Preface

I. APPLICATION AND ADMISSION TO GRADUATE DEGREE PROGRAMS

A. Application
B. Pre-Registration Procedures and Requirements

II. REGISTRATION

A. Registration Change Procedure (Add/Drop)
B. Audit Regulations
C. Pass/Fail
D. Withdrawals
E. Definition of a Graduate Student
F. Student Health Insurance

III. GRADUATE CREDITS

A. Full/Part-Time Course Load
B. Graduate Assistants and University Graduate Scholarship Recipients
C. UniversityGraduate Assistant Employment
D. Graduate Credit for Undergraduate Students
E. Retroactive Credits
F. Graduate Credit in 500-, 600-, and 700-Level Courses
G. Non-Graduate Credits for Graduate Students

IV. GRADES AND GRADING PRACTICES

A. Grades
B. Grading System
C. Change of Grades

V.  MASTER’S DEGREE PROGRAMS

A. Advisor and Course of Study
B. Credit Hours
C. Minimum Academic Performance
D. Language Requirement
E. Candidacy
F. Time Limitations
G. Thesis
H. Graduation

VI. DOCTORAL DEGREE PROGRAMS

A. Advisor and Course of Study
B. Credit Hours
C. Minimum Academic Performance
D. Residency
E. Language Requirement
F. Candidacy Examinations (Qualifying Examination)
G. Retaking Candidacy Exams
H. Candidacy
I. Graduation
J. Physician Scientist Training Program (PSTP)

VII. SPECIAL RULES AND PROVISIONS

A. Non-Discrimination Policy
B. Right to Review Records
C. Grievance Policies
D. Restricted Research for Theses and Dissertations
E. Academic Honesty

VIII. GRADUATE ACADEMIC MISCONDUCT REVIEW PROCEDURES

A. Academic Misconduct
B. Allegations of Misconduct
C. Reporting Allegations
D. Timetable for Action

XI. CONDUCT AND ETHICS: POLICY FOR INVESTIGATION OF RESEARCH MISCONDUCT

A. Major Institutional Goal
B. Conduct
C. Misconduct
D. Reaching Valid Conclusions
E. Inquiry and Investigations
F. Administrative Action
G. Committee Guidelines

Appendix A: Nine Steps to the Master’s Degree

Appendix B: Fourteen Steps to the Ph.D. Degree

PREFACE

The guidelines, rules, and regulations specified herein are applicable to those students applying and enrolling in either the M.S. or Ph.D. program in the Department of Environmental Health, University of Cincinnati College of Medicine. In establishing these guidelines, effort has been made to assure that the content is in full compliance with the Rules and Policies of the University of Cincinnati Graduate School.

It should be the function of the graduate school of any university to afford to its members--professors and students alike--opportunities for advanced work in their chosen fields, such work to consist both of research tending to extend the bounds of existing knowledge, and of the systematic training of students in methods of investigation and the effective presentation of the results of such study. It is the function, therefore, of the Graduate School of the University of Cincinnati to encourage the research and scholarship of the staff, to exercise care over the instruction of advanced students, to foster their training in methods of scholarship, and to promote their free and intelligent approach to new problems under the guidance of teachers who themselves are free, competent, and interested to supervise and engage in such research in their several fields.

The basic governing structure for graduate education originally created remains in effect: the All-University Graduate Faculty has the responsibility for determining educational policies and regulating requirements for the admission of students, their candidacy, and the awarding to them of degrees. The executive officer of the faculty is the "Vice president for Research and University Dean of Advanced Studies," who is assisted in his/her duties by a Graduate Council, the members of which are chosen as representatives of the major graduate program groupings.

I. APPLICATION AND ADMISSION TO GRADUATE DEGREE PROGRAMS

A. Application

1. Process

The interested student should first complete the University’s two-part application and also arrange for a minimum of three academic references (using the reference forms provided in the application packet) and a copy of all his/her official transcripts to be sent directly to the department. The University application, accompanied by a check for the $30 non-refundable application fee payable to the University of Cincinnati, should be mailed directly to the University Dean’s Office according to the instructions on the form. The department application should be mailed directly to the Departmental Graduate Studies Office. Applications are not sent to the Admissions Committee until all supporting documents are received. After preliminary screening of all applications, selected applicants may be scheduled for a personal interview. The interview serves as an opportunity for the applicant to meet the faculty and graduate students, and to see the department’s research facilities, as well as giving the members of the department the opportunity to personally meet and interview the prospective student. Applications and all supporting documents are accepted at any time, but should be submitted by February 15th for admission beginning in the Fall of the same year.

2. Requirements

The prospective student is expected to have a strong undergraduate science background which includes a year of study in three of the following subjects: biology, calculus, chemistry, engineering, and physics, with an overall GPA of at least 2.75/4.00 for the M.S. degree, 3.0/4.0 for the Ph.D. degree. Qualified students with deficiencies in their undergraduate preparation are expected to remedy these before or during the early part of their graduate education. Unless specifically exempted, applicants are required to take, at the earliest date, the general aptitude test of the Graduate Record Exam (GRE), administered by the Education Testing Service, Princeton, New Jersey, 08540. Students whose native language is other than English must demonstrate proficiency in English by submitting scores on the Test of English as a Foreign Language (TOEFL) before they can be considered for admission (minimum acceptable score is 580).

3. Types of Admissions

a. Full Graduate Standing

For admission to full graduate standing at the University of Cincinnati, a student must have a bachelor’s degree from a college or university regarded as standard by a regional accrediting agency. The applicant should have at least a "B" grade average in relevant undergraduate course work, or otherwise give evidence of academic promise. Judgments concerning admission or denial to particular degree programs and the criteria used for determining admission are initiated in the department. These criteria and judgments reflect not only estimates of the ability of students to do graduate work but also the ability of the department and program to absorb additional graduate students.

b. Provisional Admission

In rare circumstances, provisional admission may be granted to applicants who lack undergraduate work considered essential for graduate study in the major field. Course work, without graduate credit, will be required of provisionally-admitted students to make up such deficiencies before admission to full graduate standing can be granted.

c. Unclassified Graduate Student

Unclassified graduate students are admitted to the Graduate Division for study, but not admitted for graduate degree programs. They must take courses for graduate credit, but the number of credits taken under this classification which are accepted for a degree program is at the discretion of the department, usually not more than 15 graduate credits. The only requirement for admission as an unclassified student, or special student, is evidence of a baccalaureate degree.

d. International Student Admission

No international student will be granted admission on any basis other than full graduate standing unless the admitting college or department consults in advance with the Director of International Services. Before their admission to the University is completed, all foreign students must fulfill U.S. Immigration Service requirements and register with the International Services and Foreign Student Counseling Offices. All international students are required to carry the specified health and accident insurance.

4. Admissions and Financial Aid Decisions

a. Admission Decisions

Decisions concerning admissions to graduate programs in this department are made by the Director of Graduate Studies upon the advice of the faculty from the program to which the applicant applies. A Ph.D. applicant who is already accepted into the Department of Environmental Health (master’s candidate or non-degree student) should present to the Program Admissions Committee two letters from members of the faculty of the department attesting to high scholarly achievement of the student and indicating the willingness of one of the faculty members to serve as advisor and chairperson of the student’s Dissertation Committee. The Program Admissions Committee will collect other pertinent data and seek faculty recommendations concerning the student.

b. Financial Aid Decisions

Every effort is made to provide all M.S. and Ph.D. students in good academic standing in the Department of Environmental Health with full tuition remission plus student fees. Students are expected to devote full-time (11 months per year) to their academic and research training unless the program involves a summer internship. Incoming doctoral students are often supported for one year by a University Graduate Assistantship (stipend), unless the student is supported by a sponsoring agency such as NIOSH, or USAF, or with other funds available to them. Stipend support for subsequent years is usually arranged on training grants, research grants, etc.

The College of Medicine has agreed on the following policy with regard to the financial support of doctoral students:

"Graduate education represents shared responsibilities among the student, advisor, dissertation committees, graduate program, and department. It is the advisor’s and Dissertation Committee’s responsibility to provide guidance and training during this period. Students must make a commitment toward fulfilling all academic and research requirements for the Ph.D. and working consistently and productively toward this goal. Each program assumes the responsibility to provide tuition, fees, medical insurance (if needed), and stipend support for up to five years for full-time Ph.D. students who remain in good standing [meets all requirements of section VI of this document]. If a student is not likely to complete his/her degree requirements, including writing and defending the thesis, by the end of the fifth year, the Dissertation Committee will meet and evaluate the student’s progress. The student and Dissertation Committee will develop a realistic plan for completing the thesis within an extended six-month period. If the progress to date and the plan to finish are determined to be appropriate [by the Dissertation and Degrees Committees], the Dissertation Committee will recommend that financial support be continued for up to six months. Financial support beyond this period will be provided only in exceptional situations and will be limited to another six months. After six years of financial support the student may remain in the Program to complete the thesis with the approval of the Dissertation Committee, but without tuition and stipend support. A leave of absence without financial support will not count toward this time limitation. This policy emphasizes the shared responsibilities and the appropriate application of these responsibilities to encourage and facilitate the efficient and timely completion of the Ph.D."

