IBMS Graduate Program Handbook: Policies & Procedures for Ph.D. Students, Study Guides, Projects, Research of Communication

Download IBMS Graduate Program Handbook: Policies & Procedures for Ph.D. Students and more Study Guides, Projects, Research Communication in PDF only on Docsity!

Handbook of Policies & Procedures

Integrated Biomedical Sciences (IBMS)

Graduate Program

Handbook of Policies and Procedures

(Revised 08 - 22 - 2021 )

Handbook of Policies & Procedures

Preface

This Handbook is designed 1) to describe the academic and administrative structure that serves as the framework for the Integrated Biomedical Sciences (IBMS) Graduate Program, and 2) to define for IBMS Ph.D. students and faculty mentors the mechanics for meeting the programmatic expectations and achieving the milestones required for graduation. As noted in the figure to left, the Integrated Biomedical Sciences (IBMS) Graduate Program is a Ph.D.-granting program in the Graduate School of Biomedical Sciences (GSBS) of UT Health San Antonio. Several hundred faculty members from throughout 6 basic science departments of the GSBS, as well as from several clinical departments and off-campus institutions, are members of the IBMS program. Each year, students are admitted into the IBMS Graduate Program. Based on the research interests of individual members of the IBMS Graduate Faculty, seven thematic “disciplines” have been designated that provide a structure and mechanism to foster interactions and facilitate teaching and research collaborations among faculty members and students with common interests. Therefore, each faculty member has an affiliation with one or more IBMS discipline(s). Each IBMS graduate student is a member of the IBMS Graduate Program and has access to all offerings of the Program, regardless of discipline affiliation. However, all students are required to identify one of the disciplines of the Program as their “primary discipline-of-interest”, and as such will follow a particular core curriculum, or Plan of Study, provided by the executive leadership of the chosen discipline. This core curriculum can accommodate certain modifications so as to most closely serve the needs of the student. Assurance that programmatic guidelines are met by IBMS graduate students is the primary responsibility of the IBMS Committee on Graduate Studies (COGS). Appropriate coordination and communication is in place to ensure that discipline activities remain consistent with the expectations and requirements of the IBMS Graduate Program. The 3 sections included in this Handbook describe: 1) The administrative structure of the IBMS Graduate Program pertinent to both students and faculty; 2) The processes and procedures for all IBMS students to meet graduation requirements; and 3) Guidelines that are customized to ensure that the discipline-specific educational needs of students are met. Biology of Aging (BA) Cancer Biology (CB) Cell Biology, Genetics & Molecular Medicine (CGM) Biochemical Mechanisms in Medicine (BMM) Molecular Immunology & Microbiology (MIM) Neuroscience (NS) Physiology & Pharmacology (PP)

