PhD and MS Handbook

This handbook is one of many sources to consult as you become familiar with the policies, procedures, requirements, resources, and norms of graduate education at UW-Madison:

Graduate Guide

Graduate School AP&P

UW-Madison Policy Library

Graduate Student Life

Graduate School at UW-Madison

This handbook is primarily intended for graduate students pursuing the PhD in Chemistry. Terminal MS degrees in Chemistry are awarded less frequently, and although information about those requirements is also included, much of the information in this handbook will be less relevant to MS students. Students intending to complete a terminal MS degree are encouraged to contact the Chemistry Graduate Office for more information.

Graduate degrees at UW–Madison are granted by the Graduate School, and the Department of Chemistry’s graduate programs are administered under the Graduate School’s oversight. Students should consult the Graduate School’s Academic Policies and Procedures for university-wide requirements. The Department of Chemistry sets additional program-specific requirements beyond those minima, as approved by the Chemistry faculty. The purpose of this handbook is to provide a convenient reference for policies and procedures relevant to its graduate student body.

Degree and course requirements may change periodically. Contact the Chemistry Graduate Program Office with any questions.

Chemistry Graduate Office

Graduate School’s Academic Policies and Procedures

Many of your questions about how to meet expectations and thrive as a graduate student will be answered by the various sources of policies, procedures, requirements, resources, and norms listed above. Several key resources in this department and on campus are available to answer your remaining questions

• For department-specific questions, please contact the Chemistry Graduate Office.

Chemistry Graduate Office.

• For general inquiries and services from the Graduate School, visit the Graduate School contact page to find operations and front desk information.

Graduate School contact page

The Chemistry Department at UW–Madison maintains a large and distinguished doctoral program. We operate the largest PhD program at UW–Madison, with an average total enrollment of 398 over the last five years. We are also one of the largest Chemistry PhD programs in the country: according to the 2023 NSF Survey of Earned Doctorates, UW–Madison ranked 3rd in the number of PhDs awarded by a US institution.

The primary objective of the Chemistry PhD program is to prepare students to perform technically rigorous, innovative, and high-impact research in the broad field of chemistry. While close coordination between graduate students and faculty mentors is important in the early stages of doctoral research, the cultivation of creative scientists with the potential to become future leaders requires a graduate program that prioritizes the development of scholarly independence. Recognizing the many sub-disciplines that comprise modern chemistry, the Department offers seven “paths” toward the doctorate in the areas of analytical chemistry, chemical biology, chemical education, inorganic chemistry, materials chemistry, organic chemistry, and physical chemistry. These paths organize our large graduate student body into cohorts with shared interests and training needs; however, the annual requirements along each path are designed to be interchangeable to support interdisciplinary chemistry research. This training successfully prepares students for employment in a variety of chemical industries (e.g., pharmaceuticals, materials, petrochemicals, biotech), non-technical careers (law, consulting), and academia. However, our broader goal is to empower graduates to achieve mastery in any area.

The Department of Chemistry is committed to creating an environment where every member of our community is valued, feels a sense of belonging, and has the opportunity to thrive as their authentic selves. We embrace diverse identities, cultural backgrounds, and viewpoints, and we are committed to creating a safe, supportive, and inclusive environment that provides equitable opportunities for all our community members. We recognize diversity, equity, and inclusion as essential to all aspects of department governance and critical to reaching our full potential as world-class leaders in scholarly research, education, and service.

See the Chemistry Department web page for Community, Diversity, Equity, and Inclusion for up-to-date information about resources and initiatives.

Community, Diversity, Equity, and Inclusion

Graduate students work closely with a faculty advisor, who will be a key source of guidance for your academic development. The Graduate School’s definition of an advisor can be found here:

Definition of an Advisor

Your advisor has two principal roles:

• To guide you in acquiring the highest possible level of knowledge and competence in the field.

• To chair the committee that will assess each of your degree milestones (see “Degree Requirements” section below for further information on building your committee).

Both the student and advisor are responsible for making their expectations clear to each other. This is a shared responsibility that is essential for success in your graduate education.

Your advisor should be a faculty member whose expertise and project/research interests match closely with those that you intend to acquire. The decision to join a research group requires a mutual agreement between the student and advisor, and the Graduate Program Office will facilitate the matching process during your first semester in the program.

The process for identifying and joining a research group is described in more detail on the department’s Group Joining page.

Group Joining page

During graduate student orientation, chemistry faculty will present brief overviews of their research programs. In addition to attending the faculty talks during orientation, students will arrange one-on-one conversations with faculty of interest and conduct at least three rotations. These activities will acquaint the students with the range of research opportunities in the department and aid in the identification of the group(s) that will best suit their needs and interests. A current listing of the graduate faculty can be found on the Department of Chemistry’s faculty page.

