________SGS STUDENT HANDBOOK

2012________

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Table of Contents

Introduction ........................................................................................................................................................... iii

I. Calendars and Deadlines ................................................................................................................................. 1

II. SGS Directory and Resources ....................................................................................................................... 2

III. SGS Overview .................................................................................................................................................... 3

A. Mission, Goals, and Objectives ................................................................................................................................... 3

B. Program Locations ......................................................................................................................................................... 3

C. Collaborative Agreements with Academic Institutions .................................................................................. 3

IV. Program Structure and Curriculum.......................................................................................................... 4

A. Graduate Program in Biomedical Sciences .......................................................................................................... 4

B. Graduate Program in Public Health Sciences ...................................................................................................... 6

V. Registration and Degree Processing .......................................................................................................... 8

A. Adding/Dropping a Course ......................................................................................................................................... 8

B. Class Schedules ................................................................................................................................................................ 8

C. Prerequisite Check.......................................................................................................................................................... 8

D. Repeating Courses .......................................................................................................................................................... 8

E. Withdrawing from the Health Science Center .................................................................................................... 8

F. Registration ....................................................................................................................................................................... 9

G. Residence Requirement ............................................................................................................................................ 10

H. Transfer Course Work ............................................................................................................................................... 11

I. Time Limits for Master’s and Doctoral Students .............................................................................................. 11

J. Dismissal of a Graduate Student ............................................................................................................................. 11

K. Readmission ................................................................................................................................................................... 12

VI. Tuition and Fees ............................................................................................................................................ 13

A. Payment Options .......................................................................................................................................................... 13

B. Third Party Payments ................................................................................................................................................ 13

C. Financial Aid ................................................................................................................................................................... 13

VII. Steps to Fulfill Doctoral Degree Requirements ................................................................................ 15

VIII. Faculty, Advisory Committees, and Degree Plans .......................................................................... 16

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A. Graduate Faculty .......................................................................................................................................................... 16

B. Advisory Committees ................................................................................................................................................. 16

C. Degree Plan Development ........................................................................................................................................ 17

IX. Scholastic Requirements, Examinations, and Graduation ............................................................. 18

A. Grading ............................................................................................................................................................................. 18

B. Preliminary Examination ......................................................................................................................................... 18

C. Final Defense .................................................................................................................................................................. 19

D. Graduation ...................................................................................................................................................................... 20

XIII. Student Services, Records, and Resources ........................................................................................ 22

A. Academic and Ethical Expectations and Due Process .................................................................................. 22

B. Address Change ............................................................................................................................................................ 22

C. Assistantship Eligibility ............................................................................................................................................. 22

D. Academic Standing/Progress ................................................................................................................................. 22

E. Advanced Placement, Transfer Work and Substitutions ............................................................................. 22

F. Degree Audits ................................................................................................................................................................ 22

G. Immunization Requirements .................................................................................................................................. 22

H. Miscellaneous Complaints ....................................................................................................................................... 23

I. Residency Status ............................................................................................................................................................ 23

J. Student Records ............................................................................................................................................................. 23

K. Transcripts ..................................................................................................................................................................... 23

L. Disability Services ........................................................................................................................................................ 23

M. Counseling Services ................................................................................................................................................... 24

N. Health Services and Health Insurance Policy .................................................................................................. 25

O. International Student Services ............................................................................................................................... 26

XIV. Grants, Fellowships, and Assistantships ............................................................................................ 27

A. SGS Career Development Grants ............................................................................................................................ 27

B. Assistantships ............................................................................................................................................................... 28

C. Fellowships ..................................................................................................................................................................... 28

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Welcome to graduate study at the Texas A&M Health Science Center (HSC) School of Graduate Studies (SGS). Whether you are new to the Texas A&M University System or not, we know that your pursuit of graduate education will prove to be a rewarding experience.

Whether you are a new or continuing student, we hope that you will take some time to read through this Student Handbook as it maintains a vast amount of information that will help guide you through your years of study in the SGS. We would also like to stress that in addition to the requirements and policies outlined in this handbook, the graduate programs at each of the SGS locations may have additional guidelines that go beyond the scope of what is discussed here. Please make sure that you contact your campus-based Office of Graduate Studies for questions that are specific to your degree plan.

This handbook has been developed to provide general information about graduate study and should be used as a supplement to the following HSC publications:

• HSC Graduate Catalog1;

• HSC Rules & Internal Policies2;

• SGS Thesis/Dissertation Manual3.

The SGS is located in Room 153 of the Reynolds Medical Building and is open Monday through Friday from 8 a.m. to 5 p.m. You may contact the SGS staff by phone at 979.862.3325 or by fax at 979.862.3374.

1 http://www.tamhsc.edu/education/catalog/

2 http://www.tamhsc.edu/facultystaff/rules/

3 http://gsbs.tamhsc.edu/thesis-manual/

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I. Calendars and Deadlines

As a student, you should be familiar with the Academic Calendar4 located on the HSC web site. This calendar is published at the start of each school year and outlines the various deadlines and due dates that you will need to adhere to.

The SGS Calendar includes the following deadlines:

University holidays Class registration dates Deadlines to apply for graduation Deadlines to schedule a defense Last date to defend a dissertation Last date for dissertation corrections Commencement/graduation dates

Please make sure to regularly check the academic calendar for upcoming deadlines as failure to adhere to these dates may result in the postponement of completion of your degree program.