(See your Discipline Director or Discipline Coordinator for a summary of

• PREFACE PAGE
• TABLE OF CONTENTS
• I. ORGANIZATIONAL STRUCTURE OF THE IBMS GRADUATE PROGRAM
  • A. Program Director
    • • Assistant Program Director
  • B. COGS Chair
  • C. IBMS Committee on Graduate Studies (COGS)
    • • Membership
    • • Responsibilities
    • • COGS Meetings
  • D. Thematic Disciplines
    • • Discipline Membership
    • • Responsibilities and Discipline Name Changes
    • • Internal Organization and Function of Each Discipline
  • E. IBMS Graduate Faculty
    • • Membership and Appointment
    • • Rights and Responsibilities
    • • Additional Discipline Affiliations Declared After Initial Appointment
  • F. IBMS Student Recruitment Committee
    • • Membership
    • • Responsibilities
    • • Discipline-specific Recruitment Activities
  • G. IBMS Student Admissions Committee
    • • Membership
    • • Responsibilities
  • H. IBMS Curriculum Committee
    • • Membership
    • • Responsibilities
  • I. Council of Chairs
    • • Membership
    • • Responsibilities
  • J. IBMS Student Council
    • • Membership
    • • Responsibilities
  • K. IBMS Council of Discipline Coordinators
    • • Membership
    • • Responsibilities
• II. STUDENT PROGRESSION/SEQUENTIAL PROCEDURES OF THE IBMS GRADUATE PROGRAM
  • A. Milestone and Compact Agreements Between Graduate Students and Their Dissertation Mentors
  • B. Plans of Study and IBMS Coursework - Overview
    • • Year 1 Fall semester
    • • Year 1 Spring semester
    • • Year
    • • Years 3-
    • • Final Hours
  • C. Laboratory Rotations
  • D. Selection of IBMS Discipline and Dissertation Mentor
  • E. Temporary Supervising Committee
  • F. Qualifying Examination
  • G. Admission to Candidacy for the Ph.D.
  • H. Dissertation Research and the Student’s Dissertation Supervising Committee Handbook of Policies & Procedures
    • • Overview
    • • Formation and Membership of the Dissertation Supervising Committee
    • • Preparation and Approval of the Dissertation Research Proposal
    • • Enrolling for Dissertation Credit (IBMS 7099)
    • • Meetings of the Dissertation Supervising Committee
    • • Writing the Dissertation and Registering for Final Hours
    • • Defense of Dissertation
      • • Public Seminar
      • • Closed-door Defense
      • • Approval of Written Dissertation
    • • Registering In Absentia (INTD 1000)
  • I. Evaluating Student Academic Progress
    • • Grade Point Average
    • • “Satisfactory/Unsatisfactory" Coursework
    • • Qualifying Examination Outcomes
    • • Research/Academic Progress
    • • Research Committee Meetings
    • • Expected Time-to-Completion of Degree Requirements
  • J. Withdrawal or Leave of Absence (LOA) from the IBMS Graduate Program
  • K. Change of Degree Objective – Ph.D. to M.S.
    • • Voluntary change of degree objective
    • • Mandatory change of degree objective
    • • Procedure
  • L. Change of Dissertation Mentor
  • M. Dissertation Mentor Leaves UTHSA
  • N. Relationship between IBMS Graduate Program and D.D.S/Ph.D. and M.D./Ph.D. programs
  • O. Outside employment
  • P. Student Vacation Policy
  • Q. Student Travel
  • R. Academic Integrity and Professionalism
  • S. Amendments to This Handbook
• HANDBOOK SUPPLEMENTS - Supplement I Appointment to the IBMS Graduate Faculty - Supplement IA Periodic Review of IBMS Graduate Faculty - Supplement II Internal IBMS Discipline Administration - Supplement III Identification and Appointment of Discipline Directors - Supplement IV Milestone Agreement – Sample - Supplement V Student-Mentor Compact – Sample - Supplement VI IBMS Laboratory Rotations (IBMS 5008) - Supplement VII Qualifying Examination (IBMS 7001) - Supplement VIII Dissertation Mentor Change of Institution - Supplement IX Policy for Transfer of Students during Faculty Recruitment - Supplement X Policy for Students who Join the Program from other Graduate Programs - Supplement XI Discipline-Specific Guidelines and Curriculum

Handbook of Policies & Procedures

I. Organizational Structure of the IBMS Graduate Program The general organizational structure of the Integrated Biomedical Sciences (IBMS) Graduate Program is summarized in the Preface of this document. The rights and responsibilities of the IBMS Graduate Faculty, as well as the structure and function of IBMS committees, are described below. The IBMS Assistant Program Director (APD) will provide support, as needed, to the IBMS Program Director and to the Chair of the IBMS Committee on Graduate Studies. The APD will serve as Chair of the IBMS Discipline Coordinators Council and maintain a modified version of the IBMS Handbook for use by the IBMS discipline coordinators.

A. Program Director

The Program Director (PD) of the IBMS Graduate Program is appointed by and reports to the Dean of the Graduate School of Biomedical Sciences (GSBS). The PD is responsible for the administration, monitoring, review and evaluation of the IBMS Graduate Program according to criteria and schedules established by the agencies requiring such reviews, e.g. , the UT System, the Texas Higher Education Coordinating Board, and the Southern Association of Colleges and Schools (SACS). The PD also serves as liaison between the IBMS Graduate Program and the accreditation agencies, the IBMS COGS and the six Basic Science Departments, and the Dean of the GSBS. In addition, the PD will:

• Maintain, and revise when required, the IBMS program pages of the University catalog.
• Collect, evaluate, and submit programmatic data and assessments needed by the GSBS Dean’s Office ( i.e. , Director of Academic Assessment and Compliance) for reports to UT System and accreditation agencies ( e.g. , THECB, SACS).
• Oversee the organization of new student orientation activities.
• Facilitate requests for appointments to IBMS Graduate Faculty.
• Perform periodic review of IBMS Graduate Faculty.
• Perform periodic review of the IBMS program and its disciplines as required by the THECB.
• Organize periodic meetings with the IBMS Graduate Faculty and students in order to provide opportunities for updates and discussion of programmatic issues.
• Work with the IBMS COGS chair to improve the quality of the Program, and for resolving problems that impede the ability of the IBMS students to progress successfully to graduation.
• Make recommendations to the Dean of the GSBS regarding administrative support required by the IBMS program to execute the functions of the committees and the IBMS disciplines; this includes both financial and personnel support. The Graduate Dean’s Office will provide support based on documented time, effort and commitment of faculty in leadership positions in the IBMS program and, where appropriate and in consultation with the relevant department chairs, provide through the annual budgeting process monetary compensation for faculty and administrator time.
• Be a member of the IBMS Committee on Graduate Studies, non-voting, ex officio.
• Be a member of the Discipline Coordinators Council, non-voting, ex officio.

