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In the fall term of their second year, the GEMS Program Director(s) will hold a mandatory Q&A session regarding the prelim process for students. It will be a vital opportunity to get clarity from the following procedures and requirements prior to being admitted to the doctoral candidacy phase of the program. In addition to the requirements listed below, students must follow the minimum requirements set forth by the Graduate College as well.
In the fall term of their second year, the GEMS Program Director(s) will hold a mandatory Q&A session regarding the prelim process for students. It will be a vital opportunity to get clarity from the following procedures and requirements prior to being admitted to the doctoral candidacy phase of the program. In addition to the requirements listed below, students must follow the minimum requirements set forth by the Graduate College as well.
Students' must submit a 1-2 page outline of the proposed research by March 15th of their second year in GEMS – a Specific Aims page for a grant would suffice to their concentration DGS. The student’s advisor must also submit a report assessing the progress of the student by March 15th to the DGS. The preliminary exam must be taken before the end of the second year no later than July 31st. Only students in good academic standing are permitted to take the examination. The student must be registered for research credit during the term when they take the preliminary exam. The advisor will submit a second assessment report of the student’s research progress and analytical skills to the committee chair, just prior to the exam.
Students' must submit a 1-2 page outline of the proposed research by March 15th of their second year in GEMS – a Specific Aims page for a grant would suffice to their concentration DGS. The student’s advisor must also submit a report assessing the progress of the student by March 15th to the DGS. The preliminary exam must be taken before the end of the second year no later than July 31st. Only students in good academic standing are permitted to take the examination. The student must be registered for research credit during the term when they take the preliminary exam. The advisor will submit a second assessment report of the student’s research progress and analytical skills to the committee chair, just prior to the exam.
Students who do not complete the degree requirements within five (5) years of passing the preliminary examination must retake the examination; programs may specify a shorter period. Combined programs leading to two degrees may require additional study beyond the period normally involved for completing requirements for the Ph.D. degree and may require an extension of the 5-year rule. Other exceptions for the 5-year rule can be made for extraordinarily challenging situations that the student is facing, such as health or family situations, change of the primary mentor or other significant delays due to factors beyond the student’s control. In such situations, the students will petition the DGS for an exemption from the 5-year rule.
Students who do not complete the degree requirements within five (5) years of passing the preliminary examination must retake the examination; programs may specify a shorter period. Combined programs leading to two degrees may require additional study beyond the period normally involved for completing requirements for the Ph.D. degree and may require an extension of the 5-year rule. Other exceptions for the 5-year rule can be made for extraordinarily challenging situations that the student is facing, such as health or family situations, change of the primary mentor or other significant delays due to factors beyond the student’s control. In such situations, the students will petition the DGS for an exemption from the 5-year rule.
Graduate College Documentation
Graduate College Documentation
The student submits the Graduate College committee recommendation form as soon the date is set (3 week minimum, 4 weeks or longer highly recommended). This form may change and is set by Graduate College, not GEMS. The GEMS program code is 6047PHD. The student also must add their concentration code to the form as well, i.e. 6047PHD-6052 for a student in the Cancer Biology concentration.
The student submits the Graduate College committee recommendation form as soon the date is set (3 week minimum, 4 weeks or longer highly recommended). This form may change and is set by Graduate College, not GEMS. The GEMS program code is 6047PHD. The student also must add their concentration code to the form as well, i.e. 6047PHD-6052 for a student in the Cancer Biology concentration.