B. Pre-Registration Procedures and Requirements

1. Supplementary Information Form

The Supplementary Information Form available in the Graduate Studies Office must be completed prior to registration by the following individuals:

a. new students entering the University;
b. students not enrolled in the previous academic year;
c. students who transfer to another college;
d. students who have earned an M.S. degree and are admitted to a Ph.D. degree program.

When completing this form the student is to enter both the department name and its code number (062) on the line "Program Major."

2. Transfer of Credits

Formal transfer of credits from another institution as partial fulfillment of curriculum requirements in this department is rarely implemented and is discouraged by the University. In any case, limits are set on the amount of work completed at other institutions which can be included as fulfilling graduate degree requirements. The transfer of credits requires the final approval of the Vice President for Research and University Dean of Advanced Studies.

A more common and acceptable approach is for students to request the waiver of required courses based upon their prior coursework. The decision to waive a course is made by the program director after discussion between the appropriate course director, the student, and the advisor. Waiving a course does not relieve the student from acquiring the full number of credits specified.

The limits that are set on the amount of work completed at other institutions complement residency requirements, and are stated below:

3. Master’s Degree Credit Requirements

Each program within the Department has its own specific course requirements for the M.S. A written thesis, developed as a result of a laboratory, field, or clinical study, is required in all programs. The minimum requirement for these degrees is one year of full-time graduate study, or its equivalent. Eligibility for graduation requires a minimum of 45 graduate credits, the latter half of which must be completed while in residence at the University of Cincinnati. Each of the Programs in the Department has its own specific course requirements.

b. Doctoral Degree Credit Requirements

The minimum requirement for these degrees is three years of full-time graduate study, or its equivalent, of which the last year must be in residence at the University of Cincinnati or under the University’s direction. Eligibility for graduation requires a minimum of 135 graduate credits, the last 45 of which, exclusive of research credits, must be completed at the University of Cincinnati.

II. REGISTRATION

A. Registration Change Procedure (Add/Drop)

Once a student has completed registration, the official record can be changed only with a registration change form (Add/Drop) secured from the Graduate Studies Office, to be used only when changes in a program are absolutely necessary. The add/drop period begins approximately three weeks prior to the first official day of the quarter and ends on the twenty-first calendar day of the quarter, unless the college offering the course has established an earlier deadline. After the twenty-first calendar day of the quarter, only withdrawals or drops of courses will be accepted.

B. Audit Regulations

The audit option is intended for cases in which course work is desired but in which a grade for credit purposes is deemed unnecessary. Admissions and conditions for participation in audit courses are at the discretion of the instructor. Audit hours do not count toward the 260 credit-hour limit (a condition for eligibility for financial assistance), nor are these included in the determination of full-time status. Such hours may be charged to a University Tuition Scholarship (UGS) only if at least 12 graduate credits are taken that same quarter and the total is less than 19 credits. No more than one audit course per quarter is permitted.

C. Pass/Fail

With the approval of both the advisor and the course director, a graduate student may take any course on a Pass/Fail basis, but no course director is obligated to accept a student on a Pass/Fail basis.

D. Withdrawals

1. Academic Consideration

A student may drop a course by Saturday of the third week of classes with no academic penalty. From the fourth through the eighth week, a student may drop with a grade of either "W" or "F" to be assigned at the discretion of the course director. After Saturday of the eighth week, no withdrawal will be approved, except for reasons beyond the control of the student, such as sickness or an accident. Officially dropping from individual courses or completely withdrawing from the University must be initiated by the student in writing through the Graduate Studies Office.

A student may be withdrawn by the instructor at any time in the quarter when excessive absences have been incurred. A student withdrawn because of excessive absences is not eligible for academic credit, refund of fees, or reinstatement as an auditor in that course.

2. Financial Considerations

The withdrawal date to be used in determining refund eligibility shall be the date the official request is submitted for approval to the Dean of the college in which the student is enrolled. Student who officially withdraw from classes for any reason shall receive refunds of instructional fees, general fees, and non-resident surcharges on the basis of the following schedule:

E. Definition of a Graduate Student

A graduate student of the University of Cincinnati must be the holder of a baccalaureate degree or its equivalent, must have been accepted for admission into graduate study by the Research and Advanced Studies Division, and may pursue a graduate degree on either a part-time or a full-time basis. Provided limits on degree candidacy have not been exceeded, the student must:

a. be registered for graduate course work leading to a specific graduate degree during any quarter of a regular academic year including summer, or if an international student, be registered for graduate course work leading to a specific graduate degree during each quarter of a regular academic year, excluding summer; or

b. be registered in accordance with the normal registration pattern for a particular degree program; or

c. meet the requirements of a or b except that the individual is not registered during a specific period of time at the recommendation of his or her department; or

d. be registered in accordance with an individually arranged registration pattern leading to a specific graduate degree; such a student will not be considered to retain student status during periods of non-registration; or

e. be registered for 1 graduate credit in the Autumn Quarter after having met minimum degree course requirements to be considered a graduate student throughout the entire academic year, Autumn through Summer. This status of registration maintenance may be continued until after the student has met all candidacy requirements for the advanced degree he/she is pursuing, whereupon the limitations for degree candidacy shall apply; or

f. be registered for 1 graduate credit in the Autumn Quarter after having met degree candidacy requirements to maintain the candidacy status and be considered a graduate student throughout the entire academic year, Autumn through Summer. A student whose candidacy has automatically terminated because of failure to register or to pay the candidacy fee during an academic year will no longer be considered a graduate student but may seek reinstatement into candidacy.

Should limits on degree candidacy lapse, the individual who has been officially reinstated into candidacy status shall follow the stipulations of paragraph "f" above. The Department may, at its discretion, admit students into graduate courses on an unclassified basis without necessarily admitting them to a specific degree program.

The above definition is to be used in determining which graduate students may use facilities of the University, are covered under the statement on Student Rights and Responsibilities, may participate in student organizations and the governance process of the University, and are covered by the grievance process (Graduate Council 6/7/73).

F. Student Health Insurance

The University requires all full-time students (those registered for 12 or more credit hours) to be covered by health insurance, either through the student insurance plan or through their own policy that is at least as comprehensive as the University student insurance policy. Every full-time student will be automatically charged for single student coverage unless this coverage is waived annually. Part-time students are not automatically enrolled or charged for coverage because most are non-traditional students with coverage from other insurance companies. The University plan is waived by filling out an Insurance Action Card available at the cashier’s office, registration office, the graduate studies office, and the student health insurance office. The waiver deadline is on the 3rd Friday of the quarter. If submitted in the fall, the waiver remains in effect the entire academic year. If the University plan is not waived, you will be charged.

III. GRADUATE CREDITS

A. Full/Part-Time Course Load

Students enrolled in a full-time program of graduate study must register for 10 or more graduate credits each quarter. Students with outside work, or those who for other reasons devote less than full time to graduate study, will be allowed to register for the number of graduate credits judged by this department to represent the appropriate fraction of a full-time load.

Part-time graduate students are not eligible for UGS or GA awards. International students, under the terms of their visas, must be enrolled as full-time students.

B. Graduate Assistants and University Graduate Scholarship Recipients

All students receiving financial aid either as a University assistantship (stipend) or scholarship (tuition remission) must carry a full-time course load of 12 credits or more each quarter, exclusive of audit credits. Fellowships, assistantships, and tuition scholarships from University General Funds will not be awarded to students who have accumulated 260 (209 credit hours in addition to a maximum 51 credit hours from a master’s degree program) or more graduate credit hours.

C. University Graduate Assistant Employment

The workload requirements of students who hold University assistantships are determined by their academic department, but they are generally expected to provide between 17-19 hours per week in departmental service. In addition, each student must register for a minimum of 12 graduate credit hours each quarter.

D. Graduate Credit for Undergraduate Students

Any college or degree-granting unit may allow seniors to register for graduate courses for graduate credit before these students have completed the baccalaureate degree. If the college or degree-granting unit permits such registration, it should limit the privilege to the student having senior standing and having a grade point average of at least 3.0 (but higher if so desired by the student’s department), as evidenced by a petition from the student and signed by an authorized member of the department. Upon approval by the department and the course instructor, graduate credit will be given for the courses. A maximum of 15 graduate credits may be obtained in this manner. Credit will not be given toward both graduate and undergraduate degrees for the same course.

E. Retroactive Credits

No policy has been determined at this time.

F. Graduate Credit in 500-, 600-, and 700-Level Courses

A graduate student who is registered in 500-, 600-, or 700-level courses carrying both undergraduate and graduate credit may be required to complete a certain amount of academic work in addition to that required of undergraduates in the same course. The extra work may consist of reading and reviewing additional books, presenting reports, or doing such supplementary work as the instructor in charge of the course deems advisable.