B. COGS Chair

Handbook of Policies & Procedures

COGS will develop policies and procedures for the IBMS Graduate Program and will oversee the activities of the IBMS Student Admissions Committee, Student Recruitment Committee and the Curriculum Committee. COGS will provide the organization and facilitate the communication between students and faculty, and among faculty members of all disciplines necessary to promote the primary missions of the IBMS Graduate Program; and to ensure consistency, cohesiveness, integration and quality control across disciplines. The IBMS COGS will be responsible for providing “a carefully planned and systematic program of study and a degree plan” (language taken from THECB criteria for new doctoral programs) for students in the IBMS Graduate Program. It will establish the academic requirements and processes for: a) Matriculating high quality students into the Program; b) Providing a high quality curriculum with requisite coursework; c) Granting approvals of student Dissertation Mentor selections and dissertation supervising committee memberships; d) Advancing students to candidacy for the Ph.D. degree; and e) Ensuring that research goals are met that are consistent with graduates from an exemplary Ph.D. program. IBMS COGS will also support MD/PhD and DDS/PhD advisory committees in developing Plans of Study for dual-degree students who enter the IBMS Graduate Program. The IBMS COGS will make recommendations to the Dean of the GSBS, via the IBMS Program Director, for faculty members to be appointed to the IBMS Graduate Faculty (see Supplement I of this Handbook ). The IBMS COGS will make a periodic review, at least every five years, of all IBMS Graduate Faculty with respect to their participation in and contributions to the IBMS Graduate Program (expectations described in Supplement IA of this Handbook ). Results of such reviews will be reported to the Dean of the GSBS, via the IBMS Program Director, with recommendations regarding IBMS faculty members as warranted by the results of the review.

• COGS Meetings COGS will meet once a month unless there is insufficient business to justify a meeting. When necessary and appropriate, the Chair of COGS may call for a special meeting of the committee to discuss and/or vote on critical issues regarding graduate students or the graduate program. Such critical issues include, but are not limited to: student dismissal decisions, removal of individuals from the graduate faculty, major curriculum changes and other substantive changes to the program. Meetings will be conducted as follows: - Rules of Procedure: Robert’s Rules of Order for small groups. - Agenda: Copies of the meeting agenda will be sent to COGS members prior to a meeting. No action will be taken at an COGS meeting unless the item of business was on the published agenda. Exceptions to this requires the unanimous consent of members of COGS present. - Voting: A quorum of voting COGS members must be present to conduct official business. One-half plus one of the COGS members constitutes a quorum. A motion is considered passed when it is approved by a majority of those COGS members present and voting. - Minutes: The Chair of COGS and a recording secretary shall compile and sign the minutes of each COGS meeting. Members of COGS will be allowed to request revisions prior to approval. The minutes will be filed in the office of the IBMS Assistant Program Director and distributed to all COGS members.

D. Thematic Disciplines

Handbook of Policies & Procedures

The IBMS is composed of 7 thematic disciplines as follows:

• Biology of Aging [BA]
• Cancer Biology [CB]
• Cell Biology, Genetics & Molecular Medicine [CGM]
• Biochemical Mechanisms in Medicine [BMM]
• Molecular Immunology & Microbiology [MIM]
• Neuroscience [NS]
• Physiology & Pharmacology [P&P]
• Discipline Membership An IBMS Discipline is composed of faculty members with shared academic and research interests who 1) Have received approvals to seek membership on the IBMS Graduate Faculty by the chair of the department in which they hold their primary appointments; 2) Have provided evidence of their qualifications for training graduate students and are subsequently approved for appointment as members of the IBMS Graduate Faculty ( Supplement I of this Handbook ); and 3) Have officially declared their affiliations with particular disciplines based on their scientific expertise and qualifications for training students of those disciplines. IBMS Graduate Faculty members may declare affiliations with more than one discipline; a primary discipline affiliation would indicate significant participation in, and contributions to, the operations of that discipline ( e.g. , teaching and committee service). A secondary discipline affiliation would be indicative of a faculty member who occasionally participates in discipline operations. A faculty member may indicate dual primary discipline affiliations if contributions to two disciplines are equivalent. In some instances, where a faculty member has strong ties to additional groups of faculty and their research interests, additional disciplines beyond primary and secondary may be selected as “other affiliations”. Each Discipline will have a discipline executive committee (see Supplement II of this Handbook for the internal organization/function of disciplines) with a Director ( Supplement III of this Handbook ), Deputy Director and Student Advisor (usually the Discipline Director or Deputy Director).
• Responsibilities Discipline faculty, through their respective executive committees, are responsible for directing, monitoring and evaluating all aspects of the students’ graduate education according to policies and procedures established by the IBMS COGS. Each Discipline is responsible for providing a specific Plan of Study and a timeline expected of its students. Furthermore, Disciplines will report student progress to the IBMS COGS ( e.g. , reports of major student advances or failures in academic progress such as Qualifying Exam results, Admissions to Candidacy, Research Progress, Defense of Dissertations, etc.) and, where appropriate, seek COGS approvals. Although the overall structure and procedures of the individual disciplines are designed to promote integration and collaboration among all IBMS disciplines, in order to provide the most effective training to its students, there may be certain “discipline-specific” expectations. Furthermore, although the disciplines of the IBMS Graduate Program are not academically aligned with any specific department, strong administrative relationships with the departmental structure is maintained by the membership of IBMS Graduate Faculty with particular academic departments.
• Discipline Name Changes