4 http://www.tamhsc.edu/calendar/academic/index.html

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II. SGS Directory and Resources

As a new graduate student, the following resources will be useful during your time in the SGS:

HSC School of Graduate Studies5 153 Reynolds Medical Bldg. College Station, TX 77843-1114 979.862.3325 Office of Graduate Studies (Biomedical Sciences)6 – Bryan/College Station-Temple Campus Health Professional and Education Building Bryan, TX 77807-3260 979.845.0370

Office of Academic Affairs (Public Health Sciences)7 – Bryan/College Station Campus SRPH Administration Bldg. College Station, TX 77843-1266 979.862.8145

Office of Graduate Studies (Biomedical Sciences)8 – Dallas Campus Baylor College of Dentistry Dallas, TX 75246 214.828.8344

Office of Graduate Studies (Biomedical Sciences)9 – Houston Campus Institute of Biosciences and Technology Houston, TX 77030-3303 713.677.7700

HSC Office of the Registrar10 8447 State Highway 47 Bryan, TX 77807-3260 979.436.0191 HSC Division of Student Services11 8447 State Highway 47 Bryan, TX 77807-3260 979.436.0180

5 http://sgs.tamhsc.edu/

6 http://medicine.tamhsc.edu/education/graduate-studies/index.html

7 http://srph.tamhsc.edu/academic-affairs/index.html

8 http://bcd.tamhsc.edu/research/index.html

9 http://www.ibt.tamhsc.edu/education/index.html

10 http://www.tamhsc.edu/education/registrar/index.html

11 http://www.tamhsc.edu/dss/index.html

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III. SGS Overview

A. Mission, Goals, and Objectives

The overarching mission of the HSC is to dedicate the full measure of resources and abilities to advancing the knowledge and technologies of the health professions, and to bring Texans the finest in health education, promotion and care. This mission is supported by four institutional goals:

1. Excellence in Academics 2. Excellence in Research and Scholarship 3. Excellence in Service 4. Excellence in Accountability and Resource Optimization

The mission of the SGS is to provide effective support and leadership throughout the HSC for the establishment, coordination and support of academic training programs in the health sciences. This mission is supported by a primary strategic goal within the SGS:

To educate the next generation of biomedical, public health, and clinical education researchers while promoting innovative research programs in biomedical, translational, and clinical sciences.

B. Program Locations

The SGS is an overarching school of the HSC that provides administrative oversight for all graduate programs offered within the HSC. Currently, the SGS maintains a graduate program in biomedical sciences (GPBMS) and another in public health sciences (GPPHS). The SGS administers components of the GPBMS at three of the HSC branch campuses: Bryan/College Station/Temple, Dallas, and Houston. Local administrative support for the GPBMS is provided by the College of Medicine (COM) for Bryan/College Station and Temple, Baylor College of Dentistry (BCD) for Dallas, and the Institute for Biosciences and Technology (IBT) for Houston. The SGS administers the entire GPPHS in Bryan/College Station, with support provided by the School of Rural Public Health (SRPH). C. Collaborative Agreements with Academic Institutions The HSC has several memoranda of understanding (MOU) and letters of cooperation for instruction and research training. Each school offers unique training and learning opportunities and students from each school involved in the MOU are allowed to train and take classes at either institution. Faculty from each of the institutions involved may serve on student Advisory Committees. MOUs currently exist between the SGS/HSC and the following institutions:

Baylor College of Medicine East China Normal University Tecnologico de Monterrey Texas A&M University University of Texas – Arlington University of Texas - Dallas

University of Texas Health Science Center – Houston

University of Texas Southwestern Medical Center

Wuhan University Xiamen University

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IV. Program Structure and Curriculum

The SGS offers two distinct programs through which students can pursue a graduate degree: the Graduate Program in Biomedical Sciences and the Graduate Program in Public Health Sciences.

A. Graduate Program in Biomedical Sciences

The GPBMS strives to integrate basic and translational research and education leading to a graduate degree for biomedical scientists who will be the future leaders in their field. Students will learn the guiding principles of how to conduct biomedical research while also acquiring the necessary theoretical background and appropriate knowledge and skills to contribute to the development of the area of biomedical science in the hopes of improving human health. Student Learning Outcomes: The goal of the GPBMS program is to provide an educational experience that emphasizes the development of a strong background in basic science, research methods, and ethical principles of biomedical research. The mission and goals of the GPBMS are supported by seven Student Learning Outcomes (SLO) that direct the operations of the program. These SLO determine that the learner will:

Demonstrate proficiency in core biomedical principles that serve as the foundation of the students’ graduate education.

Develop an advanced knowledge in a selected area of concentration and apply this knowledge to real-world scenarios.

Design, conduct, and translate meaningful biomedical research. Display competence in written communication, verbal communication and pedagogy. Analytically interpret and relate current biomedical literature to further their

understanding of the biomedical sciences. Apply foundational concepts of responsible conduct of research to their coursework and

research. Evaluate the impact of their research through the development and utilization of critical

thinking and evidence-based practice skills. Degrees and Degree Requirements: There are two degrees offered through the GPBMS:

Doctor of Philosophy (Ph.D.) in biomedical science Masters of Science (M.S.) in biomedical science (only for regular admittance at the Dallas

campus) The basic requirements in order for a student to graduate with a Ph.D. in biomedical sciences are as follows:

Students must maintain a minimum grade point average of 3.0 on a 4.0 scale. Students must complete a minimum of 96 credit hours. Students entering with an advanced

or clinical degree may be eligible for up to 32 hours of advanced standing.

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Students must successfully complete a set of required courses, including a course in ethics, as well as elective courses and research hours.

Students must complete preliminary examination(s) that are evaluated by their Advisory Committee.

Students must compose and successfully defend a dissertation upon completion of their original research.

The basic requirements in order for a student to graduate with an M.S. in biomedical sciences are as follows:

Students must complete a minimum of 32 credit hours. Students entering with an advanced or clinical degree may be eligible to enter the program with advanced standing, but no more than 10 credit hours will be applied toward the 32 total hours needed.

Students must successfully complete a set of required courses, including a course in ethics, as well as elective courses and research hours.

Students must compose and successfully defend a thesis upon completion of their original research.

A non-thesis option is also available under certain circumstances and requires completion of at least 36 credit hours of coursework; no research hours can be included.

Programs of Study: Each campus location offers different concentrations of study based on the specialties and research interests of their Graduate Faculty, resources available, and interactions with neighboring institutions. Bryan/College Station-Temple campus programs of study include:

Biochemistry and Structural Biology Cell and Molecular Biology Microbial and Molecular Pathogenesis Neuroscience Systems and Translational Biology

Dallas campus programs of study include:

Dental and Craniofacial Biology Houston campus programs of study include:

Cell and Developmental Biology Microbiology, Immunology and Pathogenesis Molecular Genetics, Birth Defects and Cancer

Dual Degree Programs: The SGS also offers two dual clinical-academic degree programs in conjunction with sister schools within the HSC as part of the GPBMS. The combined Doctor of Medicine and Doctor of Philosophy (M.D./Ph.D.) is offered in conjunction with the COM. The combined Doctor of Dental Surgery and Doctor of Philosophy (D.D.S./Ph.D.) is offered in conjunction with the BCD. Special circumstances surrounding the combined M.D./Ph.D. and D.D.S./Ph.D programs include:

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Students must initially apply for admission. o D.D.S./Ph.D. students apply to both the professional and graduate programs. o M.D./Ph.D. students use the American Medical College Application System to apply

to the entire M.D./Ph.D. program. Upon acceptance, students will consult with the program director(s) regarding the

alternatives available for entry into each phase of their professional and graduate training. The typical timeline for completion of the joint degrees is seven years, during which time

students will integrate their clinical education and investigational research training under the direction of experienced faculty.