G. Non-Graduate Credits for Graduate Students - No policy has been determined at this time.

IV. GRADES AND GRADING PRACTICES

A. Grades

At the end of each quarter, the Office of Student Records mails to each student an official report of academic achievement.

B. Grading System

Reports are rendered in the form of grades which should be interpreted as follows:

A - Excellent work; i.e., work of outstanding character
B - Work of good quality, commendable but not outstanding
C - Work of acceptable, but not distinguished quality
P - Pass (previously "S")
F - Unsatisfactory work for graduate credit; graduation with F on the transcript will be permitted only if:

1. the student has repeated the course with a final grade of C or better; or
2. the student has received a satisfactory grade in a comparable substitute course. This decision is made following discussion between the advisor, the student, and the program director.

U - Unsatisfactory work for non-credit graduate course
I - Incomplete

1. The I grade is awarded only when the student fails to complete one or more course requirements, such as the final examination or a paper or project.
2. The I grade should not be used when an F or IP grade would be more appropriate.
3. Conversion of I Grades:

a. A grade of I will automatically be converted to an I/F one calendar year after the initial grade was given. Normal appeal channels are open to students documenting hardship cases.
b. Graduation will not be permitted if a student has a grade of I on the transcript. Course work must be completed or the grade will be changed to an I/F.

I/F - Failure
W - Official Withdrawal--this indicates that the student or professor processed a drop or official withdrawal from a course for which he/she was registered. Students who drop courses through the first three weeks of the quarter will have the courses deleted from their sched-ules and they will not appear on the permanent academic records. Thereafter (weeks 4-8), students dropping courses must obtain the professors’ signatures and grades (W or F) on add/drop forms. No drops will be accepted after the eighth week of classes for the quarter.
T - Audit -- the audit option is intended for the student who desires, or is advised, to do work in a course in which a grade is deemed unnecessary by the student in consultation with the advisor. Admission and conditions for participation in audit courses are at the discretion of the instructor.

1. Registrations for audit may be utilized in deficiency/remedial registrations in the major area and may be utilized in elective registrations outside the major area.
2. It is recommended that there be a maximum audit registration of one course per quarter.
3. The T grade should denote (at the minimum) that a student has regularly attended the course.

IP - Work In Progress

1. The IP grade should be limited to the following situations and not be used as a substitute for the I grade:

a. Thesis/dissertation, research, projects and multi-quarter seminars in which no basis of evaluation existed or was required by the time grades were due for that quarter;
b. Internships.

2. Departments or colleges must designate those courses for which IP grades are applicable.
3. The IP grade should not be used as a final grade in normal lecture courses.

Pre-1998 "N" Grades -Normally an N grade should be removed prior to graduation. Departments or colleges, however, may allow a student to graduate with the N grade when such action is deemed appropriate.

UW - Unofficial Withdrawal

(Blank) No grade reported--see instructor

C. Change of Grades

Only the instructor assigned to a course may award or change a grade, and in no case is the student to have possession of an official "Change of Grade" form. With the exception of the grades of I or N, no change of grade is appropriate unless an error has been made by the instructor in reporting the grade. A University-wide deadline for instructors and college committees to change a grade was instituted in 1998: the deadline for changes is "graduation or four years after the course was offered."

V. MASTER’S DEGREE PROGRAMS

The following are the requirements for obtaining a Master’s of Science degree in the Department of Environmental Health. It is important that each student be acquainted with these procedures. The

Program Director, the Graduate Studies Office, or the Chair of the Degrees Committee are available to help answer questions. (Also see Appendix A.)

A. Advisor and Course of Study

An applicant to the Departmental Master’s Program is admitted as a master’s degree student upon the recommendation of the Director of Graduate Studies of the department to which he/she is applying, following faculty evaluation. The Department of Environmental Health offers Master’s of Science degrees in the following programs: Biostatistics; Environmental Health; Environmental and Industrial Hygiene; Occupational Safety and Ergonomics; Epidemiology; Occupational Medicine; and Toxicology. The student is assigned an advisor in consultation with the program director of the chosen program. If appropriate, a different advisor may be requested at a later date. In the event of a change in advisor, the student should send a communication to the Graduate Studies Office that includes the signatures of both the assigned and proposed advisor indicating concurrence.

The course of study for the master’s degree will be planned in consultation with the student’s advisor. The student’s program is subject to approval by the program faculty and must show a reasonable degree of concentration on interrelated subjects.

All master’s degree programs shall make every effort to include an opportunity for the student to learn to present information in written and oral form.

B. Credit Hours

Credit hour requirements range from 45 to 90 or more graduate credits and students may expect to complete some programs in six quarters while other programs may take a full two years. At least 30 of the graduate credit hours applied toward a master’s degree must be derived from didactic (regular) course work. In no case, however, will a degree be granted solely on the basis of the accumulation of the required number of credits. The department recommends students for degrees only after such students have developed and demonstrated the necessary intellectual maturity and have fulfilled all other requirements of the department and of the Graduate Division.

While qualification for the master’s degree is not based exclusively upon the completion of a definite number of hours of course work, the satisfactorily completed graduate work must amount to at least 45 hours, including any thesis or research project.

C. Minimum Academic Performance

The following standards have been reviewed and approved by the University Dean and the Graduate Council. In the Department of Environmental Health, the course program for graduate students involves a program of study of general and advanced graduate-level courses. Full-time M.S. students will be registered for 12-15 graduate credits per quarter. In order to obtain a Master’s Degree, a student must maintain a B average. In addition, at least 2/3 of the minimum graduate credits necessary for the degree must be at a level of B or higher. Students are reminded that they cannot graduate as long as I or N grades remain on their records. They should keep their Advisors and the Graduate Studies Office well-informed of their degree intentions. A student must be a candidate for at least one quarter before the degree is granted, and must complete all requirements within seven (7) years after admission to candidacy, i.e., into the program admission.

D. Language Requirement

All students who do not have English as a first language must, by the end of their first academic quarter, take the English proficiency examination administered by the University. In case of failure, the student may take the examination again after an academic quarter has elapsed, for a total of two (2) attempts per year. In any case, the student will not be awarded a degree until the examination is passed.

E. Candidacy

Students are not required to submit formal applications for master’s candidacy. However, to maintain status as a graduate student and thus be eligible for a graduate degree, students must register for one (1) credit each academic year during the Autumn quarter. A student becomes a candidate for the master’s degree upon matriculation in the master’s program to which he/she has been admitted.

F. Time Limitations

The University minimum requirement for the master’s degree is the equivalent of one academic year of full-time graduate study, consisting of at least 45 graduate credits, in one department or one field, completed to the satisfaction of the candidate’s advisory department. The student whose undergraduate training has been insufficient should expect to spend more than one year fulfilling the requirements for the degree. A student must be a candidate for at least one quarter before the degree is granted. A student pursuing a program leading to a master’s degree must complete all requirements no later than seven (7) years from the date of matriculation in that degree program. Under extenuating circumstances, students may petition the University Dean, through their department and college, for extension of the time limit. Petitions must be submitted on the approved form available in the Graduate Studies Office.

G. Thesis

1. Requirements

The preparation of a master’s thesis which shows an ability to communicate and to evaluate critically, but which need not be the result of independent research, is required by this department. The Graduate Studies Office provides graduate degree candidates with detailed information concerning the form of the thesis and the mechanics of preparing the final draft and abstract.

In order to obtain a master’s degree in the Department of Environmental Health, a student must maintain a B average or better in all course work. In addition to the successful completion of course work, a thesis based upon laboratory, field, or clinical research is required for the M.S. degree. As soon as possible, each student should submit a "Statement of Intent" to the Degrees Committee through his/her advisor. This should be a brief (not to exceed three single-spaced pages excluding references) description of the proposed thesis outlining its background, objectives, hypothesis, specific aims, methods, significance/relevance to environmental health, time table for completion, note of IRB approval, and references, and the statement should

indicate that the work will demonstrate the student’s powers of critical evaluation. The student and advisor are to suggest names of those willing to serve as members of the Thesis Advisory Committee to the Degrees Committee. (It is strongly recommended by the Degrees Committee that all suggested members of the student’s M.S. thesis committee review and initial the cover memo on the Statement of Intent before submittal to the Degrees Committee.)

The Degrees Committee may prepare comments on the statement, or return it with a request for modifications or more information. The Degrees Committee will then appoint a Thesis Advisory Committee according to the rules of the Graduate School, composed of at least two full-time faculty members with professorial rank, at least one of whom is a member of the University-wide Graduate Faculty. A list of current members of Graduate Faculty is kept in the Graduate Studies Office. The advisor will act as chair, convener, and voting member of the Thesis Advisory Committee. The final judgment on acceptability of the thesis will be made by this Committee, by a unanimous vote if there are only two members, or else with no more than one dissenting vote.