Handbook of Policies & Procedures

• Only IBMS Graduate Faculty members can act as directors of courses in the Plans of Study of IBMS disciplines. Non-Graduate Faculty can serve as instructors but cannot take on primary responsibilities in directing or organizing such courses.
• Only IBMS Graduate Faculty members can serve on IBMS graduate program committees ( e.g., COGS, admissions, recruitment, curriculum committees).
• Only IBMS Graduate Faculty members can serve as Discipline Directors.
• IBMS Graduate Faculty members are expected to have collegial interactions with other members of graduate faculty including, but not limited to, collaborative research, collaborative or interdisciplinary teaching, service on student examination or supervising committees, and other joint scholarly ventures.
• Additional Discipline Affiliations Declared After Initial Appointment An IBMS Graduate Faculty member wishing to declare a discipline affiliation after initial appointment does not require full review. The member should request such an affiliation from the relevant Discipline Director who will obtain confirmation from the discipline’s leadership. A research seminar to the discipline’s faculty may be requested of the candidate. Subsequently, the DD will contact the IBMS Program Director so that appropriate revisions are made to the IBMS faculty roster and website. Changes in discipline affiliations can be initiated by faculty members.
• Procedure for Removal of Discipline Faculty Removal of a discipline faculty member will be determined by the Discipline Executive Committee.
• Recommendation to Remove IBMS Faculty The IBMS COGS will make the recommendation to the Graduate Dean to terminate the IBMS appointment of a faculty member.

F. IBMS Student Recruitment Committee

• Membership Membership will be composed of individuals who represent the 7 IBMS disciplines, as well as IBMS leadership. The committee will make recommendations to the IBMS COGS regarding student recruitment. Membership will include: - One GSBS department chair who will represent the Council of Chairs - One IBMS discipline director who will serve as the liaison between the committee and the IBMS COGS - Seven members representing each of the 7 disciplines; typically these members are the chairs of the local discipline recruitment committees; terms set by discipline leadership - Chair of the IBMS Admissions Committee - One member of the Council of Discipline Coordinators, non-voting - One member of the GSBS Dean’s Office serving as liaison with the Dean’s Office, non-voting - Director, IBMS Program, ex officio , non-voting

Handbook of Policies & Procedures

- Two student representatives selected by the IBMS Student Council and approved by the IBMS COGS Chair, non-voting - Chair/Chair-elect selected by the Recruitment Committee membership and approved by the IBMS COGS; 2 year term, no term limits; new Chair should serve as Chair-elect for one yr.

• Responsibilities In collaboration with assigned persons in the Graduate Dean’s office, members of this committee are responsible for organizing and coordinating all IBMS recruiting activities including IBMS interview weekends, and recruiting activities performed at relevant scientific conferences or at undergraduate campuses. The Recruitment Committee will oversee the maintenance of the IBMS website. The IBMS Student Recruitment Committee will make recommendations regarding recruitment strategies to the IBMS COGS, who will subsequently engage the Dean and/or Associate Dean for Student Affairs in order to garner the support of the GSBS Dean’s office. The IBMS Student Recruitment Committee will meet throughout the year as often as deemed necessary, most frequently during the application and interviewing season. The committee may request additional individuals to attend specific meetings who have specific knowledge and expertise that may be deemed useful. Reports and recommendations of each meeting of the Student Recruitment Committee will be sent to the Chair of the IBMS COGS for dissemination to the full COGS membership.
• Discipline Recruitment Activities Each discipline should have a “local” committee that will implement recommendations of the IBMS Student Recruitment Committee at the discipline level. The IBMS Recruitment Committee will proactively invite input from discipline recruitment committees and will consider requests, ideas, suggestions and concerns. The organization and implementation of specific (local) recruiting activities, however, will remain the full responsibility of each discipline’s student recruitment committee.

