Guide to Graduate Study

General admission requirements

To be admitted to the graduate degree programs in the Biology department, students must meet the minimum standards of the Graduate School (https://miamioh.edu/graduate-school/index.htrnl). In addition to their formal application to the Graduate School, an applicant must have three letters of recommendation, the results of the general aptitude portion of the Graduate Record Exam (GRE) and a personal letter outlining the student's professional goals and area of research interest. At least one research advisor must beidentified and be willing to accept the applicant prior to acceptance into the program. The Test of English as a Foreign Language (TOEFL) or International English Language Testing System (IELTS) is required of all foreign applicants from non-English speaking countries.

Minimum background preparation

Degree applicants should have a broad course background in the biological sciences, chemistry, physics, and mathematics orstatistics. Deficiencies are to bemade up by a method determined by the student's graduate committee. This may take the form of additional undergraduate course work or directed readings.

Admission to the Ph.D. program

To be admitted to the Ph.D. program, students must have completed a research-based Master's degree with a written thesis or successfully applied to bypass the Master's degree for applicable programs (Biology and Cell, Molecular, and Structural Biology).

Master's bypass

An Master's student may apply to bypass the M.S. degree and be admitted to the Ph.D. program. To bypass, students must complete three semesters (27 hours) of graduate work with at least a 3.0 grade point average. Thestudent will provide their committee with a personal statement justifying their request and detailing evidence of their potential to complete a Ph.D. degree. If the student's committee approves the request, they will inform the Graduate Advisor of their degree program and submit form BP signed by their committee to the Biology office for their file. The student then files for a degree change (to the appropriate Ph.D. program) with the Graduate School (Form G-3: https://miamioh.edu/graduate­ school/faculty-staff-resources/forms-and-publications.html). The Graduate Advisor for the appropriate degree program approves the change. Students should submit applications before the end of their third academic semester to formally be admitted to the Ph.D. program in their fourth semester. (See form BP in Appendix C.)

Time limits for financial support

Students in good standing are eligible for financial support for the following time limits:

1. a) M.S. —2 years
2. b) Ph.D., student enters program with M.S. — 4 years
3. c) Ph.D., student enters program without M.S. — 6 years

Graduate students, with the support of their advisors, may petition for an extra semester(s), which is reviewed by the Graduate School. Petitions are made by filling out the G-1 form: https://miamioh.edu/graduate-school/faculty-staff-resources/forms-and-publications.html.

More information on Graduate Assistantships and Fellowships may be found on the Graduate School website (https://miamioh.edu/graduate-school/admission-funding/funding-awards).

Graduate School Summer Fellowships

The purpose of the Graduate Summer Research Fellowship is to provide financial support for eligible full-time graduate students to engage in meaningful scholarly activities during a 6-week summer period. The awarding of these fellowships is competitive and subject to the availability of funds.

Thesis Master's students are eligible to apply for a total of two years of summer support; Ph.D. candidates are eligible for a total of four years of student support, including their years as Master's degree candidates. Details on eligibility requirements are on the Graduate School's website (https://miarnioh.edu/graduate-school/admission-funding/funding-awards/grad-summer-research­ fellowship.html). Students MUST apply for the Fellowship no later than Feb 1 to be considered (the Graduate School will not award Fellowships to those who miss this deadline). Furthermore, the GAC must provide a ranked list of eligible students to the Graduate School. The priority for this ranking are: 1) First year or Not; 2) Good Standing or Not; 3) Productivity (# papers that year+ external presentations + grants + served as mentor for 1 or more undergraduates). 

Petitions, Transfer, and Withdrawals

Information and forms for Graduate Student Petitions, Transfer credits, Change of Major/Degree, and Withdraw! can be found on the Graduate Student website: https://miamioh.edu/graduate-school/faculty­ staff-resources/forms-and-publications.html

Selection of the advisor

As early as possible, but no later than the beginning of the second semester of residency, students are expected to select a major advisor (or co-advisors) and confirm that the major professor is prepared to direct their research program. However, the major advisor is usually selected during the admissions process, and students will often have a major advisor identified when they start their program. The major advisor is expected to serve for the entire course of the student's program. If necessary, the Departmental Chair or the Chair's designate will serve as the student's advisor until a major professor is selected.

