparing your thesis-- it has detailed editorial instructions. A word to the wise: Don't underestimate the magnitude of this time-consuming task, since no thesis has ever been completed ahead of schedule!

XI. Departmental Seminar Presentation and Oral Defense of Thesis (M. S.).

You will present a 30-60 minute departmental seminar on your thesis research, and your advisor, after consultation with your committee, must sign a statement attesting to satisfactory presentation of the seminar before your thesis is approved. In most cases the oral defense of the thesis will be held immediately after the conclusion of the departmental seminar. During the oral defense, the Thesis Advisory Committee and interested members of the Biology Graduate Faculty will have the opportunity to assess further your thesis research and general preparation in biology.

At least 14 calendar days prior to the anticipated date of your thesis seminar and oral defense, you must submit a written request for this activity to the Department Head-- include your name, the thesis title, the date, the time, and the location of the anticipated seminar and the defense. Upon approval by the Department Head, this information will be posted in the office.

XII. Exit Interview (M. S.)

Within 2 weeks after the thesis defense, each graduating student should schedule an "exit interview" with the Department Head. The purpose of this interview is to provide you with an opportunity to comment openly on various aspects of your graduate experience in our Department, and to recommend improvements.

XIII. Assistantships.

You must apply to the Head of the Department of Biology for consideration as a graduate assistant during the next academic year (ask in the Biology Office about application deadlines). There are several types of assistantships available in the Department of Biology. These include:

TEACHING ASSISTANTSHIPS
A teaching assistantship is considered to be a half-time appointment that requires dedicated participation in the teaching program of the Department. Teaching assistants should expect to devote 20 hours per week to duties which include teaching laboratories, assisting in laboratories, maintaining office hours for 3 hours/week, administering lecture exams, attending course lectures, attending laboratory course preparation sessions, grading, and the assignment of grades when appropriate. Teaching assistantships are offered on a semester by semester basis following a performance evaluations by your students and your supervisors. Teaching assistantships are normally offered for up to a maximum two years (a total of 4 semesters, not including summers).

To qualify for a teaching assistantship, you must have earned a 3.0 GPA on either your most recently completed degree (if in the first semester of graduate work), or on the previous semesteršs work at UNCG (if a continuing student), be admitted unconditionally to a degree program at UNCG, be enrolled in graduate school full-time (a minimum of 6 semester hours, unless a special waiver is permitted, and a maximum of 9 semester hours of coursework), not accept additional UNCG employment without first receiving written permission from the Head of the Department of Biology, and receive a favorable evaluation of performance as a teaching assistant in the previous semester (in the case of a continuing appointment).

RESEARCH ASSISTANTSHIPS
A research assistant is involved in the research program of an individual faculty member in a way that extends beyond those routine tasks that are only incidental to the research. Research assistants are under the direct supervision of a faculty member designated by the Head of the Department of Biology. A research assistantšs assignment requires regular and full participation in the individual faculty memberšs research program. A very limited number of research assistantships are available during a given semester when funds are available.

Graduate stipends (paychecks) are paid on the following dates for the academic year: September 30th, October 30th, November 30th, December 30th, January 30th, February 30th, March 30th, April 30th. Summer school stipends are paid on the last day of each summer session.

XIV. Additional Information and Procedures
SEMINAR SERIES
Once a week throughout the academic year, the Department invites research-active scientists from outside the University to present their results and ideas. This provides you with the opportunity to keep abreast of current developments across a wide spectrum of biology-related disciplines and interact with prominent scientists. You are encouraged to initiate contacts and discuss your research work with invited speakers during their visit to campus.

KEYS
Keys to most areas of the Eberhart Building may be obtained from the Department of Biology Office (Room 312) by first securing written permission from your Thesis Advisor (if you do not have a Thesis Advisor, ask the Graduate Coordinator). A refundable deposit is charged.

OFFICE SPACE
Office space is made available to graduate students on assistantships by the Head of the Department of Biology. Students who are not on assistantship, and who do not have a Thesis Advisor, may apply for space in the Cutter laboratory. Application for Cutter lab space is made in the Department of Biology office, Room 312.

PAPER & ELECTRONIC MAIL
You will be able to receive paper mail in the Department of Biology Office (Room 312). Your mailbox should be checked at least twice a week for announcements, mail, etc. Additionally, you can obtain a free e-mail account by completing the forms for a personal research account at the UNCG Instructional and Research Computing Office in 235 Bryan Building.

PHOTOCOPYING
A convenience copier for single copies is available for your use in the Department of Biology office (maximum 10 copies). Students on teaching assistantships may have tests and teaching materials photocopied at no charge. Check with the Department of Biology office on the turnaround time needed for such jobs. Turnaround time will vary depending on the workload in the office. Time and resources permitting, free copying by the office staff of your thesis proposal and, later, your thesis draft, prior to your defense, are also allowed.

COMPUTERS
Numerous computers are available for graduate student use in various labs and other locations within the Eberhart Building. Additional computer facilities are readily available in many places on campus.

XV. Student Loan Reminder

If you take out a Graduate Student Loan to help finance your graduate work, be advised that many such loans require that you be continuously enrolled for enough credits to be considered at least a half-time student. Individual loans vary in this requirement, but 3 graduate credit hours per semester is typical; review your loan's requirements carefully. If you withdraw from classes, fail to receive a passing grade, or receive a grade of "incomplete," you might be putting your loan at risk.