· Cancer Biology: 6052
· Cancer Biology: 6052
· Cell Biology and Regenerative Medicine (CBRM): 6053
· Cell Biology and Regenerative Medicine (CBRM): 6053
· Integrative and Translational Physiology (ITP): 6054
· Integrative and Translational Physiology (ITP): 6054
· Molecular Biology and Genetics (MBG): 6056
· Molecular Biology and Genetics (MBG): 6056
· Microbiology, Immunity and Inflammation (MII): 6055
· Microbiology, Immunity and Inflammation (MII): 6055
· Neurobiology (Neuro): 6057
· Neurobiology (Neuro): 6057
Committee (5 members)
Committee (5 members)
The DGS will assign 2 of the members who will serve as “constant examiners” to strive for equity between exams. The DGS selects the constant examiners for each concentration and reports them to GEMS. One of these assigned members will be the committee chair. GEMS does not recommend that the student propose any committee members from the “constant examiner” panel. Even if students propose committee members from the “constant examiner” panel, the DGS can change these choices based on the DGS assessment of the examiner expertise and the availability of constant examiners. At least two members of the committee must be tenured faculty. All members must be members of the UIC Graduate College (please note that most research faculty who are not tenured or on the tenure-track are not members of the GC)
The DGS will assign 2 of the members who will serve as “constant examiners” to strive for equity between exams. The DGS selects the constant examiners for each concentration and reports them to GEMS. One of these assigned members will be the committee chair. GEMS does not recommend that the student propose any committee members from the “constant examiner” panel. Even if students propose committee members from the “constant examiner” panel, the DGS can change these choices based on the DGS assessment of the examiner expertise and the availability of constant examiners. At least two members of the committee must be tenured faculty. All members must be members of the UIC Graduate College (please note that most research faculty who are not tenured or on the tenure-track are not members of the GC)
· Student and mentor propose the 3 other members. The DGS may suggest changing the proposed examiners.
· Student and mentor propose the 3 other members. The DGS may suggest changing the proposed examiners.
· It is best practice to contact members individually and meet to ensure they are a good fit.
· It is best practice to contact members individually and meet to ensure they are a good fit.
· A student thesis mentor cannot be on the exam committee and will not attend the exam (even as an observer).
· A student thesis mentor cannot be on the exam committee and will not attend the exam (even as an observer).
· The student may choose to keep this committee as their thesis committee or may swap out members. The mentor is part of the thesis committee but cannot be the chair of the thesis committee. Keep in mind an outside member on thesis committee is needed we well (can be outside concentration, from a different college or even different university).
· The student may choose to keep this committee as their thesis committee or may swap out members. The mentor is part of the thesis committee but cannot be the chair of the thesis committee. Keep in mind an outside member on thesis committee is needed we well (can be outside concentration, from a different college or even different university).
· The DGS must sign the form to approve the committee. If the student doesn't agree with their committee members, they should discuss with their DGS first to seek a resolution. If the DGS and student cannot find a resolution, they should speak with GEMS leadership.
· The DGS must sign the form to approve the committee. If the student doesn't agree with their committee members, they should discuss with their DGS first to seek a resolution. If the DGS and student cannot find a resolution, they should speak with GEMS leadership.
Overall Assessment (Written & Oral Examination)
Overall Assessment (Written & Oral Examination)
The student must:
The student must:
· Put forward rationale for a scientific question and design experiments that will answer that question. They must understand their methods and any statistical analyses required.
· Put forward rationale for a scientific question and design experiments that will answer that question. They must understand their methods and any statistical analyses required.
· Engage in discussion about proposed research and to respond to concerns of the committee regarding alternate research directions and/or weaknesses.
· Engage in discussion about proposed research and to respond to concerns of the committee regarding alternate research directions and/or weaknesses.
· Have the capacity to answer questions about their project, the relevant literature AND broader topics covered by the 1st year GEMS course or the specific concentration courses.
· Have the capacity to answer questions about their project, the relevant literature AND broader topics covered by the 1st year GEMS course or the specific concentration courses.
· Provide the written assessment from their thesis mentor, which is provided to the committee ahead of time.
· Provide the written assessment from their thesis mentor, which is provided to the committee ahead of time.
Written document
Written document
· Due to the committee 2-weeks prior to the exam.
· Due to the committee 2-weeks prior to the exam.
· Presented in F-grant format.
· Presented in F-grant format.
· The Research Strategy should be written by the student, after having reviewed the Specific Aims page with their mentor. GEMS encourages students to seek advice from their colleagues. Do not work in a vacuum. Although others cannot write the document on behalf of the student, they are useful to talk through things, give details on proper approach, provide alternate ideas, etc.
· The Research Strategy should be written by the student, after having reviewed the Specific Aims page with their mentor. GEMS encourages students to seek advice from their colleagues. Do not work in a vacuum. Although others cannot write the document on behalf of the student, they are useful to talk through things, give details on proper approach, provide alternate ideas, etc.
· The student may show preliminary data acquired in collaboration with other lab members or colleagues, clearly stated in the legend. If the student provides data from collaboration with others, it is still expected that they can explain details of the relevant experimental design and analyses.
· The student may show preliminary data acquired in collaboration with other lab members or colleagues, clearly stated in the legend. If the student provides data from collaboration with others, it is still expected that they can explain details of the relevant experimental design and analyses.