Rotation policy

For students opting to rotate, a temporary advisor may be identified along with up to two additional potential advisors, each of whom would be willing to accept the student into their lab. In this case, the student may participate in a mutually agreed-upon rotation system among the potential advisors for a period no longer than the first semester in residence (e.g., ~6 weeks per lab for two rotations). At the end of the rotation period, an advisor or co-advisors should be identified by mutual agreement within the rotation group to serve the remaining course of thestudent's program.

Graduate Committees

Master's and Doctoral advisory committees will be formed in consultation with the student and his/her research advisor, subject to approval by the Chair of the GAC, by the end of the 1st semester in the program. The graduate committee is expected to meet at least once per year, which may include approving the course of study, providing guidance on the development of the thesis/dissertation research proposal, discussing academic and research progress, and administering the comprehensive examination and final defense. A record of the dates and agenda topics for each meeting should be maintained in the student's departmental personnel file (form G-1, Appendix B).

The Master's advisory committee is comprised of at least three Miami University faculty members (at least two from the Biology department) of appropriate graduate level and is chaired by the major advisor.

The Doctoral advisory committee is comprised of at least five Miami University faculty members of appropriate graduate level and is chaired by the major advisor. At least two of these faculty are from the Biology department, and one individual from a different department serves as the Graduate School Representative on the committee.

The research advisor and the Graduate School Representative must hold Level A Graduate Status. Adjunct faculty members with Level B Graduate Faculty Standing can serve in any capacity except as advisor or the Graduate School Representative. Any individuals external to Miami University that do not hold Level B Graduate Status will be appointed to this committee in an ex officio capacity.

Having a respected scholar or professio11al from another institutio11 serve on a graduate examination committee can be very valuable. Therefore, an off-campus scholar who meets the criteria defined in the policy "Determining Levels of Graduate Faculty Standing" section "Level B and Level C Graduate Faculty Standing", and who is nominated by the department chair may serve as a voting member of a comprehensive or final examination committee for an individual graduate student. Off-campus scholars serve in addition to the minimum required number of Miami University Level A or Level B members of the Graduate Faculty.

Doctoral advisory committee members must be approved by the Dean of the Graduate School at least 10 business days prior to administration of the comprehensive (GS Form D-1) and again 10 business days prior to the doctoral final examination (GS Form D-3). Both forms should be submitted online and can be found on the Graduate School website: https://miamioh.edu/graduate-school/faculty-staff- resources/forms-and-publications.html.

Biology Department Diversity Statement

In the Department of Biology, fostering a welcoming environment for all members of our community is at the very core of our mission. We value diversity and are deeply committed to creating a place where persons of all identities thrive to learn and discuss biology and beyond. We also recognize our responsibility to continue actively rejecting ideas and forces that devalue diversity and inclusion, and to work our hardest to promote diversity in our program. As biologists, we know that diverse groups bring a wide variety of valuable perspectives, which is indispensable in teaching, learning, research, and science communication. We endeavor to actively engage in positive behaviors to achieve our goals and build confidence and competencies in our students, with our staff, and among our colleagues to contribute positively to society.

Expectations for Students

Throughout their tenure in the graduate program, graduate students will be participating in a variety of activities, including taking classes, teaching laboratories, and making progress on their research projects.

While graduate students are expected to perform all activities satisfactorily, it should be emphasized that research progress is a priority because students are earning a research-focused degree. Thus, graduate students should continually make progress on their projects during semesters when they are involved in teaching and course taking. In addition, winter semesters (i.e., "J-term") and summers are critical times for students to work intensively on their projects without other distractions. Students are expected to be present in their labs/offices working on lab experiments or writing manuscripts during the J-term and summer. A student is not allowed to take on unapproved employment or other commitments, including other degree programs, or enroll in courses not approved by their major professor.

The Graduate School has implemented tight timelines for Master's students to finish their thesis projects within 2 years and Doctoral students to finish their dissertation projects within 6 years. Retention and renewal of graduate assistantships and continued enrollment in the Biology Department graduate programs are predicated on maintaining good standing status.