Faculty Page

The goal of laboratory rotations is to optimize the process of matching first-year graduate students and faculty research groups. First-year students are required to carry

out three rotations in different groups. The rotation periods are for 3 weeks. The rotations schedule and a description of how rotations are assigned can be found on the group joining website.

Group Joining Website

Rotations will generally provide you with the following opportunities:

• discuss the research, laboratory, and potential projects with the faculty member;

• interact with students in the faculty member’s laboratory;

• attend group meetings and/or any associated supergroup meetings (schedules permitting);

• read relevant group publications;

• review the lab expectations document of each research group.

Depending upon the faculty member and student schedule, the rotation may also include a research component. The student should contact the faculty member as soon as the rotation is assigned to devise a plan to gain familiarity with the group and research, as well as to discuss specific expectations and opportunities. During the rotations, students are also free to interact with other research groups (e.g., discuss the research and attend group meetings, etc.).

In November of their first semester, students select their top choices of faculty research advisors by filling out and submitting the Research Group Selection Form. The Graduate Program Office (GPO) will facilitate a matching process that communicates student and faculty preferences. Matches are initiated by students and finalized by faculty.

There is no obligation that students join a laboratory in which they conducted a rotation; the student can join any laboratory upon mutual agreement with the relevant faculty member. If a student has not chosen a laboratory after the three rotations, the Graduate Program Office will facilitate a fourth rotation. The path chair will advise unmatched students and help them to identify groups that are likely to have the capacity to host more first-year students.

Successfully finding and joining a research group is necessary to demonstrate reasonable research progress during a student’s first year. Any student who has not done so by the end of their second semester may be separated from the PhD program.

Research Group Selection Form

A PhD chemistry graduate student may choose an advisor who is not affiliated with the Department of Chemistry if the student’s research has been determined to have a significant chemistry component, and if they have a chemistry faculty co-advisor. When a non-affiliate faculty member accepts a Chemistry graduate student into their group, they accept responsibility for fulfilling the five-year funding commitment.

When a graduate student in the Department of Chemistry wishes to earn a PhD degree in chemistry in which the work will be carried out under a faculty member who is not a member or affiliated member of the department, the following policies apply:

· The student’s research under the prospective faculty PhD advisor must have a significant chemistry component. The chair of the Department of Chemistry will determine whether the prospective PhD research meets this criterion, seeking advice from faculty members in the Department of Chemistry when warranted.

· A member of the tenured chemistry faculty (or tenured chemistry faculty affiliate) must be appointed as the co-advisor. The co-advisor should be familiar in general terms with the area of research that the student will perform and will serve as the chair of the TBE, RP, and dissertation committees. The choice of the co-advisor is made by the student, in consultation with the prospective faculty advisor, and requires the approval of both the faculty member who will serve as the co-advisor and the chair of the Department of Chemistry. The co-advisor must meet with the student at least annually to ensure that the student is making good progress toward completing a PhD degree with a significant chemical component and fulfilling all the Chemistry graduate program requirements.

· If the prospective PhD research does not have a sufficient chemistry component, then the student must transfer out of the Chemistry graduate program.

Most graduate students will work with a single PI throughout their graduate education, but several students change advisors every year. This can occur for many reasons. As the advisor-student relationship is established by mutual agreement, it may be terminated by either party.

Students who are considering a change in their advisor should seek an outside perspective. The path chair, the department chair, the graduate program director, the graduate student coordinator, or another trusted faculty member can serve as the student’s advocate and counselor. Frequently, these conversations help to establish a more satisfying advisor-student relationship. They can also facilitate a smooth transition between research groups. In either case, the student will benefit from the support and advice of a third party.

A student who wishes to change research groups should meet with the graduate student coordinator, who will manage any discussions about changing deadlines for degree requirements as a consequences of the timing of the change in research groups. A Change of Advisor Form must be submitted by the student when changing research groups. They must also provide written documentation from their new advisor demonstrating that they have agreed to have the student join their group.

Change of Advisor Form

Students must join a new research group by the end of the following academic term to remain a student in good standing making satisfactory progress towards their degree.

Graduate School policy requires every graduate student to have an advisor in order to remain at UW-Madison. You can confirm that the name of your advisor has been updated in the official record by looking in your Student Center on MyUW (my.wisc.edu) under “Academic Progress” and then “Advisors.”

The Graduate Guide lists all current requirements to complete your degree (e.g., credits, courses, milestones, and learning outcomes/goals).

