GOC Request Form

Click here to submit a request to the GOC.

GOC Request Form

Click on the following link to submit a request to the GOC: Online GOC Request Form

The “Green Book”

An authoritative compilation of up-to-date graduate student requirements can be found in the Graduate Student Procedures handbook (commonly known as “The Green Book“).  A few  common topics are also discussed below.

Program Plans – Supplemental Information

Course Requirements

All graduate students are required to take a minimum 10 credits with at least 3 credits addressing subject matter outside the chosen area of specialization. Students may be exempt from taking one or more of these courses if they have taken and passed with a satisfactory grade (A or B) a similar graduate course or courses at a comparable institution.

Preliminary Examination

Ph.D. students must take an oral examination, administered by the thesis committee, between two and six months after the last cumulative exam is passed (except that no student can take an exam before starting the fourth semester). The examination involves presentation and defense of the student’s research project.

For more information about the preliminary exams, please visit here.

Final Examination

Defense Scheduling Process

  • Set your seminar/defense date.  Set a two hour window (40-45 minutes for the public seminar followed by the defense with your committee).
  • Reserve a room through the graduate coordinator (Kathy Lucas)
  • Two weeks before that date, send your thesis to your committee.
  • Email Kathy Lucas so she knows your date/time/title. She will send out a dissertation notice to the department.
  • Initiate the GS-24 form (final exam) through your RamWeb the day prior to your exam and submit.
  • Initiate the GS-30 (thesis form) through your RamWeb prior to submitting your dissertation to the graduate school (see notes below).

More information about the forms and process can be found here: https://graduateschool.colostate.edu/forms/

Important Notes…

  • Your thesis title needs to be EXACTLY correct/match on the form.
  • You need to decide with your advisor on whether you want to embargo your thesis.
  • You will need to complete the Survey of Earned Doctorate.  Upload the Certificate of Completion to the GS-30.

FAQ

Q: How do I change my committee?

If you would like to change your committee, you must submit a request to the GOC. As faculty time and committee load must be balanced, students (and their advisors) are not allowed to choose substitutions. However, the GOC does do its best to balance research interests with committee assignments, and students are encouraged to provide names and reasoning for the substitutions.

One exception: PhD committees have changed from requiring four chemistry faculty (including your advisor) to three chemistry faculty (including your advisor). If you have a large committee, you may drop one chemistry faculty member of your choosing without GOC permission. Note that individuals with two co-advisors must have at least three additional chemistry faculty members on the committee. Questions? Contact the GOC!

Q: Who is my Reader?

As per the 2019 Green Book, your reader is the in-area member of the Chemistry department – i.e. the Chair of your oral exam (not your advisor). If your reader is unavailable in the semester when you are submitting your independent proposal due to sabbatical or other event, please first email the original reader to see if they can still evaluate your proposal. If they cannot do that, then the out-of-area Chemistry department committee member will act as your reader. Please let the GOC know of this change via the webform (e.g. “FYI: Reader changed to out-of-area committee member”), but you do not need GOC approval or confirmation for this change.

Q: What does an Independent Proposal look like?

Several program plans have additional information in the Appendix to the Green Book (e.g. Analytical, Organic). For most programs, we recommend students reach out to their reader (before beginning to write) in order to discuss length, format and scope. At the Reader’s discretion, students may be allowed to submit postdoctoral fellowship proposals or other non-standard formats under some Program Plans. Note that Readers often request revisions to a proposal before giving final approval, so students should allow time for the review and revision process prior to any graduation deadlines.

Q: When do I need to complete my independent research proposal in order to graduate?

While we recommend working on your proposal earlier in your graduate career, a grade needs to be submitted and the GS 25B needs to be signed by the department head and processed by grad school a couple days before the end of the semester.

As readers typically require two weeks to read a proposal and then request edits and revisions, we highly recommend students to contact their readers about timelines well before graduation deadlines (i.e. submit a proposal to your reader at least 6 weeks before the end of the semester).