The Statement of Intent for Master’s theses should be submitted for the Degrees Committee (DC) approval early in the thesis project’s time table (i.e., the DC would like to review the Statement of Intent before the majority of the data is collected). In rare circumstances (such as grant-funded MS projects), MS Statements of Intent can be submitted before all qualification requirements are met.

2. Thesis Research

a. Thesis research may be part of the ongoing work of the thesis laboratory but must be separately identifiable. The thesis research should reflect advisor guidance but mainly be the independent work of the student. The departmental advisor must have expertise in the field of thesis research.

b. It is the responsibility of the student and the faculty advisor to see that a Thesis committee is formed and that the research plan is finalized. The Thesis Committee should assure itself that the student’s work is not, to a large extent, carried out by technical assistants or other personnel.

c. After approval of the original topic by the Degrees Committee any major change from one thesis topic to another is not permitted until approval of the new thesis topic is given by the Degrees Committee.

d. In agreement with the function of the Thesis Committee, as specified by the rules of the University of Cincinnati Graduate School, any decisions about the quantity and quality of the work done are the responsibility of the Thesis Committee.

e. After the departure of the student the thesis research results may be used as the basis for continuing investigations by the student and/or by the laboratory in which the thesis research was done. The student and the laboratory are entitled to retain copies of the data and analyses for their use.

3. Policy for External Thesis Research for Master’s Program

Thesis research outside the department requires careful coordination between the department and the collaborating institution. There are circumstances where it is in the interest of the student, the department, and an outside laboratory of academic stature, such as elsewhere in the University, or at a Federal Agency, to permit pursuit of graduate thesis research outside the department. The policy outlined below represents a restatement and elaboration on the previous policy on external thesis work, adopted by faculty on 10/1/79. The requirements of external thesis research are:

a. Approval by the Department Degrees Committee based on a written statement of justification;

b. A departmental faculty advisor who has expertise in the field of thesis research;

c. Appointment of the external supervisor to the Thesis Committee;

d. An explicit understanding that, as in the case for thesis research carried out within the department, every effort will be made to ensure that the thesis research, when initiated, will be supported to its conclusion;

e. Adherence to the same rules and governance procedures used for thesis research within the department. These include the clear understanding that the results are available for publication as a thesis and in the open literature, and it is the responsibility of the Thesis Advisory Committee to make final decisions about the direction and extent of work. Attention is also drawn to the requirement that the Thesis Advisory Committee meet at least twice each year;

f. The Degrees Committee shall receive and place into the student’s file a letter signed by the external supervisor, indicating understanding and acceptance of these guidelines.

H. Graduation

Any student intending to receive a graduate degree is responsible for ensuring that the procedures listed below are carried out and the indicated forms submitted to the Graduate Studies Office:

1. Formal Application for Degree - Reg. Form 263

2. Alumni Office Record

3. Cap and Gown - may be purchased or rented at the University Bookstore.

4. I, IP, and N Grades - Notification of removal of all I, IP, and N grades must be submitted prior to the student’s graduation. (See "IV. Grades and Grading Practices" section.)

5. Credit Hours - Completion of the required quarter credit hours for the degree.

6. Departmental Requirements - Completion of all departmental requirements for the degree (certification form to be turned in to the University Graduate Office by the Graduate Studies Office).

Any graduate students who expect to receive a degree at any of the four (4) University commence-ments, must make a formal application for degrees. As a general rule, applications should be made early in the Quarter in which the degree is to be conferred. Forms are available in the Graduate Studies Office.

Generally, at least 10 days before commencement, the following items must be in the Graduate Studies Office: two copies of the completed thesis, and receipts for the diploma fee and the binding fee. Exact deadlines may be obtained from the Graduate Studies Office. Students are reminded that it is their responsibility to complete these requirements not later than the dates specified by the Graduate School; if any applicable requirements are omitted, conferral of the degree will be postponed to a later commencement.

VI. DOCTORAL DEGREE PROGRAMS

The following are the requirements for obtaining a Doctor of Philosophy degree in the Department of Environmental Health. It is important that each student be acquainted with these procedures. The Program Director, the Graduate Studies Office or the Chair of the Degrees Committee are available to help answer questions. (Also see Appendix B.)

A. Advisor and Course of Study

An applicant to the Departmental Doctoral Program is admitted as a doctoral degree student upon recommendation of the Director of Graduate Studies and the program Admissions Committee, following faculty evaluation. An initial advisor is assigned by the Director of Graduate Studies in consultation with the program director. If appropriate, a different advisor may be requested at a later date. In the event of a change in advisor, the student should send a communication to the Graduate Studies Office that includes the signatures of both the assigned and proposed advisor indicating their concurrence.

A student who is already accepted into the Department (Master’s candidate or non-degree student) should present to the program Admissions Committee two letters of recommendation from faculty members of the Department attesting to high scholarly achievement of the student. One of the above letters should indicate willingness of a faculty member to serve as Advisor and Chair of the student’s Dissertation Committee. The program Admissions Committee will collect other pertinent data and seek faculty recommendations concerning the student.

The course of study to be pursued for the doctoral degree will be arranged with each student by his/her advisor following the guidelines specific to the program, but the choice of work may be reviewed by the Departmental Degrees Committee. Course work in other departments may be scheduled according to the needs of the individual student. In all cases, the aim of the doctoral program will be a reasonable concentration and a reasonable breadth of study, designed to develop competence in research, scholarship, teaching, and professional performance in general, and a knowledge of the specialty in relation to allied branches of learning.

B. Credit Hours

Required course work varies with each program. Generally, two years of course work is suggested. (Please consult individual programs for specific requirements.) The last 45 credits, exclusive of research credits, must be completed at the University of Cincinnati or under its direction. In no case, however, will a degree be granted solely on the basis of accumulation of the required number of credits. The department will recommend students for degrees only after they have developed the necessary intellectual maturity and have fulfilled all other requirements of the department and the Graduate Division.

C. Minimum Academic Performance

The Department of Environmental Health has set academic standards and has had these standards reviewed by the University Dean. The curriculum for graduate students involves a full-time program of study of general and advanced graduate-level courses. Full-time Ph.D. students will be registered for 12-15 graduate credits per quarter and all students are required to maintain an overall B average and to obtain grades of A or B in all required courses.

A written assessment of performance for each doctoral student is required at the end of a student’s first year; an annual review or some other formal evaluation of progress is required throughout a student’s program. The Division of Research and Advanced Studies will conduct a required exit survey on the doctoral experience of all graduating doctoral students. The results will be shared with the doctoral programs (Graduate Faculty 5/28/92).

D. Residency

In order to assure adequate opportunity for informal learning and engagement in scholarly activities, all doctoral students must meet a residency requirement. A minimum requirement could consist of enrollment for at least 12 graduate credits during each of three quarters out of five consecutive quarters, including the Summer quarter, so long as the student registers for each Autumn quarter involved. Note: This would permit a residency pattern of in-out-in-out-in during five consecutive quarters.

E. Language Requirement

As of December 15, 1995, the Environmental Health faculty abolished the language requirement for individuals who speak English as their native language. All individuals who do not have English as their first language must take the English proficiency examination administered by the University as soon as possible after the beginning of their studies, but not later than at the end of their first academic year. In case of failure, the student may repeat the examination several times, if necessary; but in any case may not apply for the Qualifying Examination until the language examination has been passed.

F. Candidacy Examinations (Qualifying Examinations)

Doctoral students in the Department of Environmental Health will be required to pass an examination for candidacy, the nature of which is described below. In this department, in order to be admitted to doctoral candidacy, the student must have completed all required course work in his/her respective programs and maintained a grade point average of 3.0 or better in all doctoral course work. This should be certified by a letter from the program director to the Degrees Committee at the time the student requests to take the Qualifying Exam. The following are guidelines for the Qualifying Examination:

1. The Department expects full-time students to submit to a qualifying examination within two years from their admission as doctoral students. Students are encouraged to be involved in research activities, if possible, before the passing of the examination.

2. When the student is ready to take the qualifying examination, the student and advisor should submit their request to the Degrees Committee for appointment of a Qualifying Examination Committee, along with a statement from the program director that the candidate has met all formal requirements (courses, OEPT, annual progress reports).

3. When applying to the Degrees Committee for examination, the candidate shall submit three short research proposals. These three proposals shall not be closely related protocols designed to test the same or similar hypotheses but should focus on three entirely different areas. They are to be regarded as a necessary part of all qualifying examinations.

Each proposal, not exceeding three single-spaced typewritten pages in length, should explore a topic in sufficient depth to show that the critical questions raised are not trivial, but worthy of detailed investigation. The proposal should present at least one clearly stated hypothesis, logically developed concepts and recognized priorities, and show evidence of creative thinking. The experimental design and the data collection and analysis techniques to test the hypothesis should be outlined. Full development of details is not necessary for a preliminary proposal. However, "preliminary" does not mean "sloppy." Accuracy of wording and clarity of presentation are particularly important in these short documents. A few key references should be given.