Graduate Guide

The Graduate School Academic Policies and Procedures includes information about the Graduate School’s administrative and academic policies, which apply to all graduate students regardless of their field. Students are responsible for being familiar with and abiding by the Graduate School Academic Policies and Procedures.

Graduate School Academic Policies and Procedures

Minimum Credits

Students must complete 51 credits, 32 of which must be completed “in residence” (i.e., while enrolled as a UW–Madison graduate student). The Graduate School requires that at least 50% of the total credits (i.e., 26 of the 51) be taken at the graduate level (courses numbered 700 and above or designated with the Graduate Coursework (G50%) attribute). To determine which courses meet the graduate-level (G50%) requirement, consult Course Search & Enroll (use “Other Options” and check the box for “50% Graduate Coursework Requirement”) to view approved courses.

Students should consult with their faculty advisor to discuss their course plan each semester.

Course Work

For detailed information about the required coursework for the Chemistry PhD program, please refer to the Chemistry PhD Requirements section of the Graduate Guide.

Credits Before Dissertator Status

The Graduate School requires that at least 32 credits be completed prior to achieving dissertator status. In Chemistry, this is accomplished through:

• At least two courses designated as Chemistry graduate core courses. Students must enroll in the maximum number of credits offered for a course to satisfy the core requirement.

• At least 8 credits of breadth coursework, across a minimum of three courses. For details on the breadth requirement, please refer to the Graduate Guide.

• Research credits or additional approved coursework

Credits After Dissertator Status

The Graduate School requires that a dissertator must enroll each fall and spring in exactly 3 credits, generally research and thesis and/or required seminars. Any class taken while in dissertator status must be approved by your advisor in advance. Use the Dissertator Coursework Approval Form to document the approval of any course other than Chem 990 (research).

Dissertator Coursework Approval Form

Audit and pass/fail courses do not satisfy this requirement. Additional courses beyond the required 3 credits taken on the audit or pass/fail basis will result in the removal of dissertator status

Transferred Course Work

Graduate students may receive a departmental waiver for up to 12 credits of PhD course requirements for graduate-level coursework completed at other institutions. Please note that these credits will not count toward the UW–Madison graduate career GPA. Additionally, coursework completed 10 or more years prior to admission to the doctoral program cannot be used to satisfy degree requirements. For more information on transferring credits, please visit the Chemistry Department’s First-Year Graduate School page.

Chemistry Department’s First-Year Graduate School page

Chemistry Doctoral Minor for Non-chemistry Students

Graduate students from other programs may pursue a doctoral minor in Chemistry by completing 9 credits of Chemistry coursework numbered 300 or above, with each course passed with a grade of B or better. The proposed coursework must be approved in advance by the Associate Chair for Graduate Studies. For more details, please visit the Chemistry Doctoral Minor page in the Graduate Guide.

GPA Requirement

Students must maintain a minimum cumulative GPA of 3.0.

Residence for Tuition Purposes Residency is used to determine tuition rates on campus. The details of the Graduate School Residency for Tuition Purposes and the full Registrar’s Office policy are relevant for students interested in pursuing Wisconsin residency for tuition purposes.

The Thesis Background Exam (TBE) provides evidence that a graduate student has begun to make progress towards mastery in their field of study. By the end of the second year of graduate study, a student should be able to:

• Evaluate the literature informing the chosen field of research inquiry;

• Summarize and evaluate their research results to date in a format relevant to their discipline;

• Articulate a rational plan for future directions towards thesis research.

The TBE includes both written and oral components, and both will be evaluated by the mentoring committee. Details about the format and expectations for the TBE can be found on the Graduate Program website.

Graduate Program Website

In general, the overall objective of the TBE requirement is to demonstrate that the student has achieved a level of mastery that will enable successful completion of their PhD research. Evidence of mastery will include:

• Knowledge of the scientific background in the area of research;

• The ability to clearly articulate the importance of the problem and the rationale for the research design;

• The ability to address questions about technical and scholarly aspects of the project.

Receiving a Chemistry PhD is an indication that the scholar is capable of independently identifying important scientific problems and developing creative solutions to address them. It is therefore vital that the TBE demonstrate the student’s intellectual ownership of their research. A student whose research is technically competent but appears to have been conducted at the direction of others (e.g., the faculty advisor, other group members, collaborators) is unlikely to pass the TBE requirement.

For UW–Madison Chemistry PhD students, evidence of preparedness to advance to candidacy and assume dissertator status is obtained through the Original Research Proposal (RP) requirement. By the end of the third year, among other skills, a graduate student should be able to:

· Identify an important and unaddressed research problem;

· Articulate a reasonable research plan to address the problem;

· Evaluate the literature to rationalize the originality and feasibility of their approach.