G. IBMS Student Admissions Committee

• Membership
  • Three faculty members from each of the IBMS disciplines appointed by discipline executive committees
  • One member of the Council of Discipline Coordinators, non-voting - Associate Dean for Student Affairs; ex officio , non-voting
  • Chair/Chair-elect selected by the Admissions Committee membership and approved by the IBMS COGS; 2 year term, no term limit; new Chair should serve as Chair-elect for one yr.
  • Director, IBMS Program, ex officio , non-voting
• Responsibilities Review all applications for admission to the IBMS Graduate Program, identify the most highly qualified students to interview, and ultimately to recommend applicants to the Dean of the GSBS for admission. The IBMS Admissions Committee will make recommendations to the IBMS COGS regarding admission requirements, as well as the mechanics of processing applications.

H. IBMS Curriculum Committee

Handbook of Policies & Procedures

• In the case that the president of the Graduate Student Association is a doctoral student in the IBMS program, that student is strongly encouraged to serve as a Student Council representative for their program.
• Responsibilities
• The IBMS Student Council chair will schedule Council meetings and communicate the results of those meetings to the IBMS COGS. The Council will be required to meet once a month (as needed) to discuss student or faculty concerns within the IBMS Graduate Program.
• The representatives are responsible for surveying the students within their disciplines to determine whether there are any specific issues that need to be addressed by the IBMS COGS. They will also be responsible for distributing any important information from the Student Council among the students in their discipline. The members of the Student Council will be required to make a concerted effort to attend every Council meeting.
• In interacting with the COGS, the Student Council chair will be responsible for communicating the conclusions of the monthly Council meetings, and relaying any important information from the COGS back to the students. The Student Council chair should be present at the beginning of every COGS meeting, but may be excused in the case that the COGS needs to discuss sensitive topics or personal student matters.

K. IBMS Council of Discipline Coordinators

• Membership
  • Academic Coordinators who represents each of the 7 IBMS disciplines.
  • IBMS Assistant Program Director, acting as Chair
  • IBMS Senior Program Coordinator(s)
  • IBMS Program Director; ex officio , non-voting
  • IBMS COGS chair; ex officio , non-voting
• Responsibilities Monthly meetings of the Discipline Coordinators Council will allow the exchange of information and insights for the purpose of enhancing the administrative effectiveness and efficiency of the IBMS Graduate Program. Maintain a Handbook of Operating Procedures that will ensure continuity and consistency in operations, across all disciplines, of the IBMS Graduate Program. II. Student Progression and Sequential Procedures of the IBMS Graduate Program IT IS THE RESPONSIBILITY OF EACH STUDENT TO ADHERE TO THE TIMELINE DICTATED BY THEIR RESPECTIVE PLANS OF STUDY AND TO SUBMIT ALL DOCUMENTATION REQUIRED TO VERIFY APPROPRIATE ACADEMIC PROGRESS IN THE IBMS GRADUATE PROGRAM. A DELAY IN THE PROGRESSION DESCRIBED BELOW COULD RESULT IN A STUDENT RECEIVING A GRADE OF UNSATISFACTORY (“U”) FOR RESEARCH/ACADEMIC PROGRESS, AND POSSIBLY RECOMMENDATIONS FOR DISMISSAL FROM THE PROGRAM. THE EXECUTIVE COMMITTEE OF A STUDENT’S DISCIPLINE, AND/OR THE IBMS COGS, MAY GRANT A TEMPORARY DELAY DUE TO EXTREME OR EXTENUATING CIRCUMSTANCES. The following describes the general expectations and requirements of all students enrolled in the Integrated Biomedical Sciences (IBMS) Graduate Program. It is based on the general guidelines that are stated in the University/GSBS catalog. http://catalog.uthscsa.edu/biomedicalsciences/ Although these minimal expectations

Handbook of Policies & Procedures

are provided as a guide to students and faculty, it is understood that one of the strengths of the IBMS Graduate Program is its flexibility and adaptability with regard to the needs of individual students.