Affiliated Programs: The SGS also offers a number of affiliated programs through MOU with outside institutions. Students located at the Bryan/College Station campus may also pursue a program of study in either “Space or Life Sciences” or “Biomedical Engineering” due to the MOU with TAMU. Dallas students have the ability to pursue a program of study in “Clinical and Translational Science” based on the MOU with UT Southwestern. B. Graduate Program in Public Health Sciences The GPPHS strives to prepare students for research careers in public health settings through exposure to a broad range of analytic and conceptual tools with which to investigate issues in the health sciences. Students will be trained in the research skills necessary to explore cost, quality, and access issues in various health settings while also acquiring the necessary theoretical background and appropriate knowledge and skills to contribute to the development of the area of public health science in the hopes of improving human health. Degrees and Degree Requirements: There are seven degrees offered through the GPPHS:

Doctor of Philosophy (Ph.D.) in Health Services Research The basic requirements in order for a student to graduate with a Ph.D. in Health Services Research are as follows:

Students must maintain a minimum grade point average of 3.0 on a 4.0 scale. Students entering with a Master’s degree must complete a minimum of 65 credit hours. Students entering with a Bachelor’s degree must complete 18 credit hours of leveling

coursework before beginning their doctoral training. Students must successfully complete a set of required courses, including a course in ethics,

as well as elective courses and research hours. Students must complete a preliminary examination to be evaluated by the Departmental

Doctoral Studies Committee. Students must compose and successfully defend a dissertation or capstone project upon

completion of their original research.

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V. Registration and Degree Processing

A. Adding/Dropping a Course There is a designated period of time during which students can add and/or drop classes after the semester has begun. A student should neither add nor drop a course once enrolled without first consulting with his/her advisor. Refer to the academic calendar12 for add/drop deadlines each semester. Additional fees may be assessed for adding a course after the designated add/drop period. Tuition is refunded for courses dropped after the designated add/drop period on a prorated basis. The Office of Business Affairs will provide notification of any resulting changes to tuition or fees subsequent to the processing of the appropriate forms. Students should contact the Office of the Registrar for more information before they add and/or drop a course. The form for adding and/or dropping a course may be found on the Registrar’s Forms webpage13. B. Class Schedules Class schedules are available online approximately the third week in November for the spring semester and the third week of April for the summer and fall semester for the GPBMS in Bryan/College Station, Houston, and Temple and the GPPHS. For the GPBMS in Dallas, class schedules are available from the student’s Graduate Program Administrator. C. Prerequisite Check While Banner checks to ensure prerequisites are met, it is ultimately the responsibility of the student and advisor to ensure that all course prerequisites are met. D. Repeating Courses Students involved in the GPBMS may repeat a course a maximum of one time. All grades are included on the student’s transcript; however, only the grade from the student’s most recent attempt at a graduate course will be factored into their GPA. The grade initially received in the course will be denoted with an “*R” on the student’s transcript along with an explanation of how the GPA is calculated. At the present time, there are no restrictions on the number of times a student in the GPPHS may repeat a course. E. Withdrawing from the Health Science Center Withdrawal is defined as completely dis-enrolling from the program. Should a student withdraw prior to the census day, no record will exist. Should a student decide to withdraw prior to the last day to withdraw, a grade of “W” will be posted to the student’s transcript. Should the student decide to withdraw after this date, the instructor is given the prerogative to award either a “W” or an “F”.

12 http://www.tamhsc.edu/calendar/academic/index.html

13 http://www.tamhsc.edu/education/registrar/forms/index.html

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In the event a student wishes to withdraw from the HSC, a “Student Request for Official Withdrawal” form must be completed. This form is located under the “Registrar” tab in myHSC14. The student must complete the online form and submit it for approval by the appropriate parties. Specific details regarding the repercussions of a withdrawal are available on the form. Students should refer to the academic calendar for withdrawal deadlines. No withdrawals will be accepted after the last day to withdraw from the HSC for any given semester without the approval of the Registrar and the student’s component representative. Copies of the withdrawal form are sent to the Offices of Financial Aid and Student Financial Services. F. Registration Full-time15 A graduate student is considered full-time if he/she is registered for a minimum of:

9 semester credit hours during a fall or spring semester; 6 semester credit hours in a ten week summer semester, or 4 semester credit hours in a seven week summer semester; or 3 semester credit hours in consecutive five-week summer semesters or a six-week summer

semester. Half-time A graduate student is considered half time if he/she is registered for a minimum of:

5 semester credit hours during a fall or spring semester; 3 semester credit hours in a ten week summer semester; or 2 semester credit hours in a seven-week, six-week, or five-week consecutive summer

semester.

Continuous Enrollment Students must be continually enrolled from their first semester through graduation. To remain in compliance with the HSC’s Continuous Enrollment Policy, students must be enrolled in a minimum of one credit hour per term (excepting summer sessions), including the semester in which they will graduate. Failure to comply with this policy may result in invalidation of credit or dismissal by the Dean. Waivers of this policy may be considered by the Dean. Maximum Registration Hours Graduate students may enroll in a maximum of 15 semester credit hours during a fall or spring semester, 6 semester credit hours during a 5-week summer term, and 10 semester credit hours during a 10-week summer semester. Any exceptions or special circumstances must be approved by the Dean.

14 https://my.tamhsc.edu/cp/home/loginf

15 In the last semester of a student’s curriculum, the school may determine what constitutes “full-time” status on an individual basis.

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Leave of Absence There are a number of scenarios that may arise to deem a student eligible for requesting a leave of absence (LOA). All requests must be initiated by filling out the LOA Request Form16, complete with the appropriate signatures, and submitting it to the Office of the Registrar. The length of the LOA may vary on a case-by-case basis; however, typical leave should not exceed one year.

