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The following information provides Rackham and EEB Department Policies for Ph.D and Master’s students.
Role of Graduate Chair, Grad Coordinator & Program Assistant, and Graduate Affairs Committee:
The Graduate Chair is responsible for monitoring and evaluating the progress of students in the program. The Graduate Coordinator and Program Assistant in the EEB office are available to provide information and assistance to graduate students and are responsible for coordination, administration and tracking of all matters pertaining to the graduate program. The Graduate Affairs Committee is also responsible for monitoring, evaluating, and facilitating the progress of students in the program. Students should feel free to consult the Chair, Committee and/or the Graduate Coordinator and Program Assistant with any questions or concerns.
POLICY PROPOSAL: CONTINUOUS ENROLLMENT:
The following policy is currently under final review by Rackham and is proposed for implementation in the Fall Term of 2010. This policy will eliminate the current “Detached Study” option.
Once admitted to a Ph.D. program, students will register every fall and winter term until their degree is awarded, unless they are taking a leave of absence. Requirements for registration in the summer would be unchanged. Students will register only when they elect courses, take preliminary examinations, or defend their dissertations.
With continuous enrollment, Ph.D. students have year-round "active" status until the degree is conferred, and have continuous access to University services and resources--such as health services, financial aid, and information resources--throughout their graduate career, including summer periods when they might not be registered.
POLICY: DEPARTMENTAL AND EXTERNAL FELLOWSHIPS AND GSRAs:
Students cannot receive both a departmental fellowship and an external fellowship or traineeship at the same time. A student cannot receive fellowship/traineeship support and departmental summer support at the same time. External fellowship funding will be supplemented by the department to achieve the guaranteed stipend of $20,000/year if necessary. External fellowships and traineeships are not supplementary, but substitute first, for departmentally-funded fellowships and second, for the GSRA.
Substitutions of support depend upon the term of the fellowship as follows:
1) 3-YEAR FELLOWSHIP: A 3 year fellowship would substitute for the year of departmental fellowship and, unless waived by the advisor, the year of GSRA support. This student would then teach a maximum of 4 terms, perhaps less if the advisor chooses to still support a student as a GSRA.
2) 2-YEAR FELLOWSHIP: A 2 year fellowship would substitute for the year of departmental fellowship and, unless waived by the advisor, the year of GSRA support.
3) 1-YEAR FELLOWSHIP: A 1 year fellowship would substitute for the departmental fellowship and the student would be expected to be supported by a GSRA for one year by their advisor.
POLICY: ADDITIONAL FUNDING POLICIES:
- If a student does not use the pre-candidate fellowship, s/he can use it as a candidate fellowship.
- Students must pass all parts of the evaluation in the fall of their second year to receive a departmental fellowship in the next winter semester.
- While on a fellowship, a student cannot accept a > 0.25 appointment as a GSI or GSRA. Students can petition the GAC for exceptions if the appointment will significantly benefit their graduate training or research.
- Students can use a fellowship beyond the ten terms.
- As GSI support increases, summer support amount is adjusted accordingly to achieve the total guaranteed yearly stipend.
- GSM (Graduate Student Mentorship) (0.1 appointments) funding is added to the guaranteed yearly stipend (i.e. guaranteed stipend will not be reduced by the GSM amount received).
- Summer Teaching: Students who GSI during the spring or summer terms can petition the GAC for summer support but will not automatically receive it.
- Summer support: If a student receives a fellowship to begin the spring/summer term, it will not “replace’ summer support permanently, but will defer it (regardless of the actual amount received while on fellowship to date) should summer support be needed when the fellowship ends. Spring or summer tuition will be paid if the student defends during one of these terms within the five years.
- For students who have been granted departmental award money for research expenses, either from endowments or other departmental funds, no funds shall be disbursed or information to access the funds (e.g. a shortcode to charge items against when purchasing) until all prior departmental debt has been paid.
- If the student wishes to access funds prior to debt payment, s/he may petition the GAC.
POLICY: TUITION FUNDING FOR SUMMER DISSERTATION DEFENSE
For students who defend their PhD dissertation during the spring-summer term in their fifth year or earlier, the Department will fund half of the tuition cost, with the expectation that the advisor, student, or other funding source will fund the other half. Students will receive the guaranteed summer stipend as usual. This option is only available once. If a student chooses not to defend during the summer term that the tuition is paid, subsequent tuition fees associated with the defense will be the responsibility of the student.
To request summer tuition funding, the student must petition the Graduate Affairs Committee and demonstrate that they have an established defense date. Students should wait to pay tuition until they are certain they will defend that term. Their advisor must also provide a letter (an email is fine) confirming that the student will be able to defend during the term when tuition will be paid.
