MCDB Handbook

Section I: Introduction

The Molecular, Cellular, and Developmental Biology (MCDB) Program is a campus-wide interdisciplinary doctoral training program comprising faculty in multiple departments and colleges.  The Program offers an intensive course of study leading to a Doctoral degree in Molecular, Cellular and Developmental Biology.  All students are admitted as potential doctoral candidates.  The Program also offers a Master’s degree, but this option is only available to students that have already been accepted into the doctoral program.  Students take advanced courses in molecular, cellular and developmental biology and apprentice in the laboratory of a faculty member where they receive cutting-edge and individualized training in scientific inquiry and laboratory research.  Areas of expertise include, but are not limited to bioinformatics, cancer biology, cell biology, developmental biology, DNA replication and repair, gene expression, molecular medicine, molecular neurobiology, plant molecular biology, RNA biology, and virology.

I.1  Mission

The mission of the MCDB Program is to train students to be research scientists equipped with the intellectual, professional and scientific skills to compete successfully in the job market and to assume leadership positions in research, education and related fields. MCDB encourages both academic and non-academic career paths.

I.2  Goals

To this end, the Program seeks to:

1. Attract and recruit high quality applicants
2. Provide a rigorous and challenging curriculum
3. Provide an intellectually stimulating and enriching interdisciplinary training environment
4. Provide opportunities for mentoring, professional development and career exploration
5. Foster an environment of mutual respect and civil discourse that embraces diversity
6. Ensure timely and satisfactory progress leading to graduation in 5 years

I.3  Handbook purpose and scope

Graduate programs at OSU set their own specific policies that comply with the general policies of the Graduate School (see Graduate School Handbook).  This Handbook defines the policies of the MCDB Program.  It is intended to supplement the Graduate School Handbook but does not replace it.  Students and faculty in the Program must familiarize themselves with both documents and are responsible for complying with both sets of policies.  In any case where language in the MCDB Handbook is found to be in conflict with language in the Graduate School Handbook, the Graduate School Handbook shall take precedent. 

I.4  Changes to the Handbook

Any changes to the Handbook must be approved by a two-thirds majority of the Graduate Studies Committee.  Changes to the Handbook apply to all students immediately, with the following exceptions:

1. Changes to course requirements will only apply to students that matriculate after the change
2. Changes to policies regarding candidacy, dissertation and final oral exams will only apply to students that have not yet submitted their application to take those exams

I.5  Student Petitions

Students may petition the Graduate Studies Committee to waive or alter any rule or requirement in this Handbook.  The petition should be presented to the Program Manager in writing, preferably accompanied by a statement from the student's advisor.  The Graduate Studies Committee will consider the request and convey its decision to the student in writing.

Rev: October, 2024

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Section II: Program Directors

The Program may have one director or two co-directors who share the responsibilities of director.  The director or co-directors must be MCDB faculty members with Mentoring or Non-mentoring status.  Faculty are appointed as director or co-directors by the dean of the Graduate School in consultation with the Graduate Studies Committee.  The terms of the directors or co-directors are 3 years in duration and are renewable.  The terms of the co-directors may be staggered.

The duties of the Program director or co-directors include:

1. Supervise the Program Manager
2. Exercise leadership in charting the development and implementation of Program goals, policies and practices
3. Chair or co-chair the Graduate Studies Committee
4. Manage and oversee Program operations including Program activities and student progress
5. Propose, manage and oversee the Program budget
6. Approve Program expenditures
7. Approve applications for Candidacy and Graduation
8. Approve applications for changes to a student’s Advisory Committee
9. Work with students, faculty and the Graduate School to manage and respond to student issues as they arise, including issues relating to student performance and progress
10. Work with students and faculty to resolve disputes and to implement and enforce disciplinary procedures

Rev: October, 2024

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Section III: Graduate Studies Committee

The MCDB Graduate Studies Committee consists of the director or two co-directors, at least five other members of the MCDB faculty, and a student representative (usually the president of the Graduate Student Organization). The director or co-directors serve as the chair or co-chairs.  Additional faculty can be appointed to the committee at the discretion of the director or co-directors.