Definition of Good Standing

To maintain good standing, Graduate students must meet all requirements set forth in the Miami University policy library (https:/miamioh.edu/policy-library/students/graduate/index.html), and in addition, Biology Department graduate students must:

1. have a major professor, a graduate committee, and an approved program of study;
2. have a cumulative P.A. of 3.0;
3. perform satisfactorily in their research (as assessed by the primary advisor and/or the thesis/dissertation committee);
4. perform satisfactorily in their teaching duties (as assessed by the Department Chair);
5. successfully complete all coursework, qualifying exams and proposals on schedule, according to program requirements;
6. be professional and collegial members of the department, including exhibiting professional behavior towards officemates, classmates, labmates, faculty and staff, and following the Code of Student Conduct in Miami University's Policy Library (https://miamioh.edw/policy-library/students/student-code-ofconduct/code-of-conduct.html).

Review of Good Standing

Good standing status is reviewed by the Biology Graduate Advisory Committee (GAC) each year, and the GAC makes recommendations to the Chair regarding possible violations of good standing. Student progress and standing in their graduate program will be reviewed by the GAC. In addition, the primary advisor, members of the thesis/dissertation committee, or any faculty may bring any student up for review by the GAC at any time by providing a written statement outlining specific concerns. The student will receive a written statement from the GAC outlining these concerns, and the student will be given an opportunity to provide a written response. The GAC will then review the concerns and, if the student is found to not meet one or more requirements for good standing, will recommend a course of action to the Chair. Students \vho do not meet one or more of the requirements for good standing may be recommended a reasonable period of time to address deficiencies and reviewed again following that time period. However, in the case of egregious lack of duty, immediate termination may be recommended. The Chair will make the final decision as to the course of action and inform the student in writing with reasons described. The Chair's decision will recognize that the identification of a new faculty advisor or continuation of an existing advisor is by mutual agreement between the faculty member and the graduate student. Terminated students have the opportunity for a hearing with the Associate Provost and Dean of the Graduate School.

Advisor Obligations

Advisors must follow thestatements of good teaching practice and professional conduct as described in the Miami University policy library (Academic Responsibilites and Academic Grievance; https://miamioh.edu/policy-library/students/graduate/graduate-academic-regulations/academic­ responsibilities-and-academic-grievance.html). Advisors are expected to treat students ,vith courtesy, respect and without prejudice at all times. Advisors are allowed to respectfully critique a student's academic errors or research responsibilities and performance. Advisors should make research performance expectations clear to their advisees and review their performance on a regular basis.

Advisors who feel students are not meeting expectations in light of these reviews should communicate in writing to their students that they are not meeting performance standards. If the advisor wishes to terminate their sponsorship of the student, they will submit their specific concerns to the GAC in writing. The student will receive a written statement from the GAC outlining these concerns, and the student will be given an opportunity to provide a written response. The GAC will evaluate the specific concerns of the advisor and the student's \vritten response and recommend a course of action to the Chair. The Chair will make the final decision as to the course of action and inform the student in writing with reasons described.

The Chair's decision will recognize that either the identification of a new faculty advisor or continuation with the existing advisor is by mutual agreement between the faculty advisor and the graduate student.

Addressing Advisor Concerns and Changing Advisors

Students should expect to be able to respectfully critique their advisor with an aim at improving their learning experience, and their advisor should have the opportunity to address such concerns. Alternatively, a student may also bring their concerns to a member of the GAC, the Chair, or the Biology Graduate Student Association (BIO-GSA). This may result in a mediated conversation with the Advisor and either a GAC representative or the Chair, and a written plan for both student and advisor expectations moving forward.

If a reconciliation between the student and advisor cannot be reached and the student wishes to switch advisors during their program, they must submit their specific concerns to the GAC in writing. The advisor will receive a written statement from the GAC of the specific concerns, and the advisor will be given an opportunity to provide a written response. The GAC will evaluate the specific concerns of the student and the advisor's written response and recon1n1end a course of action to the Chair. The Chair will make the final decisio11 as to course of action and inform the student in writing with reasons described. If the student is determined to be in good standing by the Chair in consultation with the GAC (see above), they may be given the opportunity to identify a new advisor that agrees to sponsor them before the start of the next full semester to continue receiving further financial support from the department. Note: students do not own the data they generated prior to changing advisors. Unless they receive approval in writing from their previous advisor, students are expected to change research projects when they choose a new advisor. The degree of progress a student has made should be considered in making this decision, including the potential for completed chapters or manuscripts to be used in the student's dissertation.

