8.10 The Department Chairperson
8.11. The department chairperson has general and overall responsibilities for graduate plans within the department, including the maintenance of overall quality of graduate education and a degree of continuity among different plans. To insure continuing quality, the department chairperson should exercise some evaluation of documents that are submitted to her/ him for acknowledgment.
8.12. The department chairperson assigns each incoming graduate student an adviser, who may coincidentally be the department chairperson. All documents relating to the status of each graduate student are submitted to the department chairperson who will acknowledge each document prior to its submission to the Dean of the Graduate School. The department chairperson will also make recommendations to the Dean of the Graduate School concerning the appointment of a major professor for each graduate student (see duties of major professor) and will acknowledge the recommendations for appointment of members of various committees as provided for elsewhere within the Graduate Student Manual. The department chairperson should be kept informed of the progress of each student.
8.13. The department chairperson is responsible for having written and oral master's examinations prepared and administered, or for delegating this responsibility to other members of the graduate faculty in the department. in those plans where they are required by the department.
8.14. The department chairperson may appoint one of the members of the Graduate Faculty in the department to assume some or all of the duties of the department chairperson with regard to the graduate plan. Such an individual. the Director of Graduate Studies, will replace the department chairperson for such duties as the chairperson and/or department specifies.
8.15. The department chairperson is also responsible for allocating resources including personnel, facilities, and equipment to insure adequate support of the various programs of studies and thesis proposals.
8.20 The Adviser
8.21. Before taking courses, each entering degree candidate shall consult with the department head and be assigned a member of the Graduate Faculty in the department as an adviser. The adviser will assist the student in the selection of courses to be taken the first semester, and usually by the end of the first semester, in the selection of the major professor. The department chairperson will report the name of each student's adviser and/or major professor to the Graduate School Office when the choice is made initially and when any changes occur.
8.30 The Major Professor
8.31. The major professor is the most important single influence on the graduate student's education. The major professor has overall responsibility for the student's training and has primary responsibilities for insuring that programs of study, thesis proposals, and other appropriate documents are submitted by the student when required.
8.32. As soon as s/he is prepared to do so, the candidate, with the assistance of her/his adviser, will select as her/his major professor any member of the department qualified and willing to serve in that capacity. Though it is the responsibility of the adviser and department chair to assist the student in this process, it is emphasized here that initiating the process and selecting a major professor are the student's own responsibilities. Upon recommendation by the department chairperson, and appointment to the Graduate Faculty if not already a member, this individual will be appointed by the Dean of the Graduate School to carry out the duties noted in the following paragraphs.
8.33. Responsibilities of Major Professor-Master's Degree Candidates.
8.33.1: Where the department offers a choice between options with and without a thesis, the major professor will advise the student in making a choice.
8.33.2: The major professor will help the student plan a program of study, making certain that it meets all minimum core and special requirements for the option selected. Instructions and forms for the program of study are available in the Graduate School Office. By the end of the first semester that the student is registered, four copies of a program of study for each student registered for a master's degree will be submitted to the Dean of the Graduate School for approval. The program of study must be signed by the student, approved by the major professor and acknowledged by the department chairperson. Courses in the program of study that are to be taken without plan credit must be so designated before they are taken if a failing grade is not to be included in the calculation of the student s overall grade point average.
8.33.3: The major professor will supervise the student's progress in the program of study (including coursework, independent study, research, and, if applicable, thesis preparation) and arrange for the required examinations.
8.33.4: In thesis plans, the major professor will help the student select the thesis topic and other members of the thesis committee. In master's degree plans, the thesis committee must consist of at least three members of the Graduate Faculty, including the major professor who serves as chairperson of the committee. The second member shall be in the same discipline and/or department as the major professor or in a closely related one. The third member shall be from an outside area unless specifically approved by the Dean of the Graduate School. The members of the thesis committee are chosen by the major professor in consultation with the student at the time the thesis proposal is prepared. They will also serve as members of the thesis defense committee. Recommendations for members of the thesis committee shall be acknowledged by the department chairperson and approved by the Dean of the Graduate School.
8.33.5: In thesis plans, the major professor will assist the student in the preparation of her/his thesis proposal. Instructions for the preparation of this proposal are available in the Graduate School Office. The thesis proposal must be signed by the members of the thesis committee (see above) and acknowledged by the department chairperson. The thesis proposal and the members of the thesis committee must be approved by the Dean of the Graduate School. If human subjects are involved, the proposed research must satisfy University policy (see Appendix D) and the proposal must be approved by the Institutional Review Board. If the research involves live animals, the proposal must satisfy the policy and procedures of the Institutional Animal Care and Use Committee (see Appendix E).
8.33.6: In thesis plans, the major professor will arrange with the student, the thesis committee and the Graduate School for the submission of the completed thesis and the scheduling of the thesis defense (see Section 11).