Established 3.24.08
POLICY: TEACHING
Students are required by EEB to teach a minimum of two terms and are allowed by the College of Literature, Science and the Arts (LS&A) to teach a maximum of ten terms. Students can petition LS&A for an additional term but it is not likely this will be granted except in unusual circumstances. Students can use one of their five GSI terms after their fifth year in the program.
By LS&A rules, teaching undertaken while admitted to EEB Masters programs counts towards the maximum ten terms allowed. Teaching in spring-summer (half or full term) does not count towards the maximum ten terms.
POLICY: EVALUATION EXAMINATION RETAKES
For students who must retake one or two parts of the evaluation procedure, the retakes will be evaluated by the same standing committee and outside member (advisor) who did the first evaluation. For students who must retake the entire evaluation procedure in the fall term, the evaluation committee should include at least one member from the earlier standing evaluation committee, if possible, in order to provide continuity. The second standing member can be a member from the new standing evaluation committee. The outside member (advisor) is chosen by the student as before.
(established 4.20.08)
For any one category of the exam (paper, oral exam, or seminar), if a student receives two unacceptables, or one unacceptable and one marginal (with all acceptables in the other two categories), they will be recommended to have failed this one category and will be required to retake this part of the exam, usually in the next winter term. When re-taking portions of the exam, the student must pass each portion with a minimum of two acceptables. For the entire exam, if a student receives one unacceptable in two of the three categories (seminar, paper, oral exam) and either a second unacceptable or marginal in two of the same categories, they will be recommended to be separated from the program. Exceptions are possible based on in-depth discussions by the faculty. For a retake of a part of the qualifying exam, if a student receives a unanimous pass from the evaluation committee, the GAC will make the final decision and report later to the EEB faculty. If the decision by the evaluation committee is not unanimous or if there are concerns, the recommendation will be presented to the EEB faculty and their recommendation will be reported to the GAC for a final decision. A student cannot use a departmental fellowship the semester following evaluations if the faculty recommends separation from the PhD program.
POLICY: GRADUATE STUDENT PARENTAL ACCOMMODATION POLICY
In recognition of the challenges of balancing the demands of graduate study and parenting a new child, this policy aims to improve the environment for student parents. The Graduate Student Parental Accommodation Policy (GSPAP) assists graduate students immediately following the birth or adoption of a young child. The purpose of this policy is to make it possible for a student to maintain registered full time student status, along with all the benefits of such status, while facilitating the return to full participation in courses, research and teaching.
Eligibility: The Parental Accommodation Policy applies to full time, enrolled Rackham graduate students who are in good academic standing, and making satisfactory progress toward completion of their degree. Students must have completed at least one full time semester of their degree program to become eligible for coverage under this policy. The policy covers the situation of students who experience a child birth or the adoption of a child under the age of 6 for whom the student has parental responsibilities. These eligibility requirements cover all three provisions of the GSPAP.
I. Extension of Time Limits to Degree or Candidacy
Eligible students are entitled to an extension of one year per childbirth or adoption to the maximum time limits to degree and candidacy as established in Rackham's academic policies. Requests for extension of time limits must be approved by the graduate program and submitted to the Rackham Office of Academic Records and Dissertations.
II. Parental Accommodation Period
All eligible students will be granted a Parental Accommodation period up to six weeks long immediately following the birth of a child or the adoption of a child under the age of 6 for whom the student has parental responsibilities. During this period of accommodation, the student will continue to be enrolled as a full time student. Because the student remains enrolled as a full time student and continues to pay tuition, this is not a leave of absence. It is instead a modification of deadlines and academic expectations to accommodate the student's new parental responsibilities. The student will be able to postpone completion of course assignments, examinations, and other academic requirements. The advisor and student should consult in advance about how the student will meet academic goals and requirements. The student is responsible for ensuring that this consultation takes place. The Accommodation Period needs to be tailored to the student's individual circumstances, and the timing of the student's academic responsibilities.
The student must complete the accommodation period within six weeks of the birth or adoption. The student may not divide the time period of parental accommodation for use past this time limit. If both parents are eligible graduate students, both may take the six week accommodation period. The total accommodation period for each birth or adoption is limited to six weeks; in the event of a multiple birth or adoption, the length of the accommodation period will be limited to six weeks.