Q: I have questions about my graduate program / forms / progress. Who do I talk to?

For urgent requests that cannot wait until the next scheduled GOC Office Hours, please contact the relevant GOC member responsible for your general area of study. For the 2022-2023 academic year, that is Garret Miyake – Materials + Organic, Justin Sambur  – Analytical, Seonah Kim – Physical + Chem Bio, and Rick Finke – Inorganic. For personalized program plans, please contact the GOC member responsible for the most closely related program.

Q: What if I have graduate courses from another university that I would like to transfer?

Students who have taken graduate courses at another institution that are comparable to courses taught at CSU, and received a grade of B or better, may submit a petition to the GOC requesting credit for the course(s) specified. Petitions must be made before the start of the second semester in residence. The request must be submitted on-line at https://apply.chem.colostate.edu/gradrequest.  The following information will be required: (1) the name and course number of the CSU course and (2) a syllabus that includes the name, course number, instructor, department, and university of the previously completed course.  If the syllabus does not include this information or is otherwise incomplete, a written explanatory supplement may be included.  If CSU does not teach a course covering the same material, no credit can be given.  Further information may be requested if needed. GOC approval will be granted on a case-by-case basis.

Q: What if I would like to request an exception to one of the requirements?

All requests should be submitted on-line at https://apply.chem.colostate.edu/gradrequest.  Emergencies should be brought to the attention of the Graduate Program Coordinator, Kathy Lucas, or one of the GOC members immediately.

Q: What if I want to take a course outside the department as an out-of-area course?

Students may also request to substitute an out-of-department course (e.g. physics, biochemistry, etc.) for one of their out-of-area courses. The request must be submitted on-line at https://gradmin.chem.colostate.edu.  The following information will be required:  (1) the name and course number of the CSU course, (2) a syllabus, and (3) an explanation of why the course is appropriate as an out-of-area course.

Q: How many credits do I need to take?

For all graduate students (Graduate School Requirements for the Ph.D. updated 08/15/2019)

  1. 72 total credits at the 400-level and above
  2. Program of study – selection of advisor and degree committee (GS-6 form)
  3. Preliminary examination (GS-16 form)
  4. Final examination (GS-24 form)
  5. Thesis/dissertation (GS-30 form)
  6. Application to graduate (GS-25 form)
  7. Continuous registration from the time of first enrollment through the graduation term. If graduating in summer, registration in a course or CR.

For example, for the organic program:

  • At least ten credits are required with at least 3 credits from an area outside of organic chemistry.
  • CHEM 543(2) and CHEM 545(3) are both required (5 credits total).
  • Four credits from CHEM 541 (1), CHEM 548 (2), and/or CHEM 549 (2) are required.
  • This means that organic students must take 9 credits including CHEM 543, 545, as well as at least 4 credits from CHEM 541, 548 and 549. They have to take 3 more credits in chemistry-related areas other than organic. And they have to take a total of 13 credits. This means that one credit could be CHEM 601 or GRAD 544 and then 3 credits from other areas or outside chemistry, as per discussion with advisor.

Note that non-dissertation-related courses (e.g. an athletic course, or a literature course) may be taken in consultation with the advisor, but will not count as ‘out of area courses’ for the Chemistry PhD.

Q: I want to travel for personal reasons. Is there any extra paperwork I need to fill out?

No, the university does not have required paperwork or quarantine periods for personal travel. However, you should coordinate with your supervisor and make sure that all of your regular duties are covered while you are away. One exception is for bereavement leave, in which case there is a separate process.

Q: There was a death in my family. How do I take bereavement leave?

If a graduate student is currently a paid university employee (GRA, GTA), then students receive 40 hours of bereavement leave. Students are requested to email Kathy Lucas with a formal request (including hours requested). The student should then coordinate with their research advisor and (if applicable) GTA supervisor. Students are responsible for ensuring that work is covered (e.g. finding someone to cover GTA duties), although contacting the GTA supervisor for assistance is a reasonable first step in that process. Additionally, please see the FAQ for getting personal travel approved during the pandemic.