8.34. Responsibility of Major Professors for Doctoral Degree Candidates.
8.34.1: The major professor shall serve as the chairperson of the candidate's doctoral committee, and in consultation with the candidate, recommend appointment of two or more additional members of the doctoral committee. The second member shall be in the same discipline and/or department as the major professor or in one closely related to it and the third member from another area unless specifically approved by the Dean of the Graduate School. The nominations for the doctoral committee shall be acknowledged by the department chairperson and approved by the Dean of the Graduate School .
8.34.2: The major professor has the responsibility for planning the candidate's program of study in consultation with the candidate and other members of the doctoral committee. making sure that it meets al l departmental core and special requirements. Forms to be used for submitting a program of study can be obtained from the Graduate School Office. A program of study shall be filed for approval by the Dean of the Graduate School by each doctoral candidate by the end of the first semester in Graduate School. Candidates who enter a doctoral plan with a master's degree shall file six copies of the final program of study signed by the student and all members of the doctoral committee including the major professor and acknowledged by the department chairperson. Candidates who enter with a bachelor's degree and no master's degree shall file four copies of a tentative program of study signed by the student, the major professor or adviser, and acknowledged by the department chairperson. Students who file a tentative program of study shall file a final program of study after they have completed 24 to 30 credits of formal coursework and passed the qualifying examination. Courses that are to be taken without plan credit must be so designated before they are taken if a failing grade is not to be included in the calculation of the student's overall grade point average.
8.34.3: The major professor supervises the candidate's progress in her/his program of study, including coursework, independent study, research, other scholarly activities, preparation of the thesis proposal and the thesis itself, and examinations. Research involving human subjects must satisfy University policy (see Appendix D), as must that involving live animals (see Appendix E).
8.34.4: The major professor determines in accordance with departmental policy, the means by which the candidate shall satisfy any language or research tool requirements. (See 7.56.)
8.34.5: The major professor is, in conjunction with other members of the doctoral committee, responsible for the organization, preparation and administration of the candidate's written comprehensive examination and acts as chairperson of the candidate's written and oral comprehensive examinations.
8.34.6: After the examination has been graded, the major professor has the responsibility for notifying the student and the Dean of the Graduate School of the results via the department chairperson.
8.34.7: The major professor arranges with the candidate, the doctoral committee, and the Graduate School for submission of the completed thesis and the scheduling of the thesis defense (see Section I I ), and finally assists the student in making any changes in the thesis as stipulated by the thesis defense committee.
8.34.8: If a second examination is recommended and approved, the major professor is responsible for supervising the student's completion of any additional requirements specified before the second examination is to be taken, for insuring that it is taken within the required time limits, and for arranging with the candidate, the doctoral committee and Dean of the Graduate School for scheduling of the examination.
8.40 Graduate Student Committees
8.41. The quality of a graduate student's education depends substantially upon the major professor and other members of the Graduate Faculty. They serve on the committees that monitor the various steps leading to an advanced degree. The responsibilities of the major professor are described in 8.30; those of the members of different committees, and the sequence to be followed in selecting them are described here. Members of the committees are usually appointed from a list of qualified individuals recommended by the major professor in consultation with the candidate. Appointment of the members of the various committees is made by the Dean of the Graduate School. An external committee member may be appointed specifically to serve as an additional member of the thesis or defense committee for a particular graduate student.
8.42. Committees for Master's Degree Candidates.
8.42.1. Plan Committee: There is no plan committee for students taking a master's degree. For this degree, whether with or without a thesis, the major professor has the responsibility for planning the program of study.
8.42.2. Thesis CommitteeEach student enrolled in a master's degree plan that requires a thesis must have a thesis committee. This committee is usually composed of at least three members of the Graduate Faculty, including the major professor who serves as chairperson. The second member of the thesis committee shall be in the same discipline and/or department as the major professor, or from a closely related department. The third member of the committee is from an outside area unless specifically approved otherwise by the Dean of the Graduate School.
Responsibilities: The thesis committee is responsible for planning and directing the work required for the thesis. This includes advising the student during preparation of the thesis proposal, insuring that it has validity and will satisfy University policy concerning the protection of human subjects (see Appendix D) or live animals (see Appendix E), and can be accomplished within the time and facilities available. The thesis committee must also verify that the student is adequately prepared to do the required work at a satisfactory level and finally supervises preparation of the thesis and certifies that the thesis is ready for the oral defense prior to scheduling the defense with the Graduate School.
8.42.3. Thesis Defense Committee for master's degree candidate's, the thesis defense committee is composed of the thesis committee and an additional fourth member appointed by the Graduate School to be chairperson of the committee and to represent the Graduate Faculty. The fourth member of the thesis defense committee is a member of the Graduate Faculty usually from a department other than that in which the candidate is registered.