4. The Qualifying Examination Committee will be appointed by the Degrees Committee in consultation with the student and Advisor. It shall consist, preferably, of five, but in any case no less than three, voting members of University Faculty, one of whom must be from outside the Department. The Advisor of a student may not serve as a voting member of the Examining Committee.

5. Within general guidelines, which may from time to time be proposed by the Degrees Committee and approved by the whole faculty, each Qualifying Examination Committee should carry the responsibility for formulating and administering the assigned examination. Students shall be held to the guidelines in effect at the timeof the establishment of their Qualifying Examination Committee.

6. The examination shall consist of both a written and an oral portion. The oral examination must be held at a time and place permitting full faculty participation and must be announced two weeks in advance. Students who have already passed their qualifying exams may be permitted to attend with the permission of the candidate and the Chair of the Qualifying Examination Committee.

7. A majority decision specifying pass, conditional pass, re-examination, or failure is to be formulated by the Qualifying Examination Committee. In arriving at this decision, the committee must: (a) solicit from the faculty present at the oral examination, their opinions about the candidate’s performance, and (b) take into account pertinent academic considerations other than the performance on the examination.

8. The use of an expanded research proposal to constitute the written part of the examination is encouraged, but is not necessarily the only way of proceeding. If the Qualifying Examination Committee decides to use an alternate examining procedure, it should so inform the Degrees Committee.

9. The purpose of the examination as a whole is that of determining the candidate’s potential for Ph.D. work; its major purpose is not the preparation of a statement of intent for the candidate’s thesis research.

10. The Qualifying Examination Committee, if it chooses to utilize a research proposal as the basis of examination, may choose one of the three submitted proposals or any other suitable topic and require the candidate to write the detailed proposal. In preparing a proposal, the student may not ask for help from faculty for other than purely factual information. The total examining procedure should be completed within two months from the appointment of the Qualifying Examination Committee, unless an extension of time has been granted by the Degrees Committee.

The Qualifying Examination Committee should choose very carefully a proposal for further development by a student, remembering that the research proposal, in this case, is merely a technique, a vehicle, for structuring the examination in a way which will permit faculty to assess the student’s knowledge and creativity in his/her chosen field. To accomplish this, a proposal must incorporate some breadth of bibliographic and theoretical background, an hypothesis, and an appropriate experimental design. On the other hand, practical considerations such as budget, staff, immediate feasibility, etc., should not be of primary concern.

When determining what is a "suitable" topic for these examinations, the faculty of the Department of Environmental Health has interpreted "environmental health" in the broadest sense:

1. Environmental Health includes:

· air pollution,

· aerosols,

· water pollution,

· solid waste, and

· diet and nutrition (including growth of people at various stages of life.

This concept includes the various uses of toxicology in these fields.

2. Occupational topics are also considered within the realm of EH, as well as:

· many genetic topics (especially in toxicology),

· pesticides and fertilizers,

· risk assessment and risk analysis,

· social factors that impact on the environment, and

· ergonomics (including injuries).

3. Additional topics:

· financial considerations (especially important in Risk Analysis),

· clinical studies, and

· population, agricultural, and transportation issues.

G. Retaking Candidacy Examinations

No second examination for candidacy should be held until at least a quarter has elapsed. In the Department of Environmental Health, one retake of the candidacy examination is permitted.

H. Candidacy

1. Registration Requirements

Once the student has completed the required course work, the language requirements, and the Qualifying Examination, he/she is considered a candidate for the Ph.D. degree.

After admission into candidacy for the doctoral degree, registration and fee payment for at least one quarter credit hour in the Autumn quarter of each year is required for each student if his/her candidacy is not to lapse.

2. Time Limitations

a. The doctoral degree will be granted for no less than the equivalent of three (3) years of full-time graduate study.

b. No more than 15 hours of applicable graduate course work may be completed prior to admission as a graduate student in this Department.

c. Normally, the Qualifying Examination is taken after two (2) years of full-time study. The dissertation work must be completed within four (4) years after achieving candidacy. A period of at least seven (7) months must elapse between admission to doctoral candidacy and receipt of the degree.

d. Candidacy for the doctorate automatically terminates after four (4) consecutive calendar years following successful completion of the Qualifying Examination. Candidates may petition the Graduate Council through their department, college, and the University Dean for extension of candidacy prior to its expiration or for reinstatement if candidacy has expired. The department will, if necessary, support a request to the Graduate School for a one-year extension of the candidacy. Further extensions will be supported only under exceptional circumstances. Petitions extension may be obtained in the Graduate Studies Office.

3. Dissertation Advisor and Committee

When the student has been admitted into candidacy for the doctorate and has selected a dissertation subject and a dissertation advisor, a Dissertation Committee will be appointed by the Degrees Committee and approved by the Office of theUniversity Graduate Studies Division. Any changes in the Dissertation Committee will also be approved by the Degrees Committee.

When the student is ready to begin the dissertation research, the student, through the advisor, should submit to the Degrees Committee a list of faculty members considered as particularly appropriate for membership on the student’s Dissertation Committee. Rules of the Graduate School require that at least the advisor, or otherwise two other members of the committee, be members of the Graduate Faculty of the University. A current list of all University Graduate Faculty is maintained in the Graduate Studies Office. The Dissertation Committee, of at least three full-time faculty members of professorial rank (full tenured or clinical track, assistant, and associate professors; not adjunct, visiting, retired, or emeriti), should be appointed as soon as possible after a student has been admitted to candidacy. At least one committee member must be from outside the Department. At this time, the student also submits six (6) copies of a proposed dissertation topic (Preliminary Statement of Intent) with sufficient detail to help the Degrees Committee choose the Dissertation Committee. The student should submit this Preliminary Statement of Intent through his/her advisor. The cover memorandum should also state the status of the student’s progress (if any) relative to the time table in the Statement.

The Preliminary Statement of Intent should include an introduction, hypothesis, specific aims, methods (including methods of data analysis), timetable for completion, significance/relevance to Environmental Health, note of IRB approval, and references. In some instances, the Degrees Committee may appoint a Dissertation Committee before the student has completed other candidacy requirements. If so, the Dissertation Committee is informal and the student remains as a potential doctoral candidate until all candidacy requirements are passed.

Where special expertise on, or familiarity with, the dissertation topic is available in the person of a former faculty member or appropriate external professional, such a person may be added to the basic Dissertation Committee if he/she is nominated by the candidate and approved by the chairperson of the Dissertation Committee and the Degrees Committee. Such persons should be voting members of the Dissertation Committee and be appointed to the Committee along with the initial appointment of the other members. Furthermore, such persons should serve without compensation from either the University or the candidate.

The student must submit to the Dissertation Committee a final Statement of Intent within six months of the appointment of the Dissertation Committee. After this has been approved, the Degrees Committee requires only a yearly progress report.

When the dissertation is completed, a copy is submitted to each Committee member for critical evaluation. If it is considered to be satisfactory with respect to form and content by the Committee, a final, public Defense of Dissertation will be scheduled through the Office of the University Dean or the appropriate college graduate office. A final draft of the dissertation must be in the hands of each member of the Dissertation Committee in acceptable form and a public announcement must be posted at least two weeks before the scheduled Defense.

4. Dissertation Research

a. Thesis research should be part of the ongoing work of the laboratory but must be separately identifiable. The dissertation research should reflect advisor guidance, but mainly be the independent work of the student. The departmental advisor must have expertise in the field of research.

b. It is the responsibility of the student and the faculty advisor to see that a Dissertation Committee is formed and that the research plan is finalized within six months after passing the Qualifying Examination. The Dissertation Committee should assure itself that the student’s work is not, to a large extent, carried out by technical assistants or other personnel.

c. After approval of the original topic by the Dissertation Committee any major change from one dissertation topic to another is not permitted without the approval of the Dissertation and Degrees Committees.

d. In agreement with the function of the Dissertation Committee, as specified by the rules of the University of Cincinnati Graduate School, any decisions about the quantity and quality of the work done are the responsibility of the Dissertation Committee. Individual training programs may mandate that the dissertation material be submitted for publication to a peer-reviewed journal prior to graduation. Dissertation research should be published with the student as first author.

e. After the departure of the student the thesis research results may be used as the basis for continuing investigations by the student or by the laboratory in which the research was done. The student and the laboratory are entitled to retain copies of the data and analyses for use.