After the end of the Parental Accommodation period, students are expected to return to graduate study and resume progress toward completing their degrees. Faculty are encouraged to remain flexible in their expectations of students who become new parents, so that students can meet the demands of graduate study at the same time that they face new demands in their parental roles. Nothing in this policy can or should replace communication and cooperation between student and advisor, and the good-faith efforts of both to accommodate the birth or adoption of a child. It is the intent of this policy to reinforce the importance of that cooperation, and to provide support to make that accommodation possible.
Special Notice to International Students: Students who are attending the University of Michigan with a F-1 student visa or J-1 Exchange Visitor visa are strongly encouraged to consult in advance with the International Center about their plans during the period of Parental Accommodation.
III. Student Funding During the Parental Accommodation Period
A. Graduate Student Research Assistants
With advance planning, many GSRA assignments can be adapted for modifications of schedule that new student parents need during a Parental Accommodation Period. Faculty advisors and students with GSRA appointments are encouraged to work out the necessary adjustments as far in advance as practical. Faculty members who supervise GSRAs who become fathers and who become adoptive parents should offer flexibility to allow students to take advantage of the Parental Accommodation Period. During this period the students will continue to receive their salary or stipend, benefits, and associated tuition support.
The situation is more difficult for mothers who give birth, and must cope with the health consequences of childbirth and recovery in addition to new parental roles. Eligible graduate students employed as Graduate Student Research Assistants who experience the health consequences of pregnancy, childbirth, and related conditions will be excused from their regular duties as GSRAs for a period of up to six weeks. During this period, they will continue to receive their salary or stipend, benefits, and associated tuition support. Most granting agencies provide for a limited period of reduced activity due to health or personal issues. If the regulations of the funding agency allow a six week period of reduced activity and absence, the grant will continue to pay the student's support. If the granting agency regulations do not permit this, or if project deadlines require that a temporary replacement be hired to cover the student's absence for six weeks, the student's salary or stipend and benefits will be paid by the Childbirth Accommodation Fund at the Rackham Graduate School. Tuition costs associated with the GSRA appointment will not be reimbursed by the Fund because the accommodation period is limited to six weeks.
Please Note: The Childbirth Accommodation Fund supports only students who meet the eligibility requirements, who give birth, and who have appointments as GSRAs in the academic semester(s) in which the Parental Accommodation period occurs.
Eligible students who are supported by University of Michigan fellowships will experience no change in their funding arrangements during the Parental Accommodation Period; they will continue to receive their fellowship support and benefits during the Parental Accommodation period.
Eligible students who are supported by fellowships external to the University must adhere to the rules of the granting agency with respect to absences from academic and research work. If the granting agency requires suspension of fellowship benefits during the six week Parental Accommodation period, the student will be eligible for substitute payment from the Childbirth Accommodation Fund.
The terms of employment for students with GSI or GSSA appointments are covered by the contract between the University and the Graduate Employees Organization. The provisions of the contract will govern stipend and benefits for these students.
Students who do not have an on-going commitment of financial support from the University are eligible for the Parental Accommodation period and automatic extension of time limits but are not entitled to funding from the Childbirth Accommodation Fund.
IV. Approval
Students must submit requests for extension of time limits to their graduate program for approval, and to the Rackham Office of Academic Records and Dissertations (OARD) for approval.
An eligible student must submit a Request for Graduate Student Parental Accommodation, after appropriate consultation with her/his advisor, principal investigator, and graduate chair. The form, with appropriate documentation of the anticipated birth or adoption (a letter from the student's medical provider with an estimate of delivery date or from the adoption agency with an estimate of adoption date), will be submitted to the student's graduate program office for approval and to OARD at Rackham Graduate School for approval.
Payments from the Childbirth Accommodation Fund are administered by the Rackham Fellowships Office. The Principal Investigator or administrator of the grant supporting the student may request payment from the Fellowships Office. The Fellowships Office requires either verification that the regulations of the funding agency do not allow a period of reduced work load to accommodate the Parental Accommodation period or a request from the Principal Investigator for funding for a temporary replacement. Once it has been determined that the use of the Childbirth Accommodation Fund is necessary and has been approved, the Fellowships Office will provide the Principal Investigator with account information for charging the student's salary, stipend, and benefits during the six week accommodation period. Students with external fellowships that do not permit temporary absences should consult with their graduate program office, and have that office contact the Fellowships Office directly.
Downloadable Forms
POLICY: DETACHED STUDY
Detached study is an official enrollment status for students who are not registered. It is intended primarily for candidates working on their dissertations. Students apply for a Certification of Detached Study for a period of up to 12 months. In addition to Rackham rules governing detached study, EEB has set the following guidelines:
A. Pre-candidates may, under rare circumstances, be granted detached study provided they can demonstrate that:
1) Detached study will not delay the second-year evaluation;
2) Detached study will not delay attainment of candidacy.