In Absentia Registration

Students may register “In Absentia” in a course that is offered on an individual basis and conducted away from the HSC campuses. To qualify for “In Absentia” registration, the student must not have access to or use of the facilities of the HSC at any time during the semester or summer term for which he/she is enrolled. The definition of “facilities” includes human resources and services such as those provided by graduate advisory committee members responding to drafts of theses, dissertations or records of study material, etc. Approval of the local Associate Dean of Graduate Studies and the head of the department offering the course is required for each student requesting “In Absentia” registration. A student holding an assistantship may not register “In Absentia”. “In Absentia” status does not extend the degree completion deadline. When registering “In Absentia,” students will not be classified as full-time or half-time regardless of the number of hours enrolled when registering and not in residence. International students and students receiving financial aid or assistantships must consult with each respective office to ensure requirements are met to maintain eligibility and proper status for these programs. Registration Holds There are two common reasons for registration holds:

Financial: A student has past due bills and/or fines. Admissions: Students cannot register until transcripts from all previous institutions are

received.

International Students

The Office of International Student Services on the Texas A&M campus will assist international students who are enrolled at the HSC in their effort to maintain their current visa status according to the requirements set by the U.S. Bureau of Citizenship and Immigration Services. The HSC will assist with processing various forms, determining residency for tuition purposes, and maintaining the international student’s records in the Student and Exchange Visitor Information System.

G. Residence Requirement The majority of a student’s credit towards a degree must be earned through the HSC while in-residence. Exemptions to this policy may be considered by the Dean of the SGS, but only under special circumstances.

16 http://www.tamhsc.edu/education/registrar/forms/leaveofabsence.pdf

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To be considered in-residence, students must be engaged in study while physically present on the campuses or participate in an experience (such as a clerkship or practicum) under the direction of the student’s major advisor and/or advisory committee.

H. Transfer Course Work Courses previously used for another degree are not acceptable for degree plan credit; however, students entering with an advanced or clinical degree may qualify for advanced standing status. Normally, no more than 12 semester hours (9 hours for GPPHS) of transfer credit may be included in a degree plan for Doctoral students. Departments or programs may have more restrictive requirements for transfer work. Courses for which transfer credit is sought must have been completed with a grade of “B” or greater and must be approved by the student’s Advisory Committee and the Associate Dean. The MOU between TAMU and the HSC stipulates that any approved course a student takes at TAMU is not considered transfer work. These courses will be added to the HSC transcript. Except for officially approved joint degree programs with other TAMUS institutions, credit for thesis or dissertation research or the equivalent is not transferable. Course work in which no formal grades are given, or in which grades other than letter grades (“A”, “B”, “C”, etc.) are given (e.g.: “DR”, “P”, “S”, “U”, “H”, etc.) are not accepted for transfer credit. Transfer credit grades are not included in a student’s GPA calculation; however, grades earned at TAMU are included in their GPA calculation since TAMU courses are not considered transfer credit. I. Time Limits for Master’s and Doctoral Students All requirements for Master’s degrees must be completed within a period of seven consecutive calendar years for the degree to be granted. A course will be considered valid until 7 years after the end of the semester in which it is taken. Graduate credit for course work more than seven calendar years old at the time of the final oral examination may not be used to satisfy degree requirements. All requirements for Doctoral degrees must be completed within a period of 10 consecutive calendar years for the degree to be granted. A course will be considered valid until 10 years after the end of the semester in which it is taken. Graduate credit for course work more than 10 calendar years old at the time of the final oral examination may not be used to satisfy degree requirements. Final copies of the dissertation or thesis must be approved and accepted no later than one year after the final examination or within the 10-year time limit for the Doctoral degree or seven years for the Master’s degree, whichever occurs first. Failure to do so will result in the degree not being awarded. J. Dismissal of a Graduate Student In accordance with the law and in the interest of fairness, the School of Graduate Studies of the Texas A&M Health Science Center has established guidelines designed to ensure the right of due process17 for all students. The purpose of this document is to establish guidelines relating to student due process for all SGS programs. These guidelines shall:

17 http://sgs.tamhsc.edu/gsbs-due-process-document-ssac-apr-11.pdf

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1. State the common goals and philosophy of academic and disciplinary due process for all

programs within the SGS.

2. Define and list what policies are required for all graduate programs. The Dean of the SGS and the Graduate Program Council of the SGS will review periodically the policies and associated documentation of all graduate programs in the SGS. K. Readmission Students who have withdrawn from a program of any of the schools of the HSC must reapply meeting all the criteria and procedures necessary for first-time applicants. Decisions on readmission are the responsibility of the Admissions Committee of the school to which the student reapplies.

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VI. Tuition and Fees

A. Payment Options Students may pay their bill online through myHSC18. The HSC accepts Discover Card, American Express, Master Card, or electronic check. Payments may also be mailed to Student Business Services at:

Texas A&M Health Science Center Office of Student Business Services 8447 State Highway 47 Bryan, Texas 77807-3260 Phone 979.436.0194 Website http://sbs.tamhsc.edu

B. Third Party Billing If a student’s tuition and fees are to be paid by a sponsoring School of Graduate Studies department, payment must be received prior to the Wednesday before the start of class. Late payments will be assessed a non-refundable $50 late fee. Unpaid student accounts will be dropped for non-payment of tuition and fees at 5:00 pm on the last business day before the start of class. Students who are sponsored by the Military, Texas Tomorrow or other entity outside of the HSC must provide documentation of sponsorship to Student Business Services prior to the payment due date to avoid late payment penalties. Student Business Services will then bill the third party sponsors. C. Financial Aid19 Students should always consult with the Office of Student Financial Aid20 (OFSA)directly for any questions they may have on the subject.

Office of Student Financial Aid Office of Student Financial Aid Health Professions Education Bldg. Baylor College of Dentistry 8447 State Highway 47 3302 Gaston Avenue Bryan, TX 77807 Dallas, TX 75246 Phone 979.436.0192 Phone 214.828.8236 Fax 979.436.0099 Fax 214.874.4565

Students that have been awarded Title IV financial aid, have “signed” the award letter and have submitted the letter to OFSA will receive funds electronically from their lender via the Texas Guaranteed Student Loan Corporation. These funds will be deposited into a depository account of the Student Business Service on behalf of the student. Students who are relying upon Title IV funds for payment of their tuition/fee bill will not be charged a late payment fee if funds do not arrive by the payment date.

