Policies & Forms
Graduate Student Evaluation At Committee Meetings
Grades for J810 and G901 will be assigned by the student’s Advisory and Research Committees. Students will hold at least two committee meetings per year, during which the student’s progress in the program will be assessed. At each meeting, the committee will decide upon a grade that reflects the student’s progress, and each committee member will initial the grade form to indicate their assent to that grade. The committee will also fill out a rubric that details the level of the student’s progress. After the meeting, the Chair will submit a written synopsis of the student’s progress to the Course Director (Graduate Advisor). Failure to hold a meeting for a given semester will result in a grade of Incomplete (I) at the end of that term. If no letter grade is assigned within 1 year, the I is automatically converted to an F.
The grade given to a student at the completion of a committee meeting will be based upon a variety of criteria:
a) the student's understanding of the literature and ability to apply that literature to the design of the project;
b) the appropriate design of experiments including controls;
c) the student's technical ability;
d) the student's ability to move the project along logically, responding to problems as they arise;
e) satisfactory progress since the previous meeting;
f) the ability of the student to effectively communicate the project and its results;
g) the student's ability to think logically in responding to questions/comments; and
h) the student’s professionalism, as shown by their participation in required activities beyond didactic coursework and research.
As the student advances through the program, the ability of the student to work independently will also contribute to the formulation of a grade.
The narrative summary, in addition to providing a synopsis of the committee’s discussion of the student’s progress, should outline any concerns or goals laid out for the student and should include any decisions made, such as approval of coursework, readiness for the qualifying examination, or permission to write the thesis.
It should be noted that satisfactory performance is denoted by a grade of B. The basis for assigning any grade above or below a B should be reflected in both the narrative summary of the committee meeting and in the rubric completed at the committee meeting.
Policies on Outside Activities Undertaken During Doctoral Studies or Before Completion of the Ph.D. Program
- Student participation in teaching activities beyond the assigned semester in J210 must be approved by their faculty thesis mentor. The departmental Graduate Advisor and the director of the course in which students wish to teach must also give their approval before students can participate in additional teaching opportunities.
- Student participation in professional activities that are beyond the requirements of the graduate program must be approved by the advisory or research committee.
Note that these professional activities include but are not limited to coursework unrelated to the program or beyond program requirements and internships with outside agencies.
- Ph.D. candidates in the Department of Microbiology and Immunology should not accept responsibilities apart from those of our training program until the thesis is formally approved. If this commitment is not fulfilled, the student's Research Committee will not sign the thesis. An exception to this requires a majority vote of the Research Committee.
Policies on Dismissal of Students from the Program
- It is the policy of the Department that all requirements of the degree program must be completed and the final, approved thesis deposited with the University Graduate School within 5 years of the date of passing the Qualifying Examination. Failure to complete the degree within 5 years of passing the Qualifying Exam will result in dismissal from the program.
- The policy of the IUPUI Graduate Faculty is that students may be dismissed for failure to maintain adequate progress towards the degree. For candidates this standard is set by the faculty of each program or by the student’s dissertation committee. The student must first be notified of deficient academic progress by being placed on probation for one semester. If the deficiency is not rectified, the student may be dismissed.
Policy on Financial Support of Students after the Thesis Defense
- After the thesis defense, doctoral students will continue to be financially supported through the month in which their final, approved thesis is deposited with the graduate office, or up to 3 months following the date of the thesis defense, whichever comes earlier. If completion of the degree within 3 months of the thesis defense date requires enrolling in the next semester of study, tuition and fees for the next semester will be the responsibility of the mentor. If the student does not complete their degree within 3 months, and thus must enroll in additional research credits, the tuition and fees will be the responsibility of the student.
- At the discretion of the mentor, and if the mentor’s funds allow, a student may be supported beyond the 3-month period if thesis revisions merit additional time.
- If, within 3 months of the thesis defense date, a student becomes employed elsewhere or an MD/PhD student’s MSTP stipend resumes, the mentor’s support terminates immediately.
- This policy does not supersede the requirement that all PhD students complete their degree and deposit their final, approved thesis within 5 years of passing their qualifying examination.
Policy on Leave of Absence Requests
A student who wishes or needs to interrupt their study temporarily may request a leave of absence. Our Department policy is to follow the policies for leaves of absence outlined by the IUSM Graduate Division. Three types of leave may be granted and are described below. For policy details and formal leave requests, consult the Graduate Division.
Family Leave of Absence
A student who wishes or needs to interrupt study temporarily for reasons of pregnancy, maternity care, or paternity care may request a family leave of absence for parental responsibilities.
Medical Leave of Absence
A student who must interrupt study temporarily because of illness or injury may request a medical leave of absence.
Personal Leave of Absence
A student who wishes or needs to interrupt study temporarily because of personal exigencies may request a medical leave of absence. Personal exigencies are those that do not pertain to your own illness/injury, or pregnancy, maternity care, or paternity care.