B. Applications for detached study should be accompanied by a memo from the student, countersigned by the dissertation chair (or advisor in the case of precandidates), explaining the desirability of the detached study. Both items should be sent to the Graduate Affairs Committee at least one full month before detached study is to begin.
C. No detached study will be granted to students who have accepted a teaching appointment after the deadline date for refusing appointments.
D. Leaves of absence may be granted at other times for medical or other extraordinary reasons.
Detached study protects pre-candidates from losing Rackham status, provides loan deferment for pre-candidates and candidates, and is an enrollment status that appears on the student’s transcript and shows that the student is actively pursuing a degree.
Though an official enrollment status, detached study normally does not entitle a student to GradCare health benefits. The student should phone the Benefits Office for information regarding options for the continuation of health benefits during detached study. Students on detached study may maintain University email accounts by providing the ITD accounts office with a copy of their Certification of Detached Study showing Rackham’s approval. Students on detached study should take a copy of their Certification of Detached Study to the circulation desk at the Graduate Library in order to maintain library privileges.
Detached study status counts toward the seven-year limit to degree.
Detached study form
Complete the form and bring to the Graduate Office. For information about how to complete the form and who qualifies, read the guidelines.
POLICY: STUDENTS NOT REGISTERED FOR CLASSES:
In general, pre-candidates must apply for readmission to Rackham if not enrolled for more than twelve months.
Candidates do not need to apply for readmission if not registered and not on detached study status for more than a year but loans will not be deferred and a non-enrolled status may affect eligibility for certain University services.
- The ITD accounts office may terminate student email accounts after one term of non-enrollment. The Department has often maintained email access for non-enrolled graduate students who are actively working toward their degrees. Departmental support to maintain email is decided on a case-by-case basis. See the Department Administrative Manager.
- Library privileges for non-enrolled candidates may be maintained for two years following last registration by speaking to someone at the circulation desk in the Graduate Library.
- Non-enrolled candidates may apply for Rackham fellowships but if awarded a full fellowship must be registered during the term/s they receive the fellowship.
- Any non-enrolled student living in University housing may be requested to obtain a letter from the Department or thesis advisor verifying that they are in good standing with the Department and are working toward their degree.
Non-enrollment counts toward the seven-year limit to degree.
POLICY: LEAVE OF ABSENCE, THE SEVEN YEAR CLOCK AND EXTENSIONS:
Rackham does not have a “leave of absence” option, or any mechanism that allows a student to stop the clock from ticking once they enter their Ph.D. program. The University and Rackham view a leave of absence as non-enrollment and the same conditions apply. However, the Rackham Office of Academic Records and Dissertations (OARD) recommends that if a student requests a leave of absence from their department, the student should make sure that any leave of absence is well documented in their departmental student file. A leave of absence is usually granted by the Department for personal reasons such as illness, birth of a child, death in the family, etc.
Leave of Absence Forms are available from the Graduate Coordinator or Program Assistant in the EEB office. Any leave of absence form included in the file should contain information such as the length of time that the student is expected to be away from their studies and the reason for the leave. The student should also check in periodically with their advisor and keep the department informed of their plans. Documentation of a leave of absence may prove valuable to the student if they reach the seven-year limit set for all Rackham Ph.D. programs. At the end of their seventh year they must file a form with Rackham’s Office of Academic Records and Dissertations to request an extension. Extensions should be requested on the Petition for Modification or Waiver of Regulation Form. They are available from the Graduate Coordinator or Program Assistant or online. Completed forms accompanied by a letter of support from the dissertation committee chair and any other relevant supporting documentation should be turned into the Graduate Coordinator. The Department Chair must also sign the form before it is sent to Rackham.
POLICY: TIME TO COMPLETION OF DEGREE:
Ph.D. students who have not completed their thesis after six years in the program will be required to petition the GAC to retain their committee. The petition must make a compelling case that they will complete their thesis within a reasonable time and they must state a specific time schedule. The petition must be accompanied by a letter of support by their major advisor.
If the petition is not made or is not accepted by the GAC, the thesis committee will be dissolved. Students will be withdrawn from the EEB Graduate Program and the Rackham Graduate School. After withdrawal, students will not have access to any University resources.
After withdrawal, if a student subsequently completes his/her thesis and wants to hold a thesis defense, they can reestablish their former committee or form a new committee and petition the GAC to be reactivated in the graduate program. The petition must be accompanied by a letter of support from the major advisor indicating that the defense can proceed and by a new dissertation committee form. If the petition is accepted, the GAC will have Rackham reactivate the student, so they can defend.