Committee members are appointed by the Program director or co-directors.  Both mentoring and non-mentoring MCDB faculty are eligible.  The term of service is three (3) years and is renewable at the discretion of the director or co-directors.

The Graduate Studies Committee oversees and administers the program and acts as a liaison between the Graduate School and the faculty.  The Committee's actions may be modified or reversed by a petition of a majority of the Program faculty.  The Graduate Studies Committee is responsible for formulating Program rules including those concerning faculty membership, student admission, transfer, registration and degree requirements, and for overseeing the appointment and supervision of the program's Graduate Associates.  Standing tasks include:

1. Faculty membership:  The Graduate Studies Committee reviews new faculty applications for membership.
2. Admissions:  The Graduate Studies Committee reviews new student and transfer applications and manages the acceptance process.
3. Recruitment:  The Graduate Studies Committee oversees, participates and assists in the recruitment process.
4. Curriculum/courses:  The Graduate Studies Committee makes recommendations on new course proposals, and reviews areas of specialization and their alignment with Training Grant requirements.
5. Fellowships/awards:  The Graduate Studies Committee makes recommendations on fellowship and award nominations and drafts letters to support nominations.
6. Program assessment and development:  The Graduate Studies Committee coordinates assessment activities and makes recommendations on alignments with Training Grant and Program Project Grant applications.

Rev: July, 2018

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Section IV: Faculty Membership

IV.1  Membership categories

There are two faculty membership categories in MCDB, Mentoring and Non-Mentoring:

Mentoring Faculty are active participants in the MCDB Program and are expected to accept rotating students in their laboratories with the possibility of becoming their permanent advisor.  In addition, as a student’s advisor, Mentoring Faculty are expected to fund their student advisees through graduation.

Non-Mentoring Faculty are active participants in the MCDB Program and have all the same rights and responsibilities as Mentoring Faculty except that they may not accept rotating students and may not serve as a student’s advisor.  This category may include faculty who retire with Emeritus status (see Section 12.1 of the Graduate School Handbook).  Examples of ways in which Non-Mentoring Faculty may contribute to the Program include teaching in MCDB courses or approved electives, serving as MCDB faculty on a student’s Candidacy or Dissertation Committee, serving on the Molecular Life Sciences Seminar Committee, or serving on the MCDB Graduate Studies Committee. 

IV.2  Faculty appointments

MCBD faculty are appointed to the Graduate School with Category P status (see Section 12 of the Graduate School Handbook).  Faculty that hold a salaried appointment as a regular, tenure-track Professor, Associate Professor, or Assistant Professor are eligible to apply to be Mentoring Faculty with Category P status in MCDB.  If such faculty have clinical duties, most of their time should be devoted to research.  Faculty that hold an MD, DVM, DDS or equivalent professional degree but no PhD degree must demonstrate that they understand the nature and expectations of doctoral training and are sufficiently prepared to mentor doctoral students.  Evidence of such preparation may include service on doctoral dissertation committees, research mentoring experience, and demonstration of a substantive independent and productive research program.   Faculty that hold a salaried appointment as a research-track Professor, Associate Professor or Assistant Professor are eligible to apply to be Non-Mentoring Faculty with Category P status in MCDB.  MCDB does not accept applications for Category M status.  MCDB Faculty may hold additional memberships in other graduate programs.  Faculty that hold appointments on the clinical track are not eligible to serve as MCDB faculty. 

Under certain circumstances, faculty that hold a salaried appointment as a research-track Professor, Associate Professor or Assistant Professor may be eligible for Mentoring status.  In addition to the materials outlined below, research-track faculty seeking Mentoring status must also submit a letter from their department chair detailing the extent and duration of institutional support.  To approve Mentoring status for a research-track faculty member the Graduate Studies Committee will need to see evidence of a long-term institutional commitment to the faculty member comparable to that of a tenured/tenure-track faculty member of equivalent rank, evidence of independence comparable to that of a tenured/tenure-track faculty member of equivalent rank, evidence of institutional commitment in terms of salary support and space, and start-up or extramural funds to enable the PI to take on and fund a graduate student throughout the course of that student’s study. 