Responsibilities: The thesis defense committee is responsible for conducting the oral defense of the thesis, and for determining that the candidate has demonstrated sufficient command of the subject material to pass the examination successfully. Unanimous approval of the committee is required for passing. The committee must also specify any changes in the thesis that must be made before it can be approved, and the date when those changes must be completed.
If a candidate fails the thesis defense, the committee may recommend that a second examination be given subject to the approval of the Dean of the Graduate School. After the candidate has fulfilled any stipulated requirements, the major professor requests permission from the Dean of the Graduate School to schedule the second examination. If the second examination is not given within a year of the first examination, no further opportunity to take the examination will be allowed unless exceptional circumstances justify that an extension of time be granted by the Dean of the Graduate School.
The final duty of the thesis defense committee is to sign the thesis approval sheet after making certain that all necessary changes and corrections have been made. The Chairperson of the thesis defense committee is responsible for verifying that the stipulated changes have been made.
8.43. Committees for Doctoral Candidates
8.43.1. Qualifying Examination Committee: Since the qualifying examination is the responsibility of the department, the procedure for conducting the examination is entirely within the jurisdiction of the department. The Department Chairperson, in conjunction with a departmental committee designated for this purpose, or with the major professor, has the responsibility for having the examination prepared and administered and for reporting the results to the Dean of the Graduate School. The examination procedures shall be included in the departmental procedure that is given to each new graduate student and filed with the Dean of the Graduate School.
8.43.2. Doctoral Committee: The doctoral committee supervises a doctoral candidate's program of study from the time the major professor is selected until the thesis is defended. Additional members are added for the oral comprehensive examination and for the thesis defense. but the doctoral committee has the major responsibility throughout the student's training and should be selected to provide the best possible support for the student in her/his particular area of research. The doctoral committee is composed of the major professor as chairperson and two additional members of the Graduate Faculty. The second member of the committee is usually a member of the same department, in the same discipline, or in one closely related to it. The third member is from an outside area unless specifically approved otherwise by the Dean of the Graduate School. Potential members of this committee are selected by the major professor in consultation with the candidate. and after acknowledgment by the department chairperson the recommendations are sent to the Dean of the Graduate School for approval.
Responsibilities: The doctoral committee is responsible for planning the candidate's program of study. It is also responsible for preparing and evaluating the written comprehensive examination that is administered by the major professor, for approving the thesis problem, the thesis research. and the thesis. The doctoral committee must insure that the program of study is fully discussed with the candidate so that it represents the student's individual needs. It must also satisfy degree requirements, prepare the student for taking both the qualifying and the comprehensive examinations, and for beginning the thesis research. The doctoral committee is a major component of the larger oral comprehensive committee and takes part in the oral comprehensive examination. In addition, it provides overall guidance in selecting a thesis proposal that is well-defined and can be completed with the facilities available in a reasonable length of time and which will satisfy University policy concerning human subjects (see Appendix D) or live animals (see Appendix E). It assists in carrying out the literature search, in gathering data and other aspects of the research, and in the general procedure of writing the thesis so that it meets all requirements in content and form, and certifies that the thesis is ready for the oral defense prior to scheduling the defense with the Graduate School. In addition to being part of the oral comprehensive examination committee, the doctoral committee is also a major component of the thesis defense committee, and as such participates in the oral defense of the thesis, and in insuring that all stipulated changes are made in the final copies of the thesis. The doctoral committee shall meet with the candidate at least once each year. It shall be the responsibility of the major professor to establish the annual review and to notify the Graduate School of the doctoral committee's evaluation of the student's progress for the year.
8.43.3. Oral Comprehensive Examination Committe The written comprehensive examination is prepared and administered by the doctoral committee under the direction of the major professor, but the oral comprehensive examination is given by a larger committee composed of the doctoral committee and two additional members of the Graduate Faculty appointed by the Dean of the Graduate School. One additional member will be from the same department as the candidate, the other will be from a different department, but one that is allied to the candidate's area of study. The major professor will serve as a chairperson of the oral comprehensive examination committee. A unanimous vote of all members of the committee is required for passing.
Responsibilities: This committee is responsible for conducting the oral comprehensive examination after the candidate has passed the written comprehensive examination and the major professor has received permission from the Dean of the Graduate School to hold the examination on the date that had been previously scheduled. If a second examination is approved a new date must be scheduled, in consultation with the members of the committee and with the approval of the Dean of the Graduate School. In ,giving the examination, the committee has the responsibility of evaluating the candidate's insight gained as a graduate student and determining whether the student is qualified to perform the independent scholarly research required to complete the requirements for a doctoral degree.
8.43.4. Thesis Defense Committee: The thesis defense committee for doctoral candidates is the doctoral committee with two additional members appointed by the Dean of the Graduate School. The fourth member is appointed chairperson of the defense committee and to represent the Graduate Faculty. This member is from some department other than that in which the candidate is enrolled. and may be from an unrelated area. The fifth member of the committee is usually a member of the same department as the candidate. Unanimous approval of all members of the committee is. required for passing the oral thesis defense.