Q: Where can I find my pay stubs?

Your pay stubs which include your gross monthly salary, taxes, and deductions (pre- and post- tax) can be found online. Go to https://aar.is.colostate.edu and click on Human Resources Portal under the Application Systems on the right hand side of the webpage. You will be directed to sign in with your eID and password. Once you’re in the system click on the folder titled, “CSU Employee Self-Service”. Then click on “Pay Advices” from the drop down list that appears. Your last pay period will appear but you can view past pay periods from the “Choose a Payslip” dropdown menu.

Q: What can I do if I am concerned about a student, either one I am teaching or a fellow grad student?

We request you “Tell Someone” either through the online portal or by calling (970) 491-1350: Tell Someone

Notice and Respond is another great resource: Notice and Respond

 

All graduate students are required to take a minimum 10 credits with at least 3 credits addressing subject matter outside the chosen area of specialization. Students may be exempt from taking one or more of these courses if they have taken and passed with a satisfactory grade (A or B) a similar graduate course or courses at a comparable institution.

PRELIMINARY EXAMINATION

Ph.D. students must take an oral examination, administered by the thesis committee, between two and six months after the last cumulative exam is passed (except that no student can take an exam before starting the fourth semester). The examination involves presentation and defense of the student’s research project.

For more information about the preliminary exams, please visit here.

FINAL EXAMINATION

Defense Scheduling Process

  • Set your seminar/defense date.  Set a two hour window (40-45 minutes for the public seminar followed by the defense with your committee).
  • Reserve a room through the graduate coordinator (Kathy Lucas)
  • Two weeks before that date, send your thesis to your committee.
  • Email Kathy Lucas so she knows your date/time/title. She will send out a dissertation notice to the department.
  • Initiate the GS-24 form (final exam) through your RamWeb the day prior to your exam and submit.
  • Initiate the GS-30 (thesis form) through your RamWeb prior to submitting your dissertation to the graduate school (see notes below).

More information about the forms and process can be found here: https://graduateschool.colostate.edu/forms/

Important Notes…

  • Your thesis title needs to be EXACTLY correct/match on the form.
  • You need to decide with your advisor on whether you want to embargo your thesis.
  • You will need to complete the Survey of Earned Doctorate.  Upload the Certificate of Completion to the GS-30.

Q: How do I change my committee?

If you would like to change your committee, you must submit a request to the GOC. As faculty time and committee load must be balanced, students (and their advisors) are not allowed to choose substitutions. However, the GOC does do its best to balance research interests with committee assignments, and students are encouraged to provide names and reasoning for the substitutions.

One exception: PhD committees have changed from requiring four chemistry faculty (including your advisor) to three chemistry faculty (including your advisor). If you have a large committee, you may drop one chemistry faculty member of your choosing without GOC permission. Note that individuals with two co-advisors must have at least three additional chemistry faculty members on the committee. Questions? Contact the GOC!

Q: Who is my Reader?

As per the 2019 Green Book, your reader is the in-area member of the Chemistry department – i.e. the Chair of your oral exam (not your advisor). If your reader is unavailable in the semester when you are submitting your independent proposal due to sabbatical or other event, please first email the original reader to see if they can still evaluate your proposal. If they cannot do that, then the out-of-area Chemistry department committee member will act as your reader. Please let the GOC know of this change via the webform (e.g. “FYI: Reader changed to out-of-area committee member”), but you do not need GOC approval or confirmation for this change.

Q: What does an Independent Proposal look like?