18 https://my.tamhsc.edu/cp/home/loginf

19 Students admitted as non-degree seeking are not eligible for financial aid.

20 http://www.tamhsc.edu/education/finaid/index.html

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Payment of Funds to Students All forms of payments to students are processed through the BANNER Student Information System. This includes scholarships, stipends, and all monetary awards from the university or funds sent to the HSC on the student’s behalf. Satisfactory Academic Progress Federal regulations require the HSC to establish and apply reasonable standards of satisfactory progress for the purpose of the receipt of financial assistance under the programs authorized by Title IV of the Higher Education Act and require institutions to develop policies regarding satisfactory academic progress. Each institution must design criteria that outline the definition of student progress toward a degree and the consequences to the student if progress is not achieved. HSC students who wish to be considered for financial aid must maintain satisfactory progress in their selected course of study as set forth in this policy. Quantitative and qualitative measures for satisfactory academic progress relating to SGS programs and consequences of violation may be found on the Financial Aid Eligibility page21. Below Full-Time Status Students may receive financial aid as half-time students. If a student changes their number of enrolled credits after their aid is disbursed, their financial aid will be adjusted, if appropriate. In some cases, this may mean that the student must repay some of the aid received. If students drop a class after the add/drop period, their aid is not adjusted because they will continue to pay tuition for that class. Withdrawal from the HSC Withdrawals from the HSC are initiated using a BANNER workflow that is accessed by the student on myHSC. Title IV funds are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. A student begins earning Title IV funds on his or her first day of attendance. Therefore, if a student withdraws after the first day of attendance, the school must perform a return calculation using the number of days the student attended classes. Up through the 60 percent point in each payment period or period of enrollment, a schedule is used to determine the amount of Title IV funds the student had earned at the time of withdrawal. For a student who withdraws after the 60 percent point in time, there are no unearned funds. With few exceptions a student going on a Leave of Absence is considered to have withdrawn from the HSC. For more specific information related to a LOA visit the OSFA website22.

21 http://www.tamhsc.edu/education/finaid/satisfactory-academic-progress.html

22 http://www.tamhsc.edu/education/finaid/Withdrawal-and-Leave-of-Absence.html

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VII. Steps to Fulfill Doctoral Degree Requirements

YEAR 1

Discuss goals and course of study for your first year

with an advisor at your location.

Take courses; participate in laboratory rotations.

YEAR 2

Complete coursework detailed on your degree plan.

Upon completion of your coursework, complete both

the written and oral portion of your Preliminary

Examination.

Establish an Advisory

Committee and

develop a degree plan

for your remaining

course of study.

YEAR 3+

Work on research and dissertation.

Participate in

Annual Advisory

Committee

Meeting in order to

monitor progress.

Submit “Proposal”

for your Dissertation

(at least 15 days

prior to submission

of “Defense Request

Form”)

Submit “Final

Defense Request

Form” (at least 5

days prior to

Defense)

Complete both the written and

oral portion of your Final

Defense. Submit the necessary

forms and signed approval page.

Graduation!

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VIII. Faculty, Advisory Committees, and Degree Plans

A. Graduate Faculty To be on a student’s Advisory Committee, faculty members must also be members of the Graduate Faculty. There are four designations for members of the Graduate Faculty, each with its own distinct set of responsibilities and duties.

Member

Any faculty member of the TAMUS, or other authorized institution, who has an academic appointment of Professor, Associate or Assistant Professor, who wishes to be an active participant in graduate programs of the SGS on a regular, ongoing basis and who presents appropriate evidence of academic/professional accomplishment is eligible to become a Member of the Graduate Faculty. A Member of the Graduate Faculty may teach graduate courses and serve as a member, Co-Chair, or Chair of a graduate student's Advisory Committee.

Associate Member

Faculty who are not actively involved in education and research training of SGS students on a regular, ongoing basis; Research Scientists, Instructors and Lecturers, and professional staff employed by formal affiliates of the HSC and other members of the TAMUS; and employees of federal and state agencies who hold the highest earned degree common to their discipline may be granted Associate Member status on the Graduate Faculty. An Associate Member of the SGS Graduate Faculty may teach graduate courses and serve as member or Co-Chair (but not as Chair), with a Member as the other Co-Chair, of a graduate student’s Advisory Committee.

Adjunct Member

Recognized scholars who do not hold a permanent appointment in the HSC or affiliated institutions but who otherwise meet the basic requirements for the status of Member or Associate Member of the Graduate Faculty, as described previously, may be eligible for appointment to Adjunct Member status. An Adjunct Member of the Graduate Faculty may teach graduate courses and serve as a member or Co-Chair (but not Chair), with a Member as the other Co-Chair, of a graduate student’s Advisory Committee.

Special Member

Special Appointments to the SGS may be made when the head of an academic department/center or graduate program director wishes to have qualified individuals serve on a student’s Advisory Committee without being permanently on the Graduate Faculty. Special Appointment nominations must indicate if the appointment is limited to a specified committee, to a specified teaching assignment, or to a fixed length of time (e.g., for one or two years). B. Advisory Committees The progress of each student through their graduate training is under the direction of a supervising professor and Advisory Committee. Advisory Committees are responsible for overseeing student progress, approving student course-loads, and approving the area of research a student will pursue.

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The Advisory Committee consists of at least 4 Graduate Faculty members for Doctoral candidates and at least 3 Graduate Faculty members for Master’s students. Students must complete an Advisory Committee Approval23 form which must be on record with the HSC Registrar’s Office. One of the members on a student’s Advisory Committee is the supervising professor who serves as the Chair of the committee. In certain circumstances, a student may have two supervising professors who serve as Co-Chairs of their Advisory Committee. Students must meet with their Advisory Committee a minimum of once per year for the purpose of reviewing the student’s program, the progress toward completing coursework and other degree requirements, and the progress in research. An Annual Advisory Committee Meeting24 rubric evaluating the student’s progress must be completed and submitted to the student’s campus-based Office of Graduate Studies. C. Degree Plan Development

Students must complete and file their degree plans with their campus-based OGS prior to the deadline stated on the SGS Academic Calendar. Students should develop their degree plan with their Graduate Advisor using the appropriate SGS Degree Plan25 form. The proposed degree plan must be approved by the student’s Advisory Committee, Department Head or Program Director, and their campus-based Associate Dean of Graduate Studies. Approved degree plans should be sent to the HSC Registrar’s Office to be placed in the student’s permanent file. In the event that a change in a student’s degree plan is needed, a new degree plan form should be completed by the student under advisement of their Advisory Committee. The approved plan should again be sent to the HSC Registrar as part of the student’s permanent record.