Reporting Suspected Harassment or Discrimination

It is the responsibility of every instructor to ensure that the learning environment is free from all forms of prejudice that negatively influence student learning, such as those based on age, ethnicity, gender, mental or physical impairment, race, religion, sexual orientation, or gender identity. If the student believes they are a victim of harassment or discrimination (a Title IX violation), they may report this behavior directly to the Office of Equity and Equal Opportunity (OEEO), which will investigate the accusation.

Alternatively, they can report to the chair of the GAC or department chair who must promptly inform the OEEO. All alleged violations will be investigated by the OEEO. See the University Title IX Protocol­ Sexual Misconduct Policy and Procedures for Students in the Miami University Policy Library

(https://miamioh.edu/policy- ul 1-sexualmisconduct-policy-procedures-for-students.html) Students can also reach out to the Graduate Student Rights and Responsibilities Committee to receive counsel from their peers about the rights and responsibilities they have as graduate students.

Student Academic Grievance Policy

In the context of a course, if a student feels an instructor or faculty has violated the Statement of Good Teaching Practices (See Graduate Handbook section 1.7.A), they should first meet with the course instructor or faculty member to voice a complaint and to receive an explanation and possible redress. If the student is not satisfied with the explanation, they should confer with the Department Chair. At that point, the student may either ask for a grade review or charge the instructor with a violation of the Statement of Good Teaching Practices and utilize the department grievance procedure with the option to appeal any decision at the Divisional level. The full academic grievance procedure is outlined in the Graduate Handbook (See Graduate Handbook section 1.7). Note: issues not covered in the Statement of Good Teaching Practices should be discussed with the GAC chair to determine a proper course of action.

Plan of Study

Students will meet with their graduate committee before the end of their first semester to determine their plan of study (Form G-2, Appendix B). This plan of study outlines the expected courses the student will take and when they will take them to fulfill their program requirements. This plan must be approved by the entire committee; subsequent changes to this plan are possible, but subject to approval by the committee.

Thesis/Dissertation proposal defense

A proposal describing the objectives, methods, and expected outcomes of the thesis or dissertation research to be undertaken must be presented to the student's graduate committee at a meeting of the entire committee. The advisor, in consultation with the committee, will determine the format of the proposal (e.g., NSF, NIH, USDA, EPA, etc.) and its presentation. The body of the written research proposal will be up to 15 single-spaced pages, not counting literature cited, for a Ph.D. proposal, and up to 10 pages for an

M.S. proposal. The student will be informed of the committee's format decision prior to begi1u1ing the writing of the proposal. The proposal should be submitted to the committee at least 14 calendar days prior to the proposal defense meeting. Notification of the results of the proposal defense will be provided to the Department by completion and submission of the appropriate Departmental Form. If the proposal is evaluated as requiring revisions, the student will make revisions based on evaluation comments and submit the revisions within an additional 7-day period for approval by the graduate committee.

The M.S. thesis proposal should be presented to and approved by the end of the second semester in residence (Form G-3, Appendix B). The Ph.D. dissertation proposal should be presented and approved by the end of the 4th semester in residence (or 5t^h semester for Master's bypass students).

Time Limit: The student should reserve 2 hrs (MS) to3 hrs (PhD) for the combined presentation and oral defense of their thesis or dissertation proposal. The advisor, in consultation with the committee and the student, will determine the format of the proposal defense, although typically students will prepare an up to 30 min oral summary/presentation of their proposal to be delivered at the start of the defense, with additional time for committee member questions and suggestions

Doctoral Comprehensive exam

Ph.D. students must pass a comprehensive examination administered by the student's doctoral advisory committee to be admitted formally to candidacy for the doctoral degree. To be in good standing (see above), Ph.D. students with a Master's must take the exam no later than their 5th semester in residence (Master's bypass students must take the exam no later than their 6th semester for Master's bypass students). The comprehensive exam has a written and an oral component. Students must pass the written part prior to attempting the oral part and must complete the oral part within four (4) weeks of receiving notification that they have passed the written part.