Several program plans have additional information in the Appendix to the Green Book (e.g. Analytical, Organic). For most programs, we recommend students reach out to their reader (before beginning to write) in order to discuss length, format and scope. At the Reader’s discretion, students may be allowed to submit postdoctoral fellowship proposals or other non-standard formats under some Program Plans. Note that Readers often request revisions to a proposal before giving final approval, so students should allow time for the review and revision process prior to any graduation deadlines.

Q: When do I need to complete my independent research proposal in order to graduate?

While we recommend working on your proposal earlier in your graduate career, a grade needs to be submitted and the GS 25B needs to be signed by the department head and processed by grad school a couple days before the end of the semester.

As readers typically require two weeks to read a proposal and then request edits and revisions, we highly recommend students to contact their readers about timelines well before graduation deadlines (i.e. submit a proposal to your reader at least 6 weeks before the end of the semester).

Q: I have questions about my graduate program / forms / progress. Who do I talk to?

For urgent requests that cannot wait until the next scheduled GOC Office Hours, please contact the relevant GOC member responsible for your general area of study. For the 2022-2023 academic year, that is Garret Miyake – Materials + Organic, Justin Sambur  – Analytical, Seonah Kim – Physical + Chem Bio, and Rick Finke – Inorganic. For personalized program plans, please contact the GOC member responsible for the most closely related program.

Q: What if I have graduate courses from another university that I would like to transfer?

Students who have taken graduate courses at another institution that are comparable to courses taught at CSU, and received a grade of B or better, may submit a petition to the GOC requesting credit for the course(s) specified. Petitions must be made before the start of the second semester in residence. The request must be submitted on-line at https://gradmin.chem.colostate.edu.  The following information will be required: (1) the name and course number of the CSU course and (2) a syllabus that includes the name, course number, instructor, department, and university of the previously completed course.  If the syllabus does not include this information or is otherwise incomplete, a written explanatory supplement may be included.  If CSU does not teach a course covering the same material, no credit can be given.  Further information may be requested if needed. GOC approval will be granted on a case-by-case basis.

Q: What if I would like to request an exception to one of the requirements?

All requests should be submitted on-line at https://gradmin.chem.colostate.edu.  Emergencies should be brought to the attention of the Graduate Program Coordinator, Kathy Lucas, or one of the GOC members immediately.

Q: What if I want to take a course outside the department as an out-of-area course?

Students may also request to substitute an out-of-department course (e.g. physics, biochemistry, etc.) for one of their out-of-area courses. The request must be submitted on-line at https://gradmin.chem.colostate.edu.  The following information will be required:  (1) the name and course number of the CSU course, (2) a syllabus, and (3) an explanation of why the course is appropriate as an out-of-area course.

Q: How many credits do I need to take?

For all graduate students (Graduate School Requirements for the Ph.D. updated 08/15/2019)

  1. 72 total credits at the 400-level and above
  2. Program of study – selection of advisor and degree committee (GS-6 form)
  3. Preliminary examination (GS-16 form)
  4. Final examination (GS-24 form)
  5. Thesis/dissertation (GS-30 form)
  6. Application to graduate (GS-25 form)
  7. Continuous registration from the time of first enrollment through the graduation term. If graduating in summer, registration in a course or CR.

For example, for the organic program:

  • At least ten credits are required with at least 3 credits from an area outside of organic chemistry.
  • CHEM 543(2) and CHEM 545(3) are both required (5 credits total).
  • Four credits from CHEM 541 (1), CHEM 548 (2), and/or CHEM 549 (2) are required.
  • This means that organic students must take 9 credits including CHEM 543, 545, as well as at least 4 credits from CHEM 541, 548 and 549. They have to take 3 more credits in chemistry-related areas other than organic. And they have to take a total of 13 credits. This means that one credit could be CHEM 601 or GRAD 544 and then 3 credits from other areas or outside chemistry, as per discussion with advisor.

Note that non-dissertation-related courses (e.g. an athletic course, or a literature course) may be taken in consultation with the advisor, but will not count as ‘out of area courses’ for the Chemistry PhD.