23 http://gsbs.tamhsc.edu/forms/7.-committeemembershipapprovalform.pdf

24 http://gsbs.tamhsc.edu/forms/research-assessment.pdf

25 http://gsbs.tamhsc.edu/forms/2.degreeplan.pdf

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IX. Scholastic Requirements, Examinations, and Graduation

A. Grading

Grading systems, standards, academic promotion and advancement are recommended by the faculty of the program and/or program location in which the student is enrolled through the GPC and approved by the Dean of the SGS.

The evaluation of a student in any course is determined as stated in the course syllabus. Ultimately, it is the responsibility of the course director to grade the student based on their professional evaluation of the student’s progress through the course.

“Satisfactory academic progress” is established by the SGS guidelines and policies. For detailed information regarding the SGS grade distribution, grading policy, promotion standards, and academic appeals, please refer to the SGS Student Due Process26 policy.

B. Preliminary Examination

Exam schedules, both for a student’s preliminary exam and final defense, must be arranged so that all members of the Advisory Committee can be present. If a committee member must be absent from any scheduled examination, he/she should arrange with a member of the graduate faculty from his/her department to sit at the examination as a substitute. Only one substitution or absence is allowed. No substitutions for the Chair of the committee will be approved. If a Chair cannot attend a scheduled examination, or if two (or more) members of an Advisory Committee must be absent, the examination must be rescheduled.

Preliminary examinations occur after a major portion of the student’s required coursework has been completed, generally after the first two years of study. The preliminary examination consists of two parts, a written and oral portion, both of which are designed to evaluate the student’s knowledge of fundamental principles, communication skills, and ability to respond to questions.

Both portions of the preliminary examination will be administered and assessed by a committee of Graduate Faculty and a vote will be taken to determine whether or not the student passed that portion of the examination. The committee must complete the Written27 and Oral28 Preliminary Exam Evaluation rubrics as part of the assessment process. More than one negative vote on either portion of the preliminary exam constitutes failure of that portion and it will be up to the discretion of the examination committee to set the parameters for re-examination. Copies of the completed rubrics must be sent to the student and placed in the student’s permanent file.

26 http://sgs.tamhsc.edu/gsbs-due-process-document-ssac-apr-11.pdf

27 http://gsbs.tamhsc.edu/forms/written-preliminary-exam-evaluation.pdf

28 http://gsbs.tamhsc.edu/forms/oral-preliminary-exam-evaluation.pdf

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C. Final Defense

Proposal

Before beginning their research for a Doctoral or Master’s degree, graduate students must complete and submit a proposal for their research. This proposal is a description of the research that a student intends to perform and demonstrates to the Advisory Committee a student’s ability to successfully pursue their proposed studies. The completed research proposal must also be accompanied by a Title Page29 which should be signed by the student, all members of the Advisory Committee, the Department Head or Program Director, and the campus-based Associate Dean of Graduate Studies. Copies of the proposal should be on file with the HSC Registrar.

A research proposal must be submitted to a student’s campus-based OGS at least 10 working days prior to the submission of their request for final examination. If the research involves human or animal subjects, infectious biohazards or recombinant DNA, the student must check with the HSC Office of Research to ensure that all compliance responsibilities have been met.

Theses, Dissertations and Records of Study

The final requirement for the Doctorate degrees and most Master’s degrees are a dissertation or thesis, respectively, based upon the student’s research in their areas of specialization. Students who are ready to defend their thesis, dissertation, or record of study must submit the Request and Announcement of the Final Examination30 to their campus-based OGS at least 5 days prior to the defense date. This request must be approved by all members of the Advisory Committee and the Department Head or Program Director. Once approved, copies should be distributed to each of the committee members. Theses/dissertations must be prepared based on the guidelines31 set out by the SGS. As a Texas public institution, the research conducted at the HSC is ultimately for the benefit of the public. To support this goal, all theses, dissertations and records of study are available through the appropriate TAMUS libraries.

Submission Students will submit their thesis/dissertation electronically as a single PDF file. The traditional dissertation format requirements apply to electronic submittals. Students should contact their campus-based Office of Research and Graduate Studies for specific rules and requirements regarding their thesis/dissertation submission.

GPBMS - Bryan/College Station, and Temple Health Professions Education Bldg. College Station, TX 77843 Phone 979.845.0370 Email levins@medicine.tamhsc.edu

29

http://gsbs.tamhsc.edu/forms/9.-proposal-title-page-for-thesis-or-dissertation.pdf

30 http://gsbs.tamhsc.edu/forms/finaldefenseoralexamrequestannouncement.pdf

31 http://gsbs.tamhsc.edu/thesis-manual/thesis-manual-11-06.pdf

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GPBMS - Dallas Baylor College of Dentistry, Room 483 Dallas, TX 75226 Phone 214.828.8213 Email jspears@bcd.tamhsc.edu GPBMS - Houston Institute of Biosciences and Technology Houston, TX 77030 Phone 713.677.7700 Email jbender@ibt.tamhsc.edu GPPHS SRPH Administration Building University Drive and Adriance Road College Station, TX 77843-1266 Phone 979.458.3243 Email dahardeman@srph.tamhsc.edu

Deadlines

To graduate in a given semester, students must meet the scheduled deadline for submittal of the thesis/dissertation in final form. The Office of the Registrar posts a calendar on the HSC web site for each semester, and these dates must be observed. There are no exceptions for late submittal. The student’s Advisory Committee will administer a final examination upon completion of the thesis/dissertation. The final examination consists of two parts: (1) A written portion (i.e. the thesis/dissertation/record of study) and (2) An oral portion which will reflect the student’s overall progress throughout their graduate eduation. Following the examination, the Advisory Committee will assess whether or not the student passed each portion of the examination. The committee must complete the Written32 and Oral33 Defense Evaluation rubrics as part of the assessment process before voting on the overall outcome. More than one negative vote on either portion of the final exam constitutes failure of the examination. A student’s Advisory Committee may require that the student modify or edit their dissertation before agreeing to pass the student. Copies of the completed rubrics must be sent to the student, the HSC Registrar, and placed in the student’s permanent file. D. Graduation

Degrees for the SGS are awarded based on recommendations by a student’s Advisory Committee, Department Head or Program Director, and campus-based Associate Dean for Graduate Studies. Additionally, a student must be free of financial obligation to the Texas A&M Health Science Center as certified by the Offices of Finance and Administration and Student Business Services.