5. Policy for External Dissertation Research

Dissertation research outside the department requires careful coordination between the department and the collaborating institution. There are circumstances where it is in the interest of the student, the department, and an outside laboratory of academic stature, such as elsewhere in the University, or at a Federal Agency in Cincinnati, to permit pursuit of graduate research outside the department. The policy outlined below represents a restatement and elaboration on the previous policy on external dissertation work, adopted by faculty on 10/1/79. The requirements of external dissertation research are:

a. Approval by the Department Degrees Committee based on a written statement of justification;

b. A departmental faculty advisor who has expertise in the field of research;

c. Appointment of the external supervisor to the Dissertation Committee;

d. An explicit understanding that, as in the case for research carried out within the department, every effort will be made to ensure that the research, when initiated, will be supported to its conclusion;

e. Adherence to the same rules and governance procedures used for thesis research within the department. These include the clear understanding that the results are available for publication as a dissertation and in the open literature, and it is the responsibility of the Dissertation Committee to make final decisions about the direction and extent of work. Attention is also drawn to the requirement that the Dissertation Advisory Committee meet at least twice each year;

f. The Degrees Committee shall receive and place into the student’s file a letter signed by the external supervisor, indicating understanding and acceptance of these guidelines.

6. Final Decision of Dissertation

The student’s final Defense of Dissertation will be open to the public and all members of the academic community.

Under the standard procedure, the candidate will answer pertinent questions put by members of the Dissertation Committee following an oral presentation of the dissertation. After the Committee has completed its questioning, other persons present will have an opportunity to submit questions or comments. At the conclusion of the Defense, the Committee will withdraw, make a decision forthwith with regard to the acceptability of the dissertation and its defense, and report to the candidate. If the decision is favorable, the approval form will be signed by the Committee members and transmitted to the Office of the Graduate Division. At least 3/4 of the voting members of the Dissertation Committee must approve the dissertation.

7. Publication of Dissertation

All dissertations approved for the doctorate will be published in the form of a master microfilm negative that will remain on depoisit with University Microfilms at Ann Arbor, Michigan. Microfilm copies will be available from University Microfilms at a nominal charge. In addition, a 350-word abstract of the dissertation will be published in Dissertation Abstracts and listed in its cumulative and annual indexes. One microfilm copy of the complete dissertation will also be deposited with the Library of Congress and listed in its subject and author catalogs. After a dissertation has been approved, a candidate for the doctorate will be required to deposit, in the Graduate Studies Office:

a. two final copies of the dissertation ready for binding;

b. a 350-word abstract of the dissertation;

c. a signed publication agreement with University Microfilms for publishing the abstract in Dissertation Abstracts and for preparing a master microfilm negative of the entire dissertation; and

d. cashier’s receipts for the binding fee and publication fee.

(A doctoral candidate may request, by signing the appropriate space on the University Microfilms Agreement form and attaching a check, that the dissertation be copyrighted by University Microfilms.)

Instructions for preparing dissertations (format, paper, etc.) may be obtained from the Graduate Studies Office. Two final copies of the dissertation, and the form indicating approval by the dissertation committee should be in the Graduate Studies Office at least 10 days before commencement. Exact deadlines may be obtained from the Graduate Studies Office.

I. Graduation

Any student intending to receive a graduate degree is responsible for ensuring that the procedures listed below are carried out and the indicated forms submitted to the Graduate Studies Office. These forms and graduation instructions are available in the Graduate Studies Office.

1. Formal Application for Degree - Reg. Form 263

2. Alumni Office Record

3. Cap and Gown - may be purchased or rented at the University Bookstore.

4. Final Date for Defense of Dissertation or Thesis (as applicable to the degree awarded by the unit) - Students should check with their department and/or college offices for specific dates. The Office of the University Dean must have ten days’ notice in order to make notification of the Defense.

5. I, IP, and N Grades - Notification of removal of all I, IP, and N grades must be submitted prior to the student’s graduation.

6. Credit Hours - Completion of the required quarter credit hours for the degree.

7. Departmental Requirements - Completion of all departmental requirements for the degree (where appropriate, certification form to be turned in to the University Graduate Office by the Graduate Studies Office).

8. Survey of Earned Doctorate - NSF Form 558 (doctorate degrees only). Each doctoral candidate is requested to complete this form and return it to the Director of Graduate Studies. The basic purpose of this survey is to improve graduate education by gathering objective data about doctoral graduates.

9. Dissertation Advisor - should be present at the student’s hooding ceremony.

J. Physician Scientist Training Program (PSTP)

The College of Medicine offers an integrated training program that culminates in both the PhD and MD degree. The PSTP is designed for individuals who seek knowledge and expertise in both biomedical research and clinical practice. The PhD degree may be obtained through the Department of Environmental Health, specifically in epidemiology and toxicology.

To enter the Environmental Health Department through the PSTP, the following steps are required:

1. A student must apply directly to the PSTP and be accepted. Information about the PSTP, including application materials, may be obtained on-line at: http://www.med.uc.edu/pstp/.

2. During the first year, all PSTP students enroll in basic science medical courses and do research rotations. It is recommended that students determine if they are interested in epidemiology or toxicology during this year.

At the time the decision is made, the student completes the University of Cincinnati graduate application and the Department of Environmental Health graduate program application.

3. Students choosing to obtain the PhD in epidemiology are advised to take two additional years of courses before beginning full-time PhD research. These courses include year-2 medical courses and the introductory biostatistics and epidemiology courses, and additional research rotations.

No later than APRIL 1 of the third year the student selects a PhD advisor. The advisor and the dissertation project must be approved by the PSTP in addition to the Department of Environmental Health.

4. Students choosing to obtain the PhD in toxicology must select a PhD advisor by APRIL 1 of the second year in the PSTP. The advisor and the dissertation project must be approved by the PSTP in addition to the Department of Environmental Health.

For students entering toxicology, the PSTP bears financial responsibility for the student’s stipend and tuition scholarship until the PSTP and the Department of Environmental Health have approved the selection of the PhD advisor. At this time, the Department of Environmental Health assumes financial responsibility and all sections of this HANDBOOK apply.

For students entering epidemiology and until a PhD advisor is selected and approved, the PSTP is responsible for the financial support for two years and the Department of Environmental Health, for one year. After this time, the Department of Environmental Health assumes financial responsibility for the PhD portion, and all sections of this HANDBOOK apply.

VII. SPECIAL RULES AND PROVISIONS

A. Non-Discrimination Policy

The University of Cincinnati reaffirms its policy that discrimination on the basis of race, color, religion, national origin, sex, sex orientation, handicap, or age will not be practiced in any of its activities. Complaints involving the abridgment of this policy should be addressed to the Affirmative Action Coordinator.

B. Right to Review Records

Students, once enrolled, have the right to review their educational records, except for those excluded by law, such as records maintained by a physician or psychiatrist, or parents' financial statement. Educational records are maintained in such offices as Student Records, the different college Deans' Offices, Graduate Studies Office, Student Financial Aid, Career Development and Placement, and Educational Advising.

In order to gain a review of such records, along with any appropriate explanation or interpretation, the student should first address the appropriate university, collegiate, or departmental office. Should the student encounter any difficulty in obtaining the kind of review requested, the question should be referred to the Office of the Registrar. An individual may challenge the content or the right to review a student record by appealing to the Family Educational Rights and Privacy Act Committee. It is the policy of the University of Cincinnati that the kinds of student records referred to in this statement will be reviewable by any qualified student at any reasonable time. Copies of any portion of the record will be provided at cost, except transcripts of students' permanent academic records for which the University's transcript policy will apply.

It is the policy of this institution that all student records, other than "Directory Information," are to be treated with confidentiality so that the only access afforded University faculty or staff is on a "need-to-know" basis. The office responsible for the maintenance of any particular student record will be responsible for seeing to it that such confidentiality is maintained.

The University considers the following information as Directory Information: The student's name, address, telephone number, college, class, major field of study, dates of attendance, registration status, and degrees and awards received.

C. Grievance Policies

It is the policy of the University to provide an opportunity for the resolution of disputes involving graduate students in a fair and collegial manner and within the department if possible.

These procedures may only be used by graduate students, and establish a formal process for these students to request review and redress of certain grievances arising out of their academic relationships with their departments, their colleges, or the University of Cincinnati.

Each grievance will begin with a mediation process, the Conference Review, and may proceed through the more formal Fact-Finding and Decision or Appeal Processes. However, in general, it is expected that grievances will be resolved by the parties within their departments. Further information can be obtained in the University of Cincinnati Graduate Student Grievance Procedures Handbook.

1. Filing of Grievances

Any graduate student who believes that he or she has valid grounds for a grievance should prepare a written statement of the grievance setting forth the specific allegations with reasonable particularity and submit it as follows:

a. to the Department Director for grievances against a faculty member or an agency associated only with the department, with a copy simultaneously sent to the University Dean;

b. to the College Dean for grievances against faculty members in two or more departments of that college or a college-wide agency, with a copy simultaneously sent to the University Dean;

c. to the University Graduate Dean for grievances against faculty members in two or more colleges or a university-wide agency.