The combination of a written proposal and oral presentation constitutes the evidence base by which the mentoring committee evaluates the PhD student’s progress in the third year. Details about the format and expectations for the RP examination can be found on the Graduate Program website.

The RP examination demonstrates that the candidate has grown into an independent scholar with well-formed scientific interests distinct from those of their research advisor. Consequently, in addition to being technically rigorous and well-rationalized by appropriate scientific precedent, a successful RP must address an important problem that is not simply a continuation of research themes already ongoing in their research group.

Dissertator status is effective at the start of the semester immediately following the completion of these requirements. The Graduate School sets the minimum requirements and deadlines each semester for dissertator status.

Graduate Program Website

Deadlines

Dissertator Status

The Dissertation Planning Meeting is intended to ensure that the student and advisor agree that a dissertator’s research progress is appropriate for timely completion of their degree.

Chemistry PhD students must meet with their research advisor in their fourth year and annually thereafter to align their expectations for dissertation completion. After discussing the plan, both the student and advisor should sign the Dissertation Planning Meeting Form and submit it to the Graduate Office. If either the student or the advisor feels that a broader discussion would be beneficial, a meeting with the full committee can be requested.

For more logistical details, please visit the Graduate Program website.

Dissertation Planning Meeting Form

Dissertation Topic

The PhD in Chemistry is awarded for completing original research that makes a significant contribution to chemical science. A dissertation describing the student’s research must be defended in a final oral examination. The topic of the dissertation is determined by the student and advisor by collaborative agreement.

Thesis Defense

The doctoral thesis defense is an oral defense of a written dissertation. It includes both a presentation of the dissertation research and a question-and-answer session, which includes both an open session (with a general audience) and a closed session (limited to the dissertation committee). Graduate School policy requires that the thesis defense be completed within five years of passing the Preliminary Examination. More information is available on the Graduate School’s webpage.

A thesis defense requires a warrant. Students must submit a warrant request form at least three weeks prior to the scheduled defense date. The date, time, location of the defense, dissertation title, and committee membership must all be finalized before submitting the request.

Thesis Committee

The composition of the thesis committee must follow Graduate School policy.

Formatting

The Graduate School’s doctoral guide provides specific formatting requirements and instructions for depositing the dissertation.

Deadlines

Degrees are conferred three times per year: fall, spring, and summer. The date the dissertation is deposited determines the degree term. Students should consult the Graduate School’s deadline calendar for each term.

Degree Conferral & Payroll End Dates

The Graduate School’s policy on degree conferral and payroll end dates outlines how graduation impacts tuition remission and payroll eligibility.

To obtain a M.S. degree, the student must meet both the Department of Chemistry and the Graduate School degree requirements. The student must submit a M.S. Degree Warrant request Form a minimum of three weeks before the end of the final term.

There are two tracks leading to the Master of Science (M.S.) in Chemistry.

To earn a coursework-based M.S. degree, students must complete 30 credits with a minimum of 22 credits in lecture-based courses. Up to 8 additional credits may be earned through research courses (Chem 990). For detailed information on eligible courses and program requirements, please refer to the Guide.

Guide

To earn a research-based M.S. degree, students must complete 30 credits with a minimum of 15 credits in lecture-based courses and 15 credits in research. In addition, a thesis or final report must be submitted to the advisor. A successful TBE defense will satisfy this requirement. For detailed information on eligible courses and program requirements, please refer to the Guide.

Guide

The following Graduate School policies are related to course enrollment requirements:

• Adding / Dropping Courses

• Auditing Courses

• Canceling Enrollment

• Continuous Enrollment Requirement for Dissertators

• Enrollment Accountability

• Minimum Enrollment Requirements

PhD students in Chemistry must enroll in at least 2 credits of Chemistry coursework each semester until the Preliminary Exam is completed.

The Graduate School dissertator status policy requires dissertators to maintain continuous enrollment of exactly 3 credits through submission of the dissertation and graduation. Dissertators who hold RA appointments in summer are required to enroll for 3 credits in the 8-week summer session, as well. Dissertators who wish to register for more than 3 credits in a specific semester may be able to do so. Students in this situation should consult with the Graduate Program Office.

The Graduate School dissertator status policy

Deviations from the prescribed schedule of annual milestones are discouraged, but the program recognizes that unexpected extenuating academic and personal circumstances can arise. Petitions for course exceptions/substitutions or exceptions to the Satisfactory Progress Expectations should be directed to the Associate Chair for the Graduate Program or the Graduate Program Director.

To request extensions on required degree milestones, follow the instructions on the department website.