Comprehensive exam formats

The format and coverage of the comprehensive exam will be determined by a majority of the student’s Doctoral Advisory Committee. There are two standard formats available. Students, in consultation with their Advisor and committee, may propose an alternative format, but the alternative must be approved in advance by the GAC.

Format 1: Essay and topical coverage exam

Topics to be covered are discussed and approved by the student's Doctoral Advisory Committee. Students are encouraged to have a formal committee meeting one semester in advance of their exam where individual committee members will provide advice or specific readings that will help prepare them for the exam; what is provided to the student is at the discretion of the individual members of the committee. In preparation for the written exam, the chair of the Doctoral Advisory Committee will solicit written questions from all committee members and then compile a set of exams, formatted to be taken in 3 to5 writing sessions, usually one session per one to two committee members. The exam for each writing session should be designed such that it can be completed in 4 to 8 hours. Questions may be open- or closed-book, at the discretion of the individual committee member. The written portions of the exam must be completed by the student within a 10-day period. During the oral comprehensive, students may be asked questions related to the topics previously determined by their committee.

Format 2: Research proposal exam

In consultation with the research advisor, the student will choose three research topics of interest. The topic cannot be the same as the one explored for his/her Ph.D. dissertation. It can be beneficial to receive approval of these topics from their Advisor and/or Committee prior to preparing abstracts. The student will have two weeks to prepare three abstracts that are individually up to one single-spaced page outlining the project's significance and specific ai111s; the three abstracts will be submitted and approved by the Doctoral Advisory Committee. The Committee will choose one of the topics for the student to prepare a research proposal in the format of an appropriate Federal Agency (e.g., NIH, NSF, USDA, EPA). Not counting literature cited, the body of the written research proposal will be 10-15 single-spaced pages. Once the topic is chosen by the Committee, the student will write and submit the proposal to the Committee within a three-week period. During the oral comprehensive, students may be asked questions related to the written proposal as well as topics previously determined by their committee.

Exam evaluation

Evaluation of the written exam should be done within 14 calendar days after completion of the writing sessions. By the end of this 14-calendar-day period, the chair of the Doctoral Advisory Committee will compile the results of the evaluations and distribute them to the remainder of the Committee for discussion and approval. Committee members will be responsible for evaluating and assigning a grade of Fail, Revisions Required, Pass, or Pass with Distinction for each of the questions they have each submitted (Format 1) or the proposal (Format 2). If any written question(s) (Format 1) or the proposal (Format 2) is evaluated as Revision Required, the student will be given 7 calendar days to make and submit revisions based on evaluation comments, after which a final grade of Fail, Pass, or Pass with Distinction will be assigned. Once a final grade of Pass or Pass with Distinction is assigned, the student will schedule the oral portion of the comprehensive exam to be completed within an additional four academic weeks.

The format of the oral comprehensive exam shall be determined by the Doctoral Advisory Committee in consultation with the student and will be moderated by the student's research advisor. The oral exam will be conducted in Executive Session (i.e., no public observers may participate) and should be completed in 2 to 3 hours. At the completion of the exam, the student will be excused from the room, and the Committee will discuss and vote on an evaluation of the performance on the oral exam as a Fail, Pass, or Pass with Distinction.

Passage of the written and oral part of the examination each requires four affirmative votes and no more than one dissenting vote. Permission to repeat either the written or oral part of the exam is at the discretion of the student's Doctoral Advisory Committee. A third attempt at either part will not be permitted under any circumstances. Notification of the results of the comprehensive exam will be provided to the Department and the Graduate School by completion and submission of the appropriate Graduate School form (GS Form D-2; Appendix B).

Doctoral Departmental Seminar

Ph.D. students are strongly encouraged to present a departmental seminar during their last year (Fall or Spring semester) prior to their dissertation defense or as their final dissertation defense. Students should contact the faculty in charge of the seminar schedule two semesters before they present so that they may reserve a seminar slot for their presentation.

Thesis /Dissertation Preparation and Defense

Preparation of the Thesis or Dissertation

Students should write their thesis or dissertation in accordance with current Graduate School guidelines (Guide for Writing Theses and Dissertations; http://miamioh.edu/documents/graduatestudies/forms/thesis-diss-guidelines.pdf). It is often desirable to write the thesis or dissertation chapters in the format of a journal in which the work will be published. For the dissertation, it is also desirable to submit one or more manuscripts for publication before the dissertation is completed. The completed thesis or dissertation must be in the hands of the student's Graduate Committee 14 calendar days before the date on which it is to be defended. Ph.D. students must also submit online Form D-3, Request for Appointment of Doctoral Final Exa1111nation Co111111ittee, to the Graduate School no later than 10 business days prior to final defense of dissertation (Form link:https://miamioh.edu/graduate-school/faculty-staffresources/forms-and-publications.html).

Public seminar

As part of their thesis/dissertation defense, students are required to present a public seminar, publicized at least 7 calendar days prior to the defense date. The thesis seminar should be approximately 25to 30 min, and the dissertation seminar approximately 30 to 45 minutes, not including questions.

Thesis/Dissertation defense meeting and approval

The student should reserve 2 hours (for M.S.) or 3 hours (for Ph.D.) for the combined seminar presentation and formal oral defense of their thesis or dissertation. The student must successfully defend the thesis or dissertation to their Graduate committee in executive session following their public seminar. Barring unforeseen circumstances, the entire committee must be present for the duration of the defense.

Substitution of committee members is allowed if absolutely necessary up to 14 calendar days in advance of their defense (which is when the D-3, Appointment of Doctoral Final Examination Committee, is due to the Graduate School).

For the thesis, passage requires a vote of approval by at least two of the three committee members, with no more than one dissenting vote. Notification of the results of the final examination will be provided to the Depart111ent and the Graduate School by completion and submission of the appropriate Graduate School form (GS Form M-1; Appendix B). The final thesis requires the signatures of the major professor and at least one reader (GS Form M-2, also the Thesis title page; Appendix B). This document must be submitted to the Graduate School at least 10 business days prior to commencement.

For the dissertation, passage requires a vote of approval by at least four committee members, and there can be no more than one dissenting vote. Notification of the results of the final defense will be provided to the Depart111ent and the Graduate School by completion and submission of the appropriate Graduate School form (GS Form D-4). The final dissertation requires the signatures of the major professor, graduate school representative and at least two readers (GS Form D-5, also the dissertation title page; Appendix B). This document must be submitted to the Graduate School at least 10 business days prior to commencement.

The student is required to provide a final PDF file as well as a final printed copy of the approved thesis or dissertation, both to the faculty advisor and to the Department, in addition to those copies required by the Graduate School.

Student Annual Reports

Students will maintain a record of their degree progress and accomplishments asthey progress throughout their graduate career. At the end of each year and following the successful defense of their thesis/dissertation, students will fill out an updated progress report. Each student is required to discuss their report with their advisor prior to submission to the GAC. This sheet will be used to assess the

student's progress toward success in each of the four learning objectives:(1) Synthesizing current knowledge; (2) Conducting original research; (3) Communicating ideas; (4) Teaching and mentoring of others.

Program Assessment

Students will provide their committee with copies of the student performance assessment rubrics at two milestones in their training: 1) Comprehensive examination (Ph.D. and Botany M.S. only) and 2) Thesis/Dissertation defense (Ph.D. and M.S.). Rubrics are available from the Program advisors and/or the department graduate administrator assistant, and should be brought to the Oral comprehensive or Thesis/Dissertation defenses (see Forms in Appendix F). Committee members are required to complete the rubrics, which rank the student's level of achievement in the four learning objectives identified by the department. These forms are submitted electronically here: https://docs.google.com/forms/d/19ZBgl90e- 9lxYKE6ccDrCLg,vkOT\vvJk2oPy8TXXb4B0/edit. These rubrics are used to assess the degree to which the graduate programs are effectively training students by the degree to which students, overall, are meeting the program learning objectives, and have no impact on an individual student's degree requirements or pass/fail decisions by their committee.

Normal progress toward the M.S. and Ph.D. degrees includes the steps in the following list. Target dates are included. Students are expected to meet these target dates to be awarded continued departmental support. Students may complete milestones earlier than listed here with approval of their Advisor and Committee; however, exceptions past these deadlines must be approved by the GAC.

A student's committee may approve switching the target semester deadlines for the Proposal Defense and the Comprehensive Exam if they deem it more appropriate for that student's progress.

EEEB is a PhD program; students admitted without an M.S. do not need to formally petition to bypass