2. Departmental Review

Within one academic calendar week after a Department Head receives such a statement of grievance, he or she will appoint an ad hoc Review Committee consisting of three disinterested members of that college's Graduate Faculty (excluding him or herself) and two disinterested graduate students, all drawn from that department, and will inform the grievant and all other parties to the grievance of these nominees. Either the grievant or any other party to the grievance may challenge the disinterestedness of any nominee. When a Committee acceptable to all parties to the grievance is appointed, this Committee will convene within one academic calendar week after its appointment.

D. Restricted Research for Theses and Dissertations

The right to open exchange of information and opinion in faculty relations with students carries the obligation to avoid comments or violations of confidentiality that would reduce free expression or inquiry by students.

Faculty members have the right to publish their research findings and the right to protection against retaliation because of displeasure over their conclusions by the public, administration, government, or others. They have the concomitant responsibility to refrain from conducting secret, nonpublishable research as part of their university duties, and to refrain from imposing their own values on their decisions about publishing valid research findings.

Student involvement in industrial proprietary projects should be permitted only when these projects in no way restrict the student's ability to fulfill his or her degree requirements, which includes the obligation to publish dissertation results.

E. Academic Honesty

Academic dishonesty in any form is a serious offense and cannot be tolerated in an academic community. Dishonesty in any form, including cheating, plagiarism, deception of effort, or unauthorized assistance, may result in a failing grade in a course and/or suspension or dismissal from the Graduate Division.

Because of the critical importance of ethical behavior, all graduate students, unless they belong to a group specifically exempted, must take a course in Scientific Ethics.

VIII. GRADUATE STUDENT ACADEMIC MISCONDUCT REVIEW PROCEDURES

The Graduate Program in Environmental Health has established the following procedures to deal with cases of alleged academic misconduct that may occur among students in the graduate program. These rules, based upon the existing University of Cincinnati Student Code of Conduct, are designed to protect the accused student's rights and to protect the rights of innocent students whose academic integrity and success depend upon association with a university, a college, and a graduate program that uphold high academic and ethical standards.

Instances of alleged academic misconduct must be reported to the Dean of the College of Medicine or the University Student Conduct Officer. Informal procedures described in the Student Code of Conduct may resolve the matter. If not, the formal procedures described below shall be implemented. The result will be a recommendation for appropriate action, which may range from exoneration to dismissal from the University. Recommendations may be appealed as described in the Student Code of Conduct.

A. Academic Misconduct

Academic misconduct or dishonesty is defined in the University of Cincinnati Student Code of Conduct and includes, but is not limited to, acts of cheating, plagiarism, falsification, and misappropriation of credit.

B. Allegations of Misconduct

1. First Level Resolution

Instances of academic misconduct may occur within the context of courses, laboratories, seminars, or other academic settings. Therefore, allegations of academic misconduct may originate with faculty, students, or staff. The person suspecting misconduct must inform the student immediately and allow the student the opportunity to explain or respond. If the student is not informed or if no further action is taken within ten days, the allegation shall be considered dismissed. If conversations between the student and person making the allegation do not resolve the problem to the satisfaction of both, further action is required.

The person(s) bringing charges of academic misconduct shall report the incident to the program director or division head, the Director of Graduate Education, the Department Chairperson, and the Dean of the College of Medicine. The report should include:

a. Date of the report,

b. Name(s) of individual(s) involved,

c. Location/activity/setting of incident,

d. Date and time of incident,

e. Description of incident,

f. Name(s) of witness(es),

g. Name(s) and phone number(s) of person(s) submitting report.

Any instance of alleged academic misconduct that is not resolved between the student and the person making the allegation will be investigated by the Departmental Misconduct Review Committee. This Committee will be appointed on an ad hoc basis, and consists of a chairperson (to be appointed by the Director of Graduate Education), two faculty members appointed by the program director, and one graduate student selected by the GSA.

The purposes of the investigation are to determine if the alleged misconduct occurred, and if so, to assess its severity, and to explore extenuating circumstances. Procedures to be used during the inquiry must be consistent with those described in the University Student Code of Conduct brochure under "Committee Procedures: Academic and Nonacademic Misconduct." All reports and documentation will be handled confidentially and in keeping with the manner appropriate for student records. Accused students should be given adequate time (generally, at least 48 hours) to prepare for the Misconduct Review Committee's inquiry. Should a student not wish to appear before the Misconduct Review Committee, the case will still be heard.

The Committee may recommend actions ranging from exoneration to expulsion of the student from the program. This recommendation will be forwarded to the Director of the Department, who will review the incident and inquiry, may solicit additional information, and will recommend final action to the Dean of the College of Medicine.

2. Second Level Resolution

If First Level Resolution is not achieved, any party may request a Formal Hearing by the College Hearing Committee. Requests for a Formal Hearing must be made to the Dean, in writing. Such requests must be made within five days after the Dean has notified the parties that the First Level Resolution process is complete.

The College Hearing Committee shall consist of a Hearing Officer appointed by the Dean, two faculty representatives selected by the Faculty Forum President, and two student representatives. The two student representatives will be the two Co-Presidents of the OHSGS or their designated representatives. Either party may challenge "for cause" a specific member's presence on the Hearing Committee by notifying the Hearing Officer of the challenge. The Hearing Officer will decide if the challenge is granted.

The College Hearing Committee shall be convened within 15 days of receipt by the Dean of a request for Formal Hearing and shall continue until the Formal Hearing is completed. The purposes of the hearing are to determine if the alleged misconduct occurred, to assess its severity, and to explore extenuating circumstances.

Procedures used during the inquiry must be consistent with those described in the University Student Code of Conduct brochure under "Committee Procedures: Academic and Nonacademic Misconduct." All reports and documentation will be handled confidentially and in keeping with the manner appropriate for student records. Should a student not wish to appear before the Hearing Committee, the case will still be heard.

The College Hearing Committee shall then determine what response is appropriate and recommend this action to the Dean. This recommendation will be based on a majority vote. All members must be present to have a quorum. The Hearing Officer will forward the Review Board's recommendation to the Dean, the student, and the faculty parties within five days of the conclusion of the Hearing. The Dean will notify all parties of the action taken by the Dean within five days of receipt of the Review Board recommendation.

3. Appeal

A decision by the Dean and any subsequent appeal by the student shall proceed as defined in the Student Code of Conduct.

C. Reporting Allegations

Report allegations to:

Dean of the College of Medicine:
John Hutton, M.D.
Medical Science Building, E-251 K
558-7333

University Student Conduct Officer:
340 Tangeman (West Campus)
556-6812

Director of Graduate Education:
Judy L. Jarrell, Ed.D.
Kettering Laboratory
558-1729

D. Timetable for Action

1. Incident must be reported within 10 working days.

2. Possible First Level resolution (including, if necessary, the work of the Departmental Review Committee) shall be completed within 10 working days. If no resolution is achieved, the Dean appoints a Hearing Officer.

3. Hearing Officer convenes College Hearing Committee within 15 days after failure of First Level Resolution procedures.

4. College Hearing Committee must notify Dean of recommendation within 5 days after hearing is held.

5. Dean must notify all parties of action taken within 5 days after receiving Hearing Committee's recommendation.

IX. CONDUCT AND ETHICS: POLICY FOR INVESTIGATION OF RESEARCH MISCONDUCT

A. Major Institutional Goal

A major institutional goal of the University of Cincinnati shall be the furthering of research. As defined by the University Research Council, research shall include not only intellectual activity designed to expand knowledge and understanding of the environment, but also activities in any of the creative and performing arts aimed at interpreting and enhancing that environment. The University shall uphold the scientific method in the conduct of research and shall be unequivocally committed to the ethical conduct of research by its personnel. Individuals charged with supervision of research, as well as all individuals directly engaged in research, and collaborators of investigators outside their own laboratories shall bear responsibility for the quality of the data and/or the conditions of obtaining the data which can be verified, either by scrutiny of accurate records made at the time of experimentation or by repetition of the experiments.

B. Conduct

Conduct, inconsistent with the ethical conduct of research and considered to be misconduct, shall include:

1. serious deviation, such as fabrication, falsification, misrepresentation, or arbitrary or biased selection of data, from commonly accepted practices in proposing or conducting research or in reporting the results of research; and

2. plagiarism or appropriating the data of another individual and presenting it as if it were one's own.

C. Misconduct

Misconduct which has been established may constitute grounds for administrative actions including termination of the individual's appointment at the University. It shall be recognized that accusations of falsifying or misrepresenting data or authorship shall be among the most serious charges that may be lodged against an investigator. Any person contemplating such accusations shall fully consider the gravity of the accusation and its consequences and shall make every reasonable effort to avoid lodging charges that shall prove to be devoid of a substantial element of truth. Frivolous or false accusations may also constitute grounds for administrative action. Likewise, it shall be the policy of the University of Cincinnati that no individual who, in good faith, shall have reported apparent scientific misconduct of research shall be subject to retaliation by the University or any member of the University community. Impermissible retaliation shall be subject to University discipline.