Responsibilities: The thesis defense committee is responsible for determining that the thesis is properly written and meets all requirements specified in Section I I THESIS, PREPARATION, AND APPROVAL, that the thesis was an independent effort and that the student can explain and defend the work done. The thesis defense committee must also determine if the candidate is in command of the particular area of research required for the thesis and has adequate knowledge in closely related areas. If the candidate does not pass the first examination, the committee must decide if a second examination is justified and so recommend to the Dean of the Graduate School for approval. If any additional work is required before the second examination, this should be stipulated in the recommendation to the Dean as well as the time the second examination should be given. If the second examination is approved by the Dean of the Graduate School, the committee has the responsibility of giving the examination after the major professor has made the necessary arrangements with the Graduate School Office for scheduling it and notifying all members of the committee. The final duty of the thesis defense committee is to sign the thesis approval form after verifying that all the stipulated corrections have been made. The major professor has the responsibility of supervising the corrections made by the student, but the chairperson of the thesis defense committee has the responsibility of certifying that these changes have been made before the approval form is signed, and of obtaining all necessary signatures including the acknowledgment of the department chairperson on the form reporting the results of the defense.
8.50 Changes in Committee Membership for Master's and Doctoral Candidates
8.51. It should be clear that flexibility is provided in the plan of master's and doctoral candidates. Committee membership (even the major professor) may be changed when this is in the best interest of the candidate. A student may change her/his major professor with the approval of the department chairperson and the Dean of the Graduate School. In this event the department chairperson is responsible for notifying the original major professor of the change and where necessary to determine the circumstances requiring the change. If a candidate has a committee, a change in major professor will automatically dissolve the committee, which will be reconstituted in the manner outlined above. A change in the committee members other than the major professor shall be made with the concurrence of the student, the major professor, and the Dean of the Graduate School. Changes in committee membership shall be acknowledged by the department chairperson.
8.52. In cases in which a Major Professor becomes unable or unwilling to fulfill her/his responsibilities, the department chair will immediately notify the Dean of the Graduate School and will assist the affected graduate student in choosing a new Major Professor and re-constituting a committee in the manner outlined above. The student may also enlist the aid of the Dean of the Graduate School. However, as outlined above, it is not the department's obligation to provide a major professor, but it is the student's responsibility to select one who is qualified and willing to serve.
8.53. In the event that a new Major Professor is not found, the student has the right to proceed to non-binding deliberation with the department chair and other relevant faculty, under the auspices of the University Ombudsman or the Committee on Academic Standards and Appeals, any time after ten academic weeks have passed. It is expected that, with this and the many other safeguards and procedures for assistance provided above, every student will successfully and expeditiously select a major professor. However, if a satisfactory match is not found, students have little alternative but to withdraw from their plan, as their subsequent lack of progress will inevitably lead to dismissal.
9.10 Master's Plans
9.11. All courses taken for plan credit should be at the graduate level. At least half of the total plan course credits should be at the 500 or 600 level.
9.12. Courses taken by graduate students at or below the 300 level are automatically considered as taken for no plan credit. Where such courses are considered as entrance or background deficiencies, they may be required of graduate students and listed on the program of studies under "No Plan Credit". They cannot under any circumstances be included in that section of the program of studies which is to satisfy degree requirements, nor can they be included in calculating the cumulative average required for graduation. Required "No Plan Credit" courses must be replaced or repeated unless a grade of C (2.00) or better is received. Courses at or below the 300 level may also be freely elected by graduate students without inclusion in the program of studies and without affecting their cumulative average.
9.20 Doctoral Plans
9.21. For students who have received the master's degree in the same field of study or in a closely related field, all coursework beyond the master's degree towards the doctorate must be on the 500 or 600 level. For students who have not been awarded the master's degree by the time they enroll in Graduate School, a maximum of 15 credits within the minimum of 72 credits required for the Ph.D. may be taken at the 400 level. All other work for plan credit must be at the 500 or 600 level.
9.22. Doctoral programs of study may include additional required courses at the 400 level or below in the section of "No Plan Credit". Such courses cannot be included in calculating the cumulative average required for graduation, although the course must be repeated or replaced unless a grade of B- (2.67) or better is received.
9.30 Approval of Programs
9.31. Programs of study and program changes which are consistent with the above standards and which have been approved by the major professor and Graduate Plan Director (in master's plans), or by the plan committee and Graduate Plan Director (in doctoral plans), will be acknowledged by the Dean of the Graduate School. Programs and program changes which are not consistent with the above standards require the specific approval of the Dean of the Graduate School, which will be granted only after submission of a written justification and evaluation of each individual case.