· GEMS knows there will be varied amounts of mentor assistance or involvement with this writing of the document. Some students may have submitted it to an extramural funding agency prior to the preliminary exam and for this specific situation, students are allowed to receive mentor assistance for the whole document including the Research Strategy. Therefore, the student is not assessed by the overall grantsmanship of this document – instead the focus is on their ability to explain their research project and analytical skills. GEMS expects exemplary spelling and grammar, per graduate level requirements of formal document submission.
· GEMS knows there will be varied amounts of mentor assistance or involvement with this writing of the document. Some students may have submitted it to an extramural funding agency prior to the preliminary exam and for this specific situation, students are allowed to receive mentor assistance for the whole document including the Research Strategy. Therefore, the student is not assessed by the overall grantsmanship of this document – instead the focus is on their ability to explain their research project and analytical skills. GEMS expects exemplary spelling and grammar, per graduate level requirements of formal document submission.
· Do not provide unnecessary details about proposed experiments- such as concentrations of antibodies, Instead, focus on the concepts, rational for experiments, experimental design (positive and negative controls), experimental read-outs and proposed analyses.
· Do not provide unnecessary details about proposed experiments- such as concentrations of antibodies, Instead, focus on the concepts, rational for experiments, experimental design (positive and negative controls), experimental read-outs and proposed analyses.
· Schematics are a friend.
· Schematics are a friend.
· References are required.
· References are required.
Presentation and Examination Meeting
Presentation and Examination Meeting
· Plan a 20-30 min project presentation that mirrors the written document.
· Plan a 20-30 min project presentation that mirrors the written document.
· Make sure to include enough background for someone who is not an expert in the field.
· Make sure to include enough background for someone who is not an expert in the field.
· That data provided is the data of the student. Be prepared to describe it in detail.
· That data provided is the data of the student. Be prepared to describe it in detail.
· More figures than are in your written document are allowed.
· More figures than are in your written document are allowed.
· Interruptions from the committee are frequent and expected.
· Interruptions from the committee are frequent and expected.
· It is typical to have a Q&A session after the presentation (unless all committee member questions were already asked and addressed during the presentation).
· It is typical to have a Q&A session after the presentation (unless all committee member questions were already asked and addressed during the presentation).
· The mentor will provide the committee with a written evaluation of student progress prior to the preliminary exam, which may also be discussed by committee members.
· The mentor will provide the committee with a written evaluation of student progress prior to the preliminary exam, which may also be discussed by committee members.
· It is okay to take time answering. The committee knows it can take forethought to consider how to answer something
· It is okay to take time answering. The committee knows it can take forethought to consider how to answer something
· Do not panic if a question cannot be answered. Respond appropriately in the situation. Think through why this question was asked, the facts of the presentation and start a discussion with the committee.
· Do not panic if a question cannot be answered. Respond appropriately in the situation. Think through why this question was asked, the facts of the presentation and start a discussion with the committee.
· Typical exams take about 90 minutes. However, there is no time limit. If the exam is likely to continue beyond 90 minutes, a 10 min break can be requested. After the presentation and the Q&A session, the student leaves the room and the committee will discuss if they need to hear more to decide the outcome of the exam.
· Typical exams take about 90 minutes. However, there is no time limit. If the exam is likely to continue beyond 90 minutes, a 10 min break can be requested. After the presentation and the Q&A session, the student leaves the room and the committee will discuss if they need to hear more to decide the outcome of the exam.
Outcomes
Outcomes
· Pass
· Pass
· Pass with conditions
· Pass with conditions
o The committee noticed something that needs to be addressed. This could be a knowledge gap or weaknesses in the student’s ability to present their ideas, or weaknesses in the proposal itself. The committee may recommend a targeted remediation with a time frame and expectation such as submitting a revised proposal that addresses the key concern.
o The committee noticed something that needs to be addressed. This could be a knowledge gap or weaknesses in the student’s ability to present their ideas, or weaknesses in the proposal itself. The committee may recommend a targeted remediation with a time frame and expectation such as submitting a revised proposal that addresses the key concern.
· Fail- repeat permitted. Three months are provided to re-take the examination.
· Fail- repeat permitted. Three months are provided to re-take the examination.
· Fail- no repeat
· Fail- no repeat
· Students will receive a copy of their Exam Report by their committee chair.
· Students will receive a copy of their Exam Report by their committee chair.
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