D. Reaching Valid Conclusions

When misconduct shall have been alleged, a sequence of events shall take place within the institution to provide maximal opportunity for reaching valid conclusions about the alleged misconduct. In addition to reaching valid conclusions, it shall be imperative that due process shall be followed and protection be afforded to the rights and reputation of both accuser and accused, collaborators of the accused, those investigating the allegations, any sponsoring agency, any publisher, and the University.

E. Inquiry and Investigations

During inquiry into and investigation of allegations, confidentiality shall be observed in the interests of all parties except that the appropriate college Dean (hereafter referred to as Dean) shall inform, and keep apprised of the investigation, the Vice President for Research and University Dean of Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education. The Dean may delegate any authority described herein.

F. Administrative Action

Appropriate administrative action may be taken as necessary to protect sponsoring agency funds and assure that the purposes of the financial assistance are met. All requirements of sponsoring agencies shall be observed.

G. Committee Guidelines

All proceedings shall be in accordance with applicable rules and contractual obligations of the University of Cincinnati. All individuals meeting with an Inquiry or Investigating Committee may be accompanied by a representative. Each Committee may establish its own rules of conduct within these guidelines.

1. Allegations

Charges of misconduct shall be brought to the Director or Head of the Department or Unit in which such conduct allegedly occurred. The Director or Head shall immediately inform the Dean of the college. If the person being accused is a Department or Unit Director or Head, the charge shall be brought directly to the Dean. An initial inquiry shall be instituted.

2. Initial Inquiry

a. The Dean shall advise the accused of the allegations and appoint an Inquiry Committee of no more than three individuals to conduct an initial inquiry into the allegations. Appointments shall avoid any real or apparent conflict of interest. University legal counsel shall advise the Inquiry Committee. The object of the initial inquiry shall be to determine whether or not there may be substance to the allegations that warrants an investigation and to recommend appropriate action to the Dean.

b. Private and separate sessions shall be conducted to hear the accuser, the accused, and others as determined necessary by the Inquiry Committee. All relevant evidence that is produced shall be reviewed and secured.

c. The Inquiry Committee shall make a written report and recommendation to the Dean within fifteen (15) working days after the Dean has been informed of the charge. Under exceptional circumstances the Dean may extend this period. The written report shall state what evidence was reviewed, a summary of relevant interviews, the reason for any delays, and the recommendation of the Inquiry Committee.

d. Two basic recommendations may follow from this initial inquiry:

1. The allegations are without merit; or

2. The allegations have sufficient substance to warrant further investigation.

In either case, subsequent action may be recommended.

e. The Dean shall review the recommendation of the Inquiry Committee and decide whether to request a complete investigation as described below or take any other appropriate action pursuant to University rules or contractual agreements. This decision shall be delivered in writing with the Inquiry Committee report and recommendation to the accused, accuser, the Inquiry Committee, the Vice President for Research and University Dean of Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education, who in turn shall notify the appropriate Senior Vice President and the President of the University, without unnecessary delay. Any comments submitted by the accused may be added to the record. Records and reports of each inquiry which does not warrant an investigation shall be maintained by the Dean at least three years after the termination of the inquiry.

3. Investigation (if further investigation is warranted)

a. The Dean shall determine whether sponsored research is involved and shall so inform the Vice President for Research and University Dean of Advanced Studies who shall determine if the sponsoring agency shall be notified that an investigation is under way. Any necessary notification shall clearly state that the investigation shall determine the propriety of the conduct or reporting of the research and that the agency shall be apprised of the results.

b. The Dean shall appoint an Investigating Committee to conduct a complete investigation of the allegations to determine if misconduct has occurred. Appointments shall avoid any real or apparent conflict of interest. The Investigating Committee shall not be excessive in size but shall contain individuals with sufficient expertise and dedication to conduct a thorough and equitable investigation. University legal counsel shall advise the Investigating Committee.

c. The investigation shall be thorough and timely and shall provide both notice of all allegations to the accused and an opportunity for the subject to fully respond to all allegations and findings. It shall require the dedicated attention of the Investigating Committee. An investigation must begin within thirty (30) days of the completion of the inquiry and must be completed within one hundred and twenty (120) days of its initiation. Extensions may be approved only by the Vice President for Research and University Dean of Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education, who shall first secure any necessary approvals from sponsoring agencies.

d. Necessary support (e.g., clerical, information gathering, witnesses, organizational, security, record keeping, and confidentiality) shall be arranged by the Office of the Dean. Private and separate sessions shall be conducted to hear the accuser, the accused, and others as determined necessary by the Investigating Committee. All relevant evidence (including, but not limited to, research data, publications, correspondence, and telephone memoranda) that is produced shall be reviewed and secured. Interviews with any individuals shall be recorded by a tape recorder or court reporter unless the Investigating Committee shall otherwise be advised by legal counsel.

e. The Investigating Committee shall provide a written report of its findings, conclusions, and recommendations, together with all pertinent documentation and evidence, to the Dean. Each member of the Investigating Committee shall sign the report or submit a signed dissenting report.

4. External Review

The Dean may appoint an External Committee of faculty members and/or administration from another institution or institutions to review and provide written comment on the findings, conclusions, and recommendations.

5. Administrative Action

a. The Dean shall review the report of the Investigating Committee and the comments of the External Committee, if any, and recommend further action to the Vice President for Research and University Dean of Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education. This recommendation shall be delivered in writing together with the Investigating Committee report and any comments from the External Committee to the accused, the accuser, and the Investigating Committee. Any comments submitted by the accused shall also become part of the record. The Vice President for Research and University Dean of Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education shall inform the appropriate Senior Vice President and the President of the University without unnecessary delay.

b. With the advice of the University legal counsel, the Vice President for Research and University Dean for Advanced Studies and the Provost for Baccalaureate and Graduate Education or Provost for Health Education shall decide how to proceed under applicable University rules and contractual agreements and shall deliver that decision in writing to the accused, the accuser, both Committees, the Dean, the appropriate Senior Vice President, and the President without unnecessary delay. Collaborators of the accused shall be advised of any substantiated misconduct or questions related to their research. The President shall advise the Board of Trustees as necessary.

c. At any time that misconduct as defined herein or significant errors are substantiated in any sponsored or reported research, the Vice President for Research and University Dean for Advanced Studies and the Provost for Baccalaureate and Graduate Education or the Provost for Health Education shall notify the sponsoring agency or publisher without delay in writing.

 

APPENDIX A

Nine Steps to the Master’s Degree

1. Admission to a M.S. program

2. Course work required for M.S. Degree completed satisfactorily [check with your program director for number of credit hours and time requirements].

3. English Proficiency requirement met for international students [OEPT must be taken by the end of your first academic quarter].

4. Letter attesting to satisfactorily completed OEPT submitted by examiner to program director.

5. Letter attesting that items (2) and (3) have been completed satisfactorily submitted by program director to the Degrees Committee.

6. Statement of intent and proposed master’s thesis committee members submitted to Degrees Committee for approval [cover letter should be signed by both student and advisor]. (Submittal of the Statement of Intent can be made --in rare cases such as grant-funded projects--before all course work has been completed.)

7. Thesis written and approved by thesis committee members.

8. Graduation paperwork filed with GSO and University officials. [Must be done early in the quarter of expected graduation.]

9. Thesis copies turned in to EH Graduate Studies Office. GSO submits to COM Graduate Studies Office for binding and microfilming according to University guidelines.

APPENDIX B

Fourteen Steps to the Environmental Health Ph.D. Degree*

1. Admission to a Ph.D. program [two years to get to step 8]

2. Course work required for Ph.D. Degree completed satisfactorily (GPA  3.0) [and Residency requirement completed]

3. Language requirement for students who do not have English as their native language completed satisfactorily by the end of the first academic year.

4. Letter attesting to satisfactorily completed OEPT (3) submitted by examiner to program director.

5. Letter attesting that items (2) and (3) have been completed satisfactorily submitted by program director to the Degrees Committee (DC).

6. Qualifying Examination Committee and three preliminary proposals approved by DC [2 months to get to step 8].

7. Qualifying examination passed [4 years to get to step 13 for those admitted into the department after 9/6/91] [6 months to get to step 11]

8. Form (obtain from GSO) attesting that Qualifying exam was passed submitted by Examining Committee Chair to DC

9. Dissertation Committee members approved by DC

10. Statement of Intent approved by Dissertation Committee and DC notified by Chair.

Interim: committee meetings with candidate (yearly progress report to DC).

11. Dissertation written

12. Dissertation successfully defended and signed by members.

13. Graduation paperwork filed with GSO and University officials. [Must be done early in the quarter of expected graduation.]

14. Dissertation copies turned in to E.H. Graduate Studies Office. GSO submits to COM Graduate Studies Office for binding and microfilming according to Univ. guidelines.

*Individual Divisions within the Department of Environmental Health may have additional requirements--check with your Division’s graduate student representative.