The Director of Graduate Studies, in consultation with the student’s advisor and/or the Graduate Program Oversight Committee, may grant extensions to normal progress requirements for students who face unexpected extenuating circumstances as noted in university regulations. These include childbirth, adoption, significant responsibilities with respect to elder or dependent care obligations, disability or chronic illness, or circumstances beyond one’s personal control. Where warranted, the petition should provide a detailed timeline for requirements to be completed. The normal extension will be one semester; anything beyond this will be granted only in the event of highly

extraordinary circumstances. A note explaining the nature of the extension will be placed in the student’s file.

Any appeals should be submitted to the Graduate School within 14 days of the Department decision. For more information, please refer to the Graduate School policy on grievances and appeals.

Grievances and Appeals

The Office of Student Assistance and Support maintains a portal to report incidents of hate, bias, sexual assault, hazing, dating/domestic violence, stalking, missing students, and students displaying other concerning behaviors at UW-Madison. Students who feel they have been subject to hostile and/or intimidating behavior (i.e., bullying) are encouraged to review the informal and formal options for addressing this behavior (including filing complaints when desired).

Incident Reporting Portal

Formal and Informal Options

A student who does not maintain satisfactory academic progress may be placed on probation, dismissed from the Graduate School, and/or found ineligible for funding. Information about how the Graduate School determines satisfactory academic progress can be found at this policy page:

Policy Page

The Chemistry department has its own definition of satisfactory academic progress that supplements Graduate School policy. A student is considered to be making satisfactory progress if they are determined to be on track towards completing their degree in a timely manner. The principal metrics informing this determination are the annual sequence of milestones with prescribed timing. For a detailed description of the annual milestones, see the Chemistry website for current PhD students.

Chemistry website for current PhD students

Note: Summer terms are generally excluded in computing elapsed time. Fall and spring semesters with an approved leave of absence are also excluded.

The following section describes the level of academic performance expected of PhD students. Some of these expectations are approximate, because an assessment of any individual student’s status is informed by their entire record, including any special circumstances. If a student has any doubts regarding their present academic status, the student should consult with their research advisor, the graduate program director, or the graduate program coordinator.

Any of the following items on a student’s record is considered to be an indication of unsatisfactory academic performance, is a cause for concern, and may jeopardize a student’s standing as a PhD candidate:

· Any course grade below C

· A cumulative GPA below 3.00

If graduate student has a cumulative GPA lower than 3.00 in courses level 300 and above and graded on the A–F scale, they will be placed on probation. The graduate student coordinator and/or graduate program director must write a letter to the Graduate School listing the courses that the student will take to raise their GPA.

· Failure to pass an annual assessment milestone

With approval of the advisor, students may repeat a requirement if they do not pass on the first attempt. Repeated failure is considered a lack of progress toward the degree and may result in termination.

· Failure to find a research group

Students who do not join a research group or decide to leave a research group have one term to find a research group. (In this instance, the summer is considered a term.

· Unsatisfactory (U) grade in research (Chem 990).

*Dissertator status is defined by the Graduate School here: https://policy.wisc.edu/library/UW-1247

**Satisfactory progress in research is judged by the faculty advisor and demonstrated by earning a P (Progress) or S (Satisfactory) in 990 research each semester. The Graduate School monitors grades of U (Unsatisfactory), which are considered unsatisfactory, and reserves the right to place a graduate student on probation and prohibit registration in future terms until such time the matter is resolved.

Graduate students in Chemistry are held to the highest standards of professional and ethical behavior in academic, professional, and personal settings. Concerns about conduct may be addressed informally between the student and instructor or advisor, and may involve a graduate program representative if needed. Students may also be subject to separate University disciplinary action. It is the student’s responsibility to be familiar with all relevant policies; lack of awareness is not a valid excuse for violations. Note that university policies on conduct extend to all professional settings, including those beyond the physical campus (e.g., conferences or other travel as an affiliate of the University).

The Office of Student Conduct and Community Standards maintains detailed guidance on student rights and responsibilities related to learning in a community that is safe and fosters integrity and accountability. You are responsible for keeping aware of their policies and procedures.

Policies and Procedures

Academic misconduct is governed by state law, UW System Administration Code Chapter 14. For further information on this law, what constitutes academic misconduct, and procedures related to academic misconduct, see:

The Graduate School Academic Policies & Procedures: Misconduct, Academic

Office of Student Conduct and Community Standards Academic Misconduct Website

Non-academic misconduct is governed by state law, UW System Administration Code Chapters 17 and 18. For further information on these laws, what constitutes non-academic misconduct, and procedures related to non-academic misconduct, see:

The Graduate School Academic Policies & Procedures: Misconduct, Non-Academic

Office for Student Conduct and Community Standards Non-Academic Misconduct Information

Chapter UWS 18: Conduct on University Lands

University of Wisconsin System Chapter UWS 17: Student Non-Academic Disciplinary Procedures

Trust in the accuracy and veracity of the scholarly record are fundamental to science. When that record is tainted, whole fields of study can be set back or questioned. Moreover, when scientists have been found to engage in misconduct, partners and the public lose faith in the ability of all scientists to address society’s grand challenges.