IV.3  Application process

To apply for MCDB membership, faculty must submit the following application materials to the MCDB Program Office via email at mcdb@osu.edu:

1. A letter of application. In the letter, candidates should explain how their membership in MCDB will be mutually beneficial to the candidate and the Program.  Candidates should also indicate what they intend to contribute in terms of research expertise, collaborative ventures, student advising, serving on Program committees, hosting seminar speakers, moderating student seminars, teaching in courses, etc., and how they expect to benefit from MCDB faculty membership.  Candidates should also include information regarding previous experience mentoring and/or advising graduate students.
2. A current curriculum vitae.
3. A completed Category P Status application form to affirm that they understand the requirements and responsibilities of MCDB Program faculty membership and that they have read the relevant sections of the Graduate School Handbook and the MCDB Program Handbook.

The Graduate Studies Committee will review the application materials and vote on membership.  The vote shall be based on the applicant’s qualifications, research expertise and experience.  Tenured faculty should meet or exceed the expectations for funding and scholarly productivity detailed below, and junior faculty should demonstrate strong potential to meet or exceed those expectations.   For Mentoring Faculty, their potential to serve as mentors and to enhance the training opportunities available to MCDB students will be paramount.  Admission requires a simple majority vote.  If approved, the MCDB Program will submit a nomination for Category P Status to the Graduate School.  The applicant will receive notification from the Graduate School once the nomination is approved.

IV.4  Faculty expectations, rights and responsibilities

Both Mentoring and Non-Mentoring MCDB faculty are expected to participate in the intellectual, administrative and curricular activities of the Program including research seminars, research days, recruitment events, student seminars and courses, and/or serving on Program or Advisory Committees.  Mentoring Faculty are also expected to be actively engaged in scholarly research.  Only Mentoring Faculty are eligible to take on students for laboratory rotations and to serve as a student’s advisor.

IV.5  Expectations of Mentoring Faculty

Mentoring Faculty are expected to provide financial support (stipend, fees and tuition) for MCDB graduate students once those students have joined their laboratory.  Normally faculty should have sufficient funding to support a graduate student for at least two years at the time that the student is accepted into their lab.  Newly employed Assistant Professors with sufficient startup funds to support a graduate student are encouraged to take on students.

Mentoring faculty should be engaged in an active and productive program of scholarly research in the area of molecular, cellular and/or developmental biology and should be active participants in the intellectual life of the Program. As evidence of this, Mentoring Faculty must meet the following criteria when they initially apply and at the time of review to receive or maintain Mentoring status:

1. Funding: At a minimum, Mentoring Faculty should have served as a PI or Co‐PI on an extramural grant in the broad area of molecular, cellular or developmental biology during the past 5 years. Assistant Professors that have not yet obtained extramural funding may be exempted, at the discretion of the Graduate Studies Committee, if they satisfy the other criteria enumerated below.
2. Scholarly productivity: Mentoring Faculty are expected to publish their work annually in peer-reviewed journals and should have published an average of at least 1 paper per year (i.e. at least 5 papers in total) during the past 5 years.  Graduate student contributions should be recognized by authorship.
3. Engagement in Program activities:  Mentoring Faculty should have engaged in two or more of the following activities during the past 5 years:
     a. Served as a dissertation advisor to one or more MCDB graduate students
     b. Hosted one or more MCDB students for a laboratory rotation
     c. Participated in an MCDB recruiting event
     d. Served on one or more MCDB candidacy or dissertation committees
     e. Hosted one or more seminar speakers in the Molecular Life Sciences seminar series
     f. Judged abstracts, posters, or presentations in the Life Sciences IGP Symposium
     g. Directed or taught in a required course or approved elective, or moderated an MCDB seminar course
     h. Served on an MCDB committee, e.g. the Graduate Studies Committee or Seminar Committee

These criteria may be waived, at the discretion of the Graduate Studies Committee, for Assistant Professors that are on the tenure track.  Faculty that are not Assistant Professors on the tenure track and that do not meet these criteria for Mentoring Faculty status may be eligible for Non-Mentoring Faculty status.