A. Milestone and Compact Agreements Between Graduate Students and Their

Dissertation Mentors

• Certain documents must be completed and submitted in order to comply with UT System and GSBS mandates designed to ensure productivity and accountability, and to provide evidence to the Southern Association of Colleges and Schools (SACS) that the requirements and expectations of the IBMS Graduate Program are readily available and transparent. Two important documents are 1) the Milestone Agreement (sample form shown in Supplement IV of this Handbook ); and 2) the Student- Mentor Compact (sample form shown in Supplement V of this Handbook ).
• Pre-doctoral training entails both formal education that provides advanced scientific knowledge and theory, as well as research training under the supervision of one or more investigators who are qualified to fulfill the responsibilities as a Dissertation Mentor. A positive mentoring relationship between a pre-doctoral student and his/her Dissertation Mentor is a vital component of the student’s preparation for a successful career in the biomedical sciences.
• Students who pursue a graduate degree in the IBMS Graduate Program are expected to share the responsibility for their own scientific and professional development and to aggressively take advantage of the training experience provided. Students should expect that their faculty mentors will provide expert guidance and scientific training, serve as role models with regard to work ethic and integrity, and provide instruction in the responsible conduct of research and research ethics.
• Therefore, by the end of the Year 1 Spring semester and annually thereafter, a formal meeting and discussion between a student and his/her Dissertation Mentor is expected in order to ensure the integrity of the set of guiding principles and milestones that are intended to promote and support a positive mentoring relationship. For Ph.D. students, this meeting will be documented by the signing and official filing of the Student-Mentor Compact (official form submitted via the IMPACT website). Although the Compact is not a legally binding contract, with their signatures, both the student and the mentor confirm that all topics listed in the Compact have been discussed and that they are committed to uphold the principles agreed upon. The signed form is to be reviewed by the student’s discipline executive committee and then filed in the office of the discipline’s Academic Coordinator. In addition to the Student-Mentor Compact, and also by the end of the student’s Year 1 Spring semester, a student is expected to review/discuss with the Dissertation Mentor the official IBMS Milestones Agreement (official form posted submitted via the IMPACT website; signed form also to be filed in the office of the discipline’s Academic Coordinator ). This document is provided for the purpose of confirming that a student and the student’s Dissertation Mentor have been clearly informed that certain programmatic milestones are expected prior to receiving the Ph.D. degree and that there is an expected timeline to complete these milestones. That is, a student is expected to reach particular milestones within a specified time period in order to demonstrate satisfactory academic progress through the Program. Failure to demonstrate satisfactory academic progress may result in a student losing funding, being placed on academic probation, or dismissal from the program.

B. Plans of Study and IBMS Coursework - Overview

Handbook of Policies & Procedures

student status, thus reducing tuition costs. Students enrolled in final hours are expected to maintain active participation is discipline and laboratory activities. Final Hours may not be taken more than once. If a student does not graduate during the semester when enrolled in final hours, full-time enrollment (12.0 credit hours) must resume in all subsequent semesters.

C. Laboratory Rotations (IBMS 5008)

Laboratory Rotations is an S/U graded course, IBMS 5008; the COGS chair serves as its course director. Generally, by the end of Year 1 Fall semester , students will complete three laboratory rotations with faculty members who have the resources/funding necessary to offer themselves as potential dissertation mentors. Thus, following completion of laboratory rotations, students will officially request a permanent Dissertation Mentor and an IBMS discipline. The process and expectations of the laboratory rotations are described in Supplement VI of this Handbook.

D. Selection of IBMS Discipline and Dissertation Mentor

Each student in the IBMS Graduate Program will be provided a relevant, academically integrated and flexible curriculum that suits the student’s needs. Thus, a Plan of Study is offered by each IBMS discipline. Selection of an IBMS Discipline is made concurrently with the selection of a Dissertation Mentor who usually has an active affiliation with that Discipline. That is, following completion of the laboratory rotation requirement, generally by the end of the Year 1 Fall semester and in consultation with the newly approved Dissertation Mentor, each IBMS graduate student will select, using the IMPACT website , a Discipline and its associated Plan of Study. Occasionally, a student may request an additional rotation(s) that exceeds the minimum number required; in which case a delay in the selection of a Discipline and Dissertation Mentor may be allowed. Furthermore, until such time as a discipline has been officially chosen/assigned, a student will remain the academic responsibility of the IBMS Program Director. Selection of a particular Discipline does not restrict a student from participating in activities or coursework associated with any other IBMS discipline. Furthermore, regardless of discipline affiliation, every student is expected to participate in relevant activities of the primary department of the Dissertation Mentor, for example attending departmental seminars, retreats and celebrations.

E. Temporary Supervising Committee

At the end of a student’s Year 1 Spring semester , each discipline may assign, in consultation with the student’s Dissertation Mentor, a Temporary Supervising Committee (TSC) whose members are to assist the student in developing ideas for a dissertation research project. During the year prior to the formation of the student’s official Dissertation Supervising Committee, the TSC may meet as required to assess the student's research progress and serve as the core of the student's Qualifying Examination Committee.

F. Qualifying Examination (see Supplement VII of this Handbook for details).

The purpose of the QE is to determine if students are prepared ( i.e. , are “qualified”) to successfully progress through the remaining years of their training, and is a key requirement for admission to candidacy for the Ph.D. degree. The Qualifying Exam (QE) is an S/U graded course in the IBMS curriculum (IBMS 7001), is required of all IBMS Ph.D. students, and is to be completed during the Spring semester of a student’s second year in the IBMS program. This timeline may vary slightly for MD/PhD or DDS/PhD students. Briefly, the QE process is to be overseen by a 5 - member QE faculty committee composed of members of the IBMS Graduate Faculty. The Temporary Supervising Committee (previous section), minus the

Handbook of Policies & Procedures

Dissertation Mentor, may serve as the 2-member core of the exam committee; a third member will be chosen by the student; the fourth and fifth members will be identified by the discipline executive committee using a process determined by discipline leadership. One member should have a primary discipline affiliation different from the student’s discipline. Although the exact logistics of the exam may differ slightly among the IBMS disciplines, the process, in general, requires that a student identify a relevant scientific problem, write a proposal that describes hypothesis-driven experimentation to solve the problem, and culminates with an oral defense-of- proposal. Student Dissertation Mentors may attend oral defenses, but are considered to be guests and not members of the examining committee; and should only ask questions when invited by the QE committee chair. Discipline Directors must ensure that outcomes of QEs are reported to COGS using the COGS approved reporting form. Successful completion of the QE is required for Admission to Candidacy and continuation in the IBMS Ph.D. program.

G. Admission to Candidacy for the Ph.D.

During the Year 2 Spring semester, and after passing the Qualifying Examination , a student must petition, via the student’s discipline executive committee, approval by the IBMS COGS for Admission to Candidacy for the Ph.D. degree. The approval process is accomplished via the electronic form found on the IMPACT website. Approval by COGS for Admission to Candidacy is based on 3 criteria:

1. Successful completion of the Qualifying Examination (evidenced by approval indicated by members of a student’s QE committee).
2. A positive endorsement of the student's potential for performing successful independent research (indicated by the online approval of the Dissertation Mentor).
3. Verification of satisfactory academic standing, including a 3.0 grade point average in course work. Students cannot advance to candidacy while on academic probation. When all criteria are met, the IBMS COGS will recommend to the Dean of the GSBS that a student be admitted to candidacy. Admission to Candidacy requires final approval by the Dean.

H. Dissertation Research and the Student’s Dissertation Supervising Committee

— Overview Immediately following approval for Admission to Candidacy, and in consultation with his/her Dissertation Mentor, a student is to form a Dissertation Supervising Committee. This committee, whose membership must be approved by the student’s discipline leadership, must provide the expertise necessary to ensure appropriate scientific and academic guidance to a student by monitoring research activities and by reporting research progress at least once per semester. Each student is to prepare a Dissertation Research Proposal that is submitted to the student’s Dissertation Supervising Committee, detailing a feasible research project that is likely to result in significant publishable contributions to the student’s field. Finally, when the Dissertation Supervising Committee is satisfied that the research accomplished by a student is of sufficient quality and quantity, formal permission will be granted to the student to write the dissertation. In general, the quality of the candidate's writing should be equivalent to that found in reputable refereed journals. The members of the Dissertation Supervising Committee should be given a reasonable period of time in which to evaluate the dissertation (generally on the order of 3 weeks). Once the Dissertation Supervising Committee judges the dissertation to be acceptable, the student will identify an appropriate date for a seminar presentation and examination (defense).

Handbook of Policies & Procedures

the student’s research. Following presentation of the research proposal to the Dissertation Supervising Committee, the student will modify the content until it is acceptable to the Committee. The format of the written proposal is the same for all disciplines, but the exact approval process might be slightly different among disciplines. That is, in some disciplines the proposal may be presented to the full discipline faculty as part of the approval process. Once approved by the DSC, the research proposal is to be submitted via the IMPACT website (with all DSC signatures except the outside committee member). Electronic approvals will be obtained from the IBMS COGS chair and the GSBS Dean for both the membership of the student’s Dissertation Supervising Committee (including the official naming of the Supervising Professor); thus, an electronic version of the Dissertation Proposal is submitted concurrently. Failure to receive GSBS approval for both the Dissertation Supervising Committee and the Dissertation Research Proposal by the last day of the Year 3 Fall semester will result in the posting of an Unsatisfactory (U) grade for IBMS 6097 Research/Academic Progress. Requests for extensions of this deadline must be fully justified and submitted to the student’s discipline executive committee prior to the end of the Fall semester. Once the Graduate Dean approves a student's dissertation committee composition and dissertation proposal, amendments to either may require re-approval if such changes involve the deletion or addition of a committee member, or a substantial revision to the candidate's dissertation research project (such as an addition/deletion of a specific aim). Re-approvals are not necessary if alterations in the research plan do not substantially change the general context of the dissertation proposal. Amendments to the DSC membership or dissertation proposal should be requested via the IMPACT website. Enrolling for Dissertation Credit (IBMS 7099). Once a student’s dissertation proposal and Dissertation Supervising Committee membership are approved by the GSBS, enrollment in the Dissertation Course is allowed. A minimum of 2 semesters of IBMS 7099 is required by the Graduate School for graduation.

• Meetings of the Dissertation Supervising Committee Students are required to meet with their Dissertation Supervising Committees (except for the outside member) at least once per semester. After each committee meeting, the student will update the outside member on the student’s research progress. Extensions. Rare requests to discipline leadership for extensions of the end-of-semester deadline may be allowed for up to 30 days into the following semester only if justified; since students have a six- month semester in which to hold a meeting, justification should generally not include committee scheduling difficulties or inability to organize a presentation in a timely way. If an extension is allowed, a grade of Incomplete (I) should be posted for IBMS 6097 at the end of the semester in which the meeting is missed, and should only be changed to Satisfactory (S) if the student abides by the requirements of the extension. When an extended-deadline meeting takes place at the beginning of a semester, the expectation is that it does not count as the meeting for that semester, and another meeting will be convened by the end of the current semester. Additional meetings may be required as determined by a student’s discipline executive committee and/or the student’s Supervising Professor. Written reports of all meetings with the Dissertation Supervising Committee must be submitted to the office of the Discipline Director/Discipline Coordinator and kept on file. Copies of all reports must be

Handbook of Policies & Procedures

submitted to the IBMS Graduate Program office. It is the responsibility of the student to send summaries of the meeting outcomes to the outside committee member. Failure to meet with the Dissertation Supervising Committee during a particular semester will result in the posting of an Unsatisfactory (U) grade for IBMS 6097 Research/Academic Progress.

• Writing the Dissertation and Registering for Final Hours Students are advised to review graduation information and administrative timelines found on the GSBS website. http://gsbs.uthscsa.edu/current_students/graduation-information When the Dissertation Supervising Committee is satisfied that the research accomplished by a student is of sufficient quality and quantity to constitute a significant contribution to the field ( i.e. , the area of the student's studies), formal permission is to be granted to the student to write his/her dissertation. It is expected that the student will have submitted a first-authored research paper to a peer-reviewed journal before the oral defense. However, in recognition of the complex nature of some projects, the Supervising Professor, on advisement by the student's dissertation committee, may petition the IBMS COGS to defer the submission of a first-authored paper until after the oral defense and the Ph.D. degree conferral. The petition will include an explanation for the lack of publication to date and the plan for a forthcoming first-author submission. The Supervising Professor should notify the Discipline Director, in writing, that a student has been given permission to write the dissertation. The format of the dissertation must conform to the style and format guidelines of the GSBS. Prior to drafting the dissertation, usually during the semester prior to defense-of-dissertation, these guidelines are made available from the Associate Dean of Student Affairs by way of required dissertation training. Without evidence of this training, the dissertation will not be accepted by the Graduate School. When writing the dissertation, a student should submit drafts to the Supervising Professor until they are both satisfied that it is a well-written document containing all of the experimental and background information promised to the Dissertation Supervising Committee. Once the Supervising Professor approves a final draft of the dissertation, complete copies are to be submitted to each member of the Dissertation Supervising Committee, including the external member. The members of the Dissertation Supervising Committee should be given a reasonable period of time, usually three weeks , in which to evaluate the dissertation. In the event that two or more members of the Supervising Committee feel that the dissertation is not suitable for defense, a student must make appropriate changes, prior to scheduling the final defense, until the committee is satisfied. When the Dissertation Supervising Committee judges the dissertation to be suitable for defense, a student must submit a Request for Final Oral Examination ( via the IMPACT website ), with all of the appropriate signatures, indicating approval of the dissertation and the examination date to the Office of the GSBS Dean. Copies of this form, plus dissertation abstract and vita, must be received by the Dean’s Office at least two weeks before the dissertation defense date. COGS is the arbiter of disputes that cannot be resolved between a student and Supervising Committee. A student must complete all degree requirements in order to allow the COGS chair to present the student’s credentials to the Graduate Faculty Council (GFC) for final review. The GFC meets on the second Friday of each month. Therefore, degree requirements must be met so that the COGS recommendation can be considered no later than the May meeting of the GFC so that the degree can