Per the UW-Madison policy, “research misconduct is defined as fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results.” The policy applies to all those involved in the research process including graduate students.

For more information, please visit the Office of the Vice Chancellor for Research misconduct page.

Office of the Vice Chancellor for Research misconduct page

If you have questions or concerns about research misconduct or integrity, this can be discussed confidentially with the Research Integrity Officer (rio@research.wisc.edu).

Hostile and intimidating behavior (HIB), sometimes referred to as “bullying,” is prohibited by university policy applicable to faculty, academic staff, and university staff. If you are a student who is experiencing HIB, you are entitled to support as a university employee through the Ombuds office, the Office of Student Assistance and Support, and (if you are a graduate student) the Graduate School. Graduate students should also consult with Graduate Coordinators and/or the Graduate School.

Students who feel they have been subject to HIB are encouraged to review the informal and formal options on the “Addressing HIB” page. Additional information about HIB-related definitions, policies, and processes can be found here. Information about reporting bullying incidents can be found here.

Reporting Information

The Department of Chemistry maintains the largest PhD-granting graduate program at the University. We are proud of the collegial scholarly atmosphere the Department has cultivated over many decades. However, occasional conflicts are inevitable in a large and diverse community of individuals. The Associate Chair for the Graduate Program and the Graduate Program Office share responsibility for managing any conflicts involving Chemistry graduate students, and any concerns can be directed to them.

Procedures

· Any student who feels unfairly treated or aggrieved by faculty, staff, or another student is encouraged to speak first with the person toward whom the grievance is directed in a good-faith effort to resolve the conflict at this level.

· Should a satisfactory resolution not be achieved, the student should contact the Associate Chair for the Graduate Program, or Department Chair if the grievance involves the Associate Chair, to discuss the grievance. The Associate Chair or Department Chair will facilitate problem resolution through informal channels and facilitate any complaints or issues of students.

· If the issue is not resolved to the student’s satisfaction the student can submit the grievance to the Graduate Associate Chair in writing, within 60 calendar days of the alleged unfair treatment.

· On receipt of a written complaint, a faculty committee will be convened by the Graduate Associate Chair to manage the grievance. The faculty committee will obtain a written response from the person toward whom the complaint is directed. This response will be shared with the student filing the grievance.

· The faculty committee will make a determination regarding the grievance. The Graduate Associate Chair will report on the action taken by the committee in writing to both the student and respondent within 20 working days from the date the complaint was received.

· The Graduate School has procedures for students wishing to appeal a grievance decision made at the Department level. These policies are described in the Graduate School’s Academic Policies & Procedures.

Graduate School’s Academic Policies & Procedures

“Funding” is a term used to describe university employment or support to cover some or all of your costs of graduate education. It varies in kind, amount, and level of committment.

The Graduate School provides information on graduate assistantships, benefits, minimum stipend levels, and stipend levels by program. Stipend rates for graduate assistantships are set by the University. Minimum rates for TAs, PAs, RAs and LSAs are set by the Graduate School. Programs may set their own minimum rates, which are approved by the Graduate School.

The Graduate School maintains policies related to graduate student funding/employment:

Maximum Levels of Appointments

Concurrent Appointments for Fellows/Trainees

Enrollment Requirements for Graduate Assistants

Eligibility for Summer RA, TA, PA, and LSA Appointments

The Graduate Assistantship Policies and Procedures (GAPP) document outlines campus level policies and procedures for Project (PA), Teaching (TA), and Research (RA) Assistants.

In the first two years, most chemistry graduate students will be appointed as teaching assistants. No restrictions on the type of assignment should be inferred from the title. The graduate student may be assigned to grading, developing written solutions to

problem sets, instructing laboratory or recitation sections, developing new laboratory experiments, other duties, or a combination of any or all of these. Students should note that an appointment as teaching assistant during the fall or spring semesters covers a 19-week period (and not just the 15-week instructional period). Teaching assistants need to be available during the entire 19-week period. Students appointed as TAs must satisfy the expectations of the position is a condition of their funding commitment.

All TAs are expected to adhere to the following standards:

· Prepare for and attend all student-facing interactions in the classroom, laboratory, and office hours.

· Prepare for and attend required training and weekly staff meetings.

· Notify the instructor and course team promptly if they are unable to fulfill any of their duties, using the approved communication methods.