To be considered for a degree, a student must submit an application for graduation to the HSC Registrar. This application should be submitted via the web in myHSC. A graduation fee will be

32 http://gsbs.tamhsc.edu/forms/written-defense-evaluation.pdf

33 http://gsbs.tamhsc.edu/forms/oral-defense-evaluation.pdf

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applied upon submission of this application. The deadlines for applying for graduation are September 15 for Fall, February 15 for Spring, and June 15 for Summer. Students who have not cleared financial or other obligations to the HSC will not be permitted to receive a diploma, transcript, or degree verification until the obligation has been met. The degree will, however, be conferred.

For more information regarding graduation, consult with the HSC Office of the Registrar.

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X. Student Services, Records, and Resources

A. Academic and Ethical Expectations and Due Process Graduate students are expected to conduct themselves in a professional and ethical manner both inside and outside the classroom. The SGS has put into place an Academic and Disciplinary Due Process34 system designed to resolve both academic and non-academic issues in a clear, fair, and orderly manner. These guidelines are intended to achieve equitable solutions that will resolve issues with due regard for the rights of all students, staff, and faculty and which maintain the best interest of the SGS and HSC.

B. Address Changes A student may change his/her address in the myHSC portal. C. Assistantship Eligibility Students may qualify for a graduate assistantship if the HSC minimum of half-time enrollment (5 hrs fall/spring; 3 hrs 10-week summer) is met. Note that individual programs may have higher requirements. Graduate/Research Assistant Non-Resident Tuition Exemption forms are located here35. D. Academic Standing/Progress Academic standing and/or progress is determined by the HSC Office of the Registrar in conjunction with the graduate program of the student. E. Advanced Placement, Transfer Work and Substitutions Students are responsible for initiating requests for advanced placement, transfer work, or substitutions through their program director or department head. F. Degree Audits A final degree audit is processed by the HSC Office of the Registrar the semester in which the student applies for graduation G. Immunization Requirements

All students must submit an immunization record as a part of the matriculation process. Upon submission of an application for admission, an Immunization Hold is placed in the applicant's record. This hold will prevent registration until the Student Immunization Record is completed and submitted.

34 http://sgs.tamhsc.edu/gsbs-due-process-document-ssac-apr-11.pdf

35 http://www.tamhsc.edu/education/student/forms/tuitionexempt.pdf

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H. Miscellaneous Complaints The SGS encourages students to seek informal resolution of concerns through consultation with the faculty or staff person directly responsible for the initial action. However, if a student deems the informal efforts unsatisfactory, he/she may pursue a more formal complaint. Students must make all formal complaints, in writing, through the submission of the SGS Miscellaneous Complaint Form36 unless the complaints involve safety issues that require immediate action. A detailed description of this policy, including a list of complaints not covered by this policy, can be found on the SGS Miscellaneous Complaints37 webpage. I. Residency Status Residency status for tuition purposes is determined in the Office of Academic Records (Dallas) or the HSC Office of the Registrar (Bryan/College Station, Houston, Temple) by the Residency Determination Officer. Residency laws and rules are legislatively set. The definition of a resident is “a citizen, national, or permanent resident of the United States or an alien who has been permitted by Congress to adopt the United States as his or her domicile while in this country or a foreign student who meets the residency requirements”. More information regarding Residency Status may be found on the Coordinating Board website38. J. Student Records Student records are maintained in the HSC Office of the Registrar. Federal law prohibits the release of certain information from these records. K. Transcripts Transcripts may be requested in the HSC Office of the Registrar and Graduate Admissions or on the HSC Registrar’s Transcript Request webpage39. L. Disability Services Disability Services Texas A&M University Cain Hall, Room B118 1224 TAMU College Station, TX 77843-1224 Phone 979.845.1637 Fax 979.458.1214 Email disability@tamu.edu It is the policy of the instructor to accommodate students with disabilities pursuant to federal and state law, and the HSC’s commitment to equal educational opportunities. Any student with a disability who needs accommodation should inform the instructor at the beginning of the course.

36 http://sgs.tamhsc.edu/forms/complaint-form.pdf

37 http://sgs.tamhsc.edu/miscellaneous-complaints.html

38 http://www.thecb.state.tx.us/reports/PDF/0183.PDF?CFID=5892355&CFTOKEN=80539625

39 http://www.tamhsc.edu/education/registrar/transcriptrequest.html

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Students with disabilities are encouraged to contact Student Disability Services, which are provided by TAMU through a contractual arrangement with the HSC. TAMUS does not discriminate on the basis of an individual's handicap and complies with Section 504 in its admissions, accessibility, treatment and employment of students in its programs and activities. The designated 504 coordinator for TAMUS is the assistant executive director, System Human Resources Office, who is responsible for equal opportunity/affirmative action matters.

The HSC provides academic adjustments and auxiliary aids to students with handicapping conditions, as defined under the law, who are otherwise qualified to meet the institution's academic requirements. The TAMU Department of Disability Services coordinates TAMU programs and efforts for the benefit of the individuals covered within both TAMU and the HSC under the statute.

More information regarding Disability Services, including Faculty Rights and Responsibilities, may be found on the Department of Disabilities website40. M. Counseling Services Students at the Dallas campus needing either academic and/or personal counseling should be referred to Dr. Jack Long and Ms. Moria Allen in the Office of Student Affairs, Rm. 503. Programs for academic success as well as personal counseling and crisis intervention for SGS students located in Bryan/College Station are provided through a contract with TAMU. Students requiring counseling services at the Bryan/College Station campus should be referred to the TAMU Student Counseling Service.