Q: I want to travel for personal reasons. Is there any extra paperwork I need to fill out?

No, the university does not have required paperwork or quarantine periods for personal travel. However, you should coordinate with your supervisor and make sure that all of your regular duties are covered while you are away. One exception is for bereavement leave, in which case there is a separate process.

Q: There was a death in my family. How do I take bereavement leave?

If a graduate student is currently a paid university employee (GRA, GTA), then students receive 40 hours of bereavement leave. Students are requested to email Kathy Lucas with a formal request (including hours requested). The student should then coordinate with their research advisor and (if applicable) GTA supervisor. Students are responsible for ensuring that work is covered (e.g. finding someone to cover GTA duties), although contacting the GTA supervisor for assistance is a reasonable first step in that process. Additionally, please see the FAQ for getting personal travel approved during the pandemic.

Q: Where can I find my pay stubs?

Your pay stubs which include your gross monthly salary, taxes, and deductions (pre- and post- tax) can be found online. Go to https://aar.is.colostate.edu and click on Human Resources Portal under the Application Systems on the right hand side of the webpage. You will be directed to sign in with your eID and password. Once you’re in the system click on the folder titled, “CSU Employee Self-Service”. Then click on “Pay Advices” from the drop down list that appears. Your last pay period will appear but you can view past pay periods from the “Choose a Payslip” dropdown menu.

Q: What can I do if I am concerned about a student, either one I am teaching or a fellow grad student?

We request you “Tell Someone” either through the online portal or by calling (970) 491-1350: Tell Someone

Notice and Respond is another great resource: Notice and Respond

An authoritative compilation of up-to-date graduate student requirements can be found in the Graduate Student Procedures handbook (commonly known as “The Green Book“).  A few  common topics are also discussed below.

Program Plans – Supplemental Information

Department Contact

Kristin Berthold is the department’s HR liaison for FMLA and other leave benefit questions.  She is available to have a confidential conversation and help you navigate through the various options and resources provided at the University and department levels.

Please reach out if you have questions at 970-491-5392 or email kristin.berthold@colostate.edu.

Family Medical Leave

Graduate Assistant eligibility is based on having at least 12 months of CSU service and working 1040 hours in the 12 months prior to the need for leave.

CSU provides job-protected leave to eligible GAs who are unable to work due to their own serious health condition or because of the need to care for an immediate family member with a serious health condition. Family Medical Leave allows for up to 12 workweeks (480 hours for 100 percent full-time employment) of leave during a 12-month period based on certain qualifying events.

FML is unpaid leave; however, your available paid leave balance (e.g. sick, parental leave) will be used concurrent with FML. Likewise, FML also runs concurrent with other types of paid and unpaid leave (e.g. workers compensation and leave without pay).

Please reach out to Kristin Berthold to start this process – the Green Book also provides further department process details.

Parental Leave

CSU recognizes the challenges of balancing the demands of a graduate assistantship and parenting a new child. To provide new parents with additional time off to adjust to their new family situation, CSU has implemented a Parental Leave program for eligible Graduate Assistants. If a student meets the criteria, a primary caregiver can receive up to 6 weeks of paid parental leave and a non-primary caregiver can receive up to 3 weeks of paid parental leave.

Full program details can be found on the Office of Policy and Compliance website or the Human Resources Manual.

Kristin Berthold is available to discuss eligibility, process, and paperwork requirements.

Sick Leave

The State of Colorado implemented a new leave option (Health Families & Workplaces Act)  for State employees, including GAs, effective January 1, 2021.

  • Sick leave is accrued at one hour for every 30 hours worked, up to a maximum of 48 hours per year.
  • The leave my be kept for 6 months after separation and can then be reinstated.
  • Leave must be requested from supervisor or HR liaison in order to apply sick leave to correct assignment (as some people have multiple).

More information about assistantship benefits can be found here: https://graduateschool.colostate.edu/financial/assistantships/