· Model respectful, professional behavior at all times, including timely communication and constructive interactions with students and colleagues.

· Follow and enforce all course policies, including chemical and laboratory safety policies.

· Proctor and grade course assessments accurately and by expected deadlines.

Additional course-specific expectations will be communicated by the teaching team associated with the course to which you are assigned.

All teaching assistants (TAs) who are non-native English speakers are required to take the SPEAK Test prior to the start of August orientation. This test evaluates spoken English proficiency to determine appropriate teaching assignments.

· Students with a score greater than or equal to 50 may teach with no further English language testing requirements.

· Students with a score of 45 can perform instructional duties that require spoken English only if also enrolled in a program to improve spoken English.

o TAs must enroll in and complete an English skills course recommended by ESL.

o TAs may teach in future semesters with no additional required training or follow up if they re-take and score 50+ on the SPEAK test.

o If on the subsequent testing, the score of 50+ is not attained, the department, ESL, and L&S administration will work together on next steps.

· Students with a score lower than 45 cannot perform instructional duties that require spoken English.

o Students must enroll in the recommended ESL course and re-take the test prior to the next semester.

Appointments to the teaching staff are normally offered on a semester or summer term basis. In making its plans for the succeeding year, the department infers from the acceptance of such offers that graduate students accept the commitment to remain for the full semester or summer term.

Graduate assistants on the teaching staff should expect to devote an average of about 18 hours per week to a 45% appointment or 10 hours per week to a 25% assignment. This time requirement may vary considerably from week to week. Assignments that miss this estimate significantly should be brought to the attention of the faculty in charge of the course or the Undergraduate Program Manager of the Department of Chemistry.

If a student appointed to a teaching assistantship needs to leave campus for an extended period during the fall or spring semesters or summer term, the following departmental procedures apply.

· Students on TA contracts must be available for assignment to appropriate teaching duties every day the semester is in session.

· A student appointed as a TA must obtain permission from both their advisor and the lab director to go on an extended leave (three or more days). Leaves will normally be granted only for one of the following reasons: (i) illness, (ii) family or personal emergency, and (iii) activities that are directly related to research, e.g., attending a scientific conference or making a research visit to another institution. In all cases, permission to be absent will be granted only if the absent TA has been able to arrange for adequate substitutes to cover their assigned duties and have informed the instructor for the course.

· If the TA has not yet chosen a research advisor, the associate chair must grant permission to go on an extended leave.

· If a TA is not able to return on or before the agreed-upon date, the student will automatically lose the TA funding for the period of time they are absent and they may risk losing their TA appointment for the remainder of the term.

· Employees appointed for one (1) semester will be credited with forty-eight (48) hours to their sick leave allocation.

TA training is conducted during orientation each August and the week before classes start in January. This training is mandatory for all graduate students

Many Chemistry PhD students will hold a research assistantship (RA) at some point during the program. RA positions are made available by individual professors to students who have decided on their field of research. Students who wish to be considered for an RA appointment should contact the faculty directly.

Appointments as research assistants are supported financially by funds granted by government agencies, non-profit foundations, or other sources for specific research projects proposed by members of the faculty. Such appointments are normally arranged between the graduate advisor and the student. The research performed under these appointments may be used to satisfy dissertation requirements. Research assistant appointments are typically made at a 50% level, with the total stipend amount set by the Department of Chemistry.

The research appointment percentage is merely a mechanism for setting the stipend amount and does not correlate to any particular requirement for hours of work. Expectations and guidelines for achieving scholarly success should be discussed with the student’s faculty advisor.

The continuity of a research assistantship is subject to the continued availability of funds. The Department of Chemistry does, however, attempt to find alternative support in case of an unexpected termination/interruption of a research grant or program. To ensure reappointment in subsequent periods as an RA, it is expected that research assistants will remain on duty during periods between terms, and that they will devote all their time, except that preempted by studies, to the research program providing their appointment.

Support for the summer is independent of academic year support and may come from some combination of three different sources: teaching assistantships, research assistantships, and departmental fellowships. The sources of support for students will normally be communicated to them by their advisors. Research assistants will also be paid according to regular payroll dates, but appointments may begin and end at different

times during the summer and stipend amounts may differ from the academic year. Students should check with their research advisor and/or chemistry payroll staff to learn the schedule of payroll dates for individual situations.

Graduate students who complete all degree requirements at any point during a semester or term remain officially enrolled and retain student status through the official degree conferral date for that term. Degrees are conferred three times per year: May (spring semester), August (summer term), and December (fall semester). The official conferral date can be found on the Office of the Registrar’s Dates & Deadlines webpage.