Student Counseling Service Texas A&M University Mail Stop 1263 College Station, TX 77843-1263 Phone 979.845.4427 Emergency 979.845.2700 Fax 979.862.4383 Email scs@tamu.edu

Services include individual and group counseling, assessment of study behaviors, screening for learning disabilities, an extensive collection of self-help resources, and weekly workshops on a variety of study skills topics. For more information, visit the Student Counseling Service webpage41.

Academic and personal counseling for students located at the Houston or Temple campus are provided through a contract with the UT Employee Assistance Program (UTEAP). Students in Houston and Temple should be referred to UTEAP for any counseling needs.

40 http://disability.tamu.edu/

41 http://scs.tamu.edu/

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Texas A&M Health Science Center Student Assistance Program UT Employee Assistance Program 7000 Fannin, Suite 1670 Houston, TX 77030

Phone (713) 500-3327 Toll Free (800) 346-3549

Website www.uteap.org Services include confidential counseling, financial advice and analysis, workshops and seminars, identity theft solution, legal consultation, wellness and stress management as well as online self-help tools and resources. All appointments are made through the Houston office, but students in Temple may call the toll free number and UTEAP will locate a provider in Temple. For more information, visit the UTEAP webpage42. N. Health Services and Health Insurance Policy The HSC requires all students/residents to have and maintain health insurance throughout their entire educational career at the HSC. It is strongly recommended that student/resident medical policies include hospitalization, medical and mental health benefits. Generally, the various student health clinics provide only basic care and retain a resident to consult on a limited basis with limited hours. Serious illnesses, emergencies or hospitalizations as well as wellness visits, mental and maternity care can result in a significant financial burden well beyond a person's ability to pay. Also, financial aid rules and regulations limit what may be offered in regard to type of expense and total dollars of funding. The A.P. Beutel University Health Center is a modern clinic that provides outpatient services to students in Bryan/College Station.

Student Health Services A.P. Beutel Health Center Texas A&M University College Station, TX 77843-1264 Phone 979.458.8316 Fax 979.458.8364 Email info@shs.tamu.edu

Routine medical services are provided for all students at the Dallas campus in order to help maintain good health standards. Medical services that cannot be managed in the health clinic will be referred elsewhere. These referral services are not covered by the health clinic fee. Dental services are available in the college’s clinics. Houston-based students interested in information regarding health services should contact Diana Taylor at 713.677.7734 for additional information.

42 www.uteap.org

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O. International Student Services Office of International Services Health Professions Education Building Office 1018 MS 1359 Bryan, Texas 77807 Phone 979.436.0186 Fax 979.436.0099 Email intsrvc@tamhsc.edu Philip O. Clay, PDSO/RO Director Phone 979.436.0186 Email pclay@tamhsc.edu Julie J. Brooks Lead Office Associate Phone 979.436.0185 Email jbrooks@tamhsc.edu Dallas Location Only: Kimberly M. Luttman, DSO/ARO International Services Administrator Baylor College of Dentistry 3302 Gaston Avenue Dallas, Texas 75246-2098 Phone 214.828.8182 Fax 214.874.4537 Email kluttman@bcd.tamhsc.edu The Office of International Services can provide assistance and information on all issues related to international students, including:

Understanding the International Student F1 and J1 Student Visas International Student Employment (both on- and off-campus) Funding Issues Student Travel Health Insurance Requirements and Coverage Enrollment and Withdrawal

For additional information, visit the Office of International Services website43.

43 http://www.tamhsc.edu/ois/

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XI. Grants, Fellowships, and Assistantships

A. SGS Career Development Grants

Financial assistance is available for support of opportunities that will enhance the education and research training experience of graduate students in the SGS. Two specific programs for travel and special events are available on a competitive basis for graduate students who are full-time and in good academic standing in the SGS.

Student Travel Grants

Students may receive grants to support travel that is associated with their professional, career development. Support of up to $500 is available to SGS graduate students for the following purposes:

Travel to professional, scientific meetings for students who are participating in a platform or poster presentation.

Travel associated with field work required as part of a dissertation research project. Support for this type of travel will only be considered if there are no funds available from the laboratory, department or school for the research project.

Please keep in mind that it is expected that matching funds will be provided by the mentor or campus-based OGS to complete the funds necessary for travel. In general, it is expected that eligible students may receive only one Student Travel Grant to support travel to a professional meeting. Only under exceptional circumstances will students be considered for more than one award. Therefore, students and mentors are discouraged from applying for this award earlier in their academic training.

Program Enhancement Grants

Program Enhancement Grants are intended to provide support for special events that will enhance the overall graduate training experience by supplementing ongoing graduate courses. Such events may include a lecture series with invited speakers, special short courses, and other events/programs that would not ordinarily be available to graduate students as part of the normal course of study.

In order to be most competitive for funding, Program Enhancement Grants should be organized so that they clearly benefit more than one graduate program in the SGS. While there is no proscribed limit, maximum funding for individual Program Enhancement Grants would typically be in the range of $1,000 to $2,500. Matching funds from the participating programs and institutions may be required to cover additional expenses.

Application

Graduate students requesting Career Development Grants must submit a 1-2 page proposal/summary with budget and budget justification, including details of available matching funds. Applications for Travel Grants must contain a cover memo indicating support from the

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student’s mentor and from the director of graduate studies for the graduate program. Applications for Program Enhancement Grants must be submitted through the director of graduate studies for each of the participating programs. All applications should be submitted electronically to

B. Assistantships

Graduate assistantships teaching (GAT), non-teaching (GANT) and research (GAR), are available to qualified students on a competitive basis. All assistantships are administered through a student’s campus-based OGS. Although individual locations may have higher requirements, graduate students holding assistantships must be registered for a minimum of nine semester hours during a fall or spring semester, or for six credit hours during the summer. Assistantships terminate upon failure to maintain the minimum enrollment requirement. Students should contact their campus-based OGS, Associate Dean, or graduate advisor for more information.

C. Fellowships

Fellowships are available to qualified students on a competitive basis and are administered through a student’s campus-based OGS. Although individual campuses may have higher requirements, graduate students holding fellowships must register for a minimum of nine semester credit hours during a fall or spring semesters, or for six credit hours during the summer. Students should contact their local OGS or Associate Dean for additional information.