A reactivated student who has used her/his 10 terms of LSA support will need to pay tuition at the current rate of the term she/he defends. If a student has not used their 10 terms of support, these terms will be reactivated along with their student status. The reactivation memo to Rackham must note how many terms of support they have remaining and must be sent to Rackham and copied to LS&A Research and Graduate Studies Office.
Established June 2005
POLICY: WINTER TERM ADMISSION OF Ph.D. STUDENTS
EEB will admit students in Winter Term under unusual circumstances. Given that these students are likely to have very different circumstances and different backgrounds, we do not feel it advisable to set a rigid policy for their evaluation. Incoming students in the Ph.D. and Master’s programs will meet with their initial advisor and the Admissions Committee to discuss courses and deficiencies. Ph.D. students will have an additional meeting early in the winter term to determine their schedule for their evaluation prelims. This meeting will be with the student, the major advisor, and the chairs of the Admissions Committee and the Graduate Affairs Committee. This committee will decide on the evaluation schedule based upon this discussion and the background and experience of the student.
Before they can advance to candidacy, students must obtain 36 hours of credit. Students who enter with a relevant Master’s degree receive 18 credit hours. As a result, they participated in Fall Term Evaluation Examinations and follow the schedule of that year’s cohort. Students who do not have a relevant Master’s degree could take prelims in the Fall Term and advance the following Fall Term once they have completed the 36 credit hours.
POLICY: DUAL DEGREES
Ph.D. and Master’s students who want to apply for a DUAL DEGREE with a Master of Science Degree based on coursework in the EEB department, need to submit the following to the EEB Admissions Committee: a completed Dual Degree Course Election Form and a new, one page statement of purpose explaining why they want a dual degree in our EEB department. The applicant must arrange to have other materials (CV or resume, GRE scores, transcripts, and letters of recommendation) forwarded from their main department to the EEB graduate office. Students will be required to have an advisor in EEB to guide them in course selection. Students can contact an advisor directly or choose one in consultation with the Admissions Committee.
POLICY: TRANSFER STUDENTS
Entering w/o a Master’s Degree
Currently, per Rackham, when a student in a Ph.D. program at another university wishes to transfer to a UM Ph.D. program, no credit hours are transferred in. The student must submit a complete application to the program, have the application reviewed by the departmental Admissions Committee and receive final approval from the Department Chair.
If admitted, the student will need to comply with all of the current Rackham rules for advancement to candidacy (this means a certain number of credit hours taken on campus, a certain number of Rackham Fee Totals (RFT), etc.) If the EEB department wishes to acknowledge the preliminary evaluation work done at the first university, it may do so. Alternatively, the department may acknowledge the work, but require that a student undertake part of the Evaluation Exam process.
Cognate courses:
Rackham requires 4 cr. hrs. of cognate credit.
A student may use one course taken at the first university to serve as the cognate course, if this course is first approved by the department.
This is called a “cognate in spirit” and does not add to the number of credit hours or RFTs.
Degree completion:
Among other things, 68 RFTs are required for degree completion.
Entering w/ a Master’s Degree
If a student in a Ph.D. program at another university and leaves with a relevant Master’s degree (as the student wishes to transfer to a UM Ph.D. program), then 18 Rackham Fee Totals (RFTs) will count towards candidacy.
Cognate courses:
Rackham requires 4 cr. hrs. of cognate credit.
A student may use one course taken at the first university to serve as the cognate course, if this course is first approved by the department.
However, this course can not have been used as credit towards the Master’s degree. (in other words, the student can not double count the class).
Degree completion:
Among other things, 50 RFTs are required for degree completion.
POLICY: DUAL APPOINTMENTS
It is understood that this policy cannot be too rigid due to the variety of external funding that students are awarded. Teaching is valuable and we hope that this policy will allow us to reach a final decision through negotiations with students.
Fellowships are awarded to students so that they can be relieved of all other duties outside of their thesis research. Students who are appointed on any fellowship including external fellowships such as NSF and want to accept a GSI, GSRA, or GSSA appointment will need to petition the GAC. Students are required to wait for a final decision from the GAC before accepting the GSI, GSRA, or GSSA appointment.
Students who are appointed on any fellowship and want to accept a .1 GSM appointment can do so without petitioning the GAC.
EEB does have a two term teaching requirement but it is not time specific and deferring a fellowship in order to accept a GSI or GSRA does not require petition but it is up to the students, in consultation with his/her advisor.
Change of degree level form
Currently a master’s student and want to apply to the Ph.D. program? Instead of an online application, complete this form and bring it to the Graduate Office for processing.
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