Funding for graduating students: Non-international graduate assistants, fellows, and trainees may remain on the payroll until the end of the term, as stated above, or may be removed if necessary for a change of status (e.g., to a postdoc or academic staff position) or end of grant funding. If a student is removed, the Bursar’s Office will check with the Graduate School to confirm graduation at the end of the given term and will maintain tuition remission for appropriately funded students if the student remains on payroll through the dates listed below:

· Doctoral candidates: through the date of dissertation deposit or through the official conferral date of term

· Terminal master’s candidates: through the completion date stated on warrant or through the official conferral date of term

Window Period Degrees: The “Window Period” is the time between the end of one degree period and the beginning of the next. Students must have been registered for the previous semester (fall, spring, or summer). If all degree requirements are met by the end of the window period, a student’s degree will be granted for the following semester. Students will not have to register or pay fees for the next semester. In order to remain on payroll, a student must be enrolled. If degree requirements are completed during the window period, the student is not enrolled and does not retain student status through the conferral date for that term. Therefore, the student cannot remain on payroll through the conferral date for that term.

International students: Contact ISS for guidance on the degree completion date and its impact on the visa status.

Chemistry graduate students are typically funded for the duration of their PhD studies through a combination of fellowships, TA positions, and RA positions. Most PhD students accepted to the PhD program receive a funding commitment for five continuous academic years while they remain a full-time Chemistry PhD student in good standing, contingent on satisfactory academic progress and availability of funds. This commitment will not apply if:

• The student does not maintain satisfactory academic progress;

• The student’s service as a TA is below program expectations;

• The student joins the research group of a non-affiliated faculty member;

• The student transfers to a terminal M.S. degree track.

TAs, PAs, RA, and Lecturers (Student Assistants) with appointments of 33.3% or higher (approximately 13 hrs/week) receive remission of their full tuition (in- and out-of-state, as applicable). Students with these appointments are still responsible for paying segregated fees. Graduate Assistants have a deferred due date for fall and spring semester segregated fees.

Deferred Due Date

TAs, PAs, RA, and Lecturers (Student Assistants) with appointments of 33.3% or higher (approximately 13 hrs/week) for at least the length of a semester are eligible to enroll in a health insurance program.

Health Insurance Program

To help you find resources to pay for costs related to graduate education, the Graduate School provides a comprehensive overview of the funding process on campus as well as descriptions of the types of funding available, sources of funding, minimum stipend rates and benefits, and links to applicable human resources policies (e.g., GAPP) at:

Graduate School: Funding and Financial Aid

External Fellowship Database

UW-Madison Libraries Grants Information Collection

The Office of Student Financial Aid (OSFA) assists graduate students whose personal and family resources are not adequate to cover the expenses involved in attending the University of Wisconsin-Madison. The office also provides counseling to help students manage their money effectively, information on other potential sources of financial

assistance (such as employment), debt management counseling, and small short-term loans for emergency situations.

The Office of Student Assistance and Support additionally provides short term loans through its Crisis Loan initiative.

Crisis Loan initiative

Graduate School Policy: Residence for Tuition Purposes

Employee Disability Resources

Graduate Assistantship Policies and Procedures (GAPP)

While in most cases participation in the program is continuous over time, students sometimes find it necessary to take a temporary leave of absence. Graduate students may request a leave of absence from the program for one semester or for one year by contacting the Graduate Program Office and their HR representative outlining the timeline and general reason for the leave request. The faculty advisor must agree that the student is leaving in good standing and may re-enter the program in a reasonable stated length of time. The Associate Chair for Graduate Program, in consultation with the Graduate Program Office, will review all leave of absence requests.

If a student is granted a one semester leave of absence, the milestone deadlines are extended by one semester. If a student is granted a full year leave of absence, all due dates and deadlines are extended by one year. Students may be granted a leave of absence for no more than one year at a time. Students who do not register for more than one semester (fall or spring) will be considered inactive by Graduate School standards and must apply for re-entry; however, students in good standing who take a leave of absence are very likely to be approved for re-entry upon return. Prior funding commitments may or may not continue to be in effect and will be decided in a case-by-case basis. A leave of absence is not required for summer term as summer term is not a required term of enrollment if a student is not being paid as a graduate assistant or fellow.

Graduate students who leave the program in good standing for more than one term (not including summer) may request re-entry to the program by completing the Graduate School application for re-admission. The admissions committee will review the request based on the information provided at the time the student plans to return. The Graduate School outlines the policy for readmission for previously enrolled graduate students.

Policy for Readmission

In addition, the Graduate School specifies time limits for completion of current coursework and research. Students who take a leave of absence or re-enter into the program should be aware of these policies.

Time Limits