IV.6  Expectations of Non-Mentoring Faculty

Non-Mentoring Faculty have all the same rights and responsibilities as Mentoring Faculty except that they may not take on rotating students or serve as dissertation advisors.  To be eligible for Non-Mentoring status, faculty must have met two or more of the following criteria when they initially apply or at the time of review:
    a. Participated in an MCDB recruiting event
    b. Served on one or more MCDB candidacy or dissertation committees
    c. Hosted one or more seminar speakers in the Molecular Life Sciences seminar series
    d. Judged abstracts, posters, or presentations in the Life Sciences IGP Symposium
    e. Directed or taught in a required course or approved elective, or moderated an MCDB seminar course
    f. Served on an MCDB committee such as the Graduate Studies Committee or Seminar Committee

Non-Mentoring Faculty who wish to take on rotating students or serve as the dissertation advisor to one or more MCDB students may apply to be converted to Mentoring Faculty status upon fulfilling the eligibility criteria described above.

IV.7  Faculty Review

Every five (5) years, the Graduate Studies Committee will review all Mentoring and Non-Mentoring Faculty to determine whether or not they meet the above criteria.  This review will apply to all Mentoring and Non-Mentoring Faculty who have been part of the Program for more than one year.  The purpose of this periodic review is to ensure that the faculty are engaged and contributing to the mission of the Program and that faculty who wish to accept students into their laboratories have active, funded and productive research programs.   Individual faculty members are responsible for providing the requested materials.

If the Graduate Studies Committee determines that a faculty member has satisfied the relevant criteria listed above, their status will be renewed for another 5 years.  If it is determined that a Mentoring Faculty member does not meet the criteria for Mentoring status but does meet the criteria for Non-Mentoring status, they will be transferred to Non-Mentoring status. 

Pursuant to Section 12.6 of the Graduate School Handbook, if the Graduate Studies Committee determines that a faculty member has not satisfied the relevant criteria listed above or has failed to provide the requested materials in a timely manner, after reasonable accommodations have been made, the Committee may recommend to the Graduate School that Category P status in the MCDB Program be revoked or made probationary until certain specified conditions are met.  Faculty will be notified before any such action is taken and will be allowed to respond in writing within a reasonable timeline specified by the Graduate Studies Committee. The faculty member’s response, if any, will be included in the information sent to the Graduate School. The Graduate School will review the recommendation and forward its findings to the dean of the Graduate School for final action.

Rev: May, 2024

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Section V: Student Admission

The MCDB Program embraces diversity and inclusivity and encourages applications from students of all backgrounds and walks of life that are passionate about science and research.

V.1  Application Procedures

Applications are accepted for Autumn Semester admission. The deadline for admission is December 1 for both domestic and international applicants.  Applications and supporting materials must be submitted on-line on the Graduate and Professional Admissions website.  Applicants must submit:

1. Transcripts covering all undergraduate and graduate academic work undertaken prior to application
2. A personal statement, which should include a discussion of the applicant’s motivation for graduate school and previous research experience
3. A curriculum vitae
4. Three letters of recommendation from people that are acquainted with your academic program, scholastic ability or professional performance
5. International students whose first language is not English and who have not received a degree from a U.S. university must submit TOEFL (Test of English as a Foreign Language) scores or IELTS (International English Language Testing System) scores. More information can be found on the Graduate and Professional Admissions website. 

Submission of GRE scores, both for the general and subject-specific exam, is optional. However, the committee will still consider GRE scores if they are submitted, and such scores may be helpful for students with gaps or weaