Designation of Responsibilities

Sometimes it is not clear who is responsible for what. This section is intended to gather all of the miscellaneous responsibilities together, so that you have a quick reference when you are unsure. However, be aware that not all responsibilities are included here, nor can you assume that just because something is listed as a responsibility of someone else, you need not follow up on it. The ultimate responsibility for making sure you graduate lies with you.

The responsibilities are outlined in roughly chronological order within each section.

Student

Your very first responsibility is to select an advisor and advisory committee. This must be accomplished no later than the end of your second semester. Your department chair or a departmental graduate advisor may serve as your advisor initially, but you must select an advisor whose research interests closely match your own. If this happens to be the department chair, you still must notify the Center for Graduate Studies.

After choosing your advisor and committee, you must fill out the appropriate advisory committee form in Banweb. Failing to submit this form before the end of your second semester may result a hold being placed on your account so that you cannot register.

Now that you have officially designated an advisory committee, you are responsible for calling meetings of the committee. This should be done at least once a year. Your first meeting should be used to establish your Course Program. The Report of the (MS or PhD) Advisory Committee must be updated at each meeting. You must bring this form to each meeting. The same form is used each time. You can pick the form up at the Center for Graduate Studies before the meeting. Be sure to return the Advisory Committee Report Form to the Center for Graduate Studies after the meeting.

Although you have an advisory committee, you are responsible for making sure that you meet all of the requirements for graduation; read your program catalog. Your committee and academic advisor should review your progress towards your degree and inform you if they notice missing requirements; however, committee members are not at fault if they fail to notice a missing requirement. If you have any concerns, go to your academic advisor; he or she is responsible for helping you satisfy requirements. Your course program will be checked when you return it to the Center of Graduate Studies to ensure your approved program meets the degree requirements.

In addition to calling a meeting of your advisory committee at least once a year, you should submit a progress report to your academic advisor at the end of each semester. There is no standard form available for this, but check with your advisor; some departments do have forms. At a minimum, your progress report should include courses you have taken; how you performed in each; and how you are progressing on your independent study, thesis, or dissertation. This is an appropriate forum to voice concerns you have about your course and research directions.

When it is finally time to begin work on your thesis or dissertation, you must have chosen the topic. The research topic should be within the advisor's area of expertise.
The student is responsible for seeing that all forms related to his or her progress are completed, correct and submitted to the Center for Graduate Studies in a timely manner.

Should you want (or need) to change your status as a student, you are responsible for initiating the process. For example, should you be suspended as a regular graduate student, you must take the initiative to apply for admission as a Special Graduate Student, if you wish to attempt readmission to your graduate program. Petitions for change of status should be submitted to the Center for Graduate Studies as a memo. The request must be endorsed by your academic advisor and by the department.

Academic Advisor

Your academic advisor is responsible for assisting you in the identification and completion of your degree requirements, for indicating approval of your registration and the successful completion of degree requirements, and (except where there is a separate research advisor) for directing your research. Your relationship with your advisor(s) should be one of mutual professional respect and courtesy.

Research Advisor

In most instances, your academic and research advisor will be the same person. Should your graduate research project be funded or directed by someone who is not a regular faculty member, that person may act as your research advisor, but not as your academic advisor. The research advisor has routine control over the research project that you are undertaking. This advisor has primary responsibility in guiding you during the preparation of your report (independent study, thesis, or dissertation). The research advisor indicates approval of your thesis or dissertation on the approval page, which accompanies that document. It is crucial that there be close communication between the academic advisor and the research advisor.

Advisory Committee

Your advisory committee is responsible for: assessing and approving courses appropriate to your program of study; approving your thesis or dissertation topic; participating in the defense of your thesis or dissertation if that is your option; and accepting your independent study paper, thesis, or dissertation before completion. You may argue on behalf of your interests regarding required classes, but before you graduate, the advisory committee must be convinced that you have a firm understanding of your field. If you are engaged in doctoral studies, your advisory committee is also responsible for the candidacy exam. The advisory committee is not responsible for your progress.

Department Chair

The chair of your department is an ex officio member of your advisory committee, and as such must approve of all decisions made by the advisory committee even if he or she does not attend meetings. Specifically, your department chair must agree that you have completed all the department requirements and sign a form agreeing to this before you graduate.

Dean of Graduate Studies

Responsibility for monitoring the progress of all graduate students falls to the Dean of Graduate Studies. The Dean of Graduate Studies reviews the grades and performance of all graduate students at the end of each semester. The Dean of Graduate Studies is also responsible for advising special graduate students or assigning another person to act as the advisor for a particular special graduate student.

The Dean of Graduate Studies is responsible for reviewing and passing on all graduate petitions, and for investigating and intervening, where appropriate, in serious problems which may arise between graduate students and advisors.

The Dean of Graduate Studies also has final responsibility for all theses and dissertations. After your advisory committee and department chair have accepted your work, the Dean of Graduate Studies must also accept the thesis or dissertation in order for you to graduate.

Center for Graduate Studies

The Center for Graduate Studies is responsible for keeping records on each graduate student. The office keeps copies of your progress reports and the forms you file. They are not responsible for making sure the information on these forms is correct; you must ensure that your proposed course program meets the requirements of your graduate degree program.

The Center for Graduate Studies is responsible for checking on the registration of those graduate students who have assistantships. They do this within one week of the closing of registration. Usually, the Center for Graduate Studies will notify any student who is in danger of losing an assistantship. If you improperly register, e.g., if you drop or withdraw for a course so that you are not properly registered for enough credits your contract will be terminated and you will receive an academic warning.

Appeals

If you are dissatisfied with a decision made at any level, you may appeal to the next higher level. The appeal process proceeds from the academic advisor, to the committee, department chair, Dean of Graduate Studies and then to the Graduate Council. Thereafter appeals may be directed to the Office of the Vice President of Academic Affairs. You must exhaust your appeal options at each lower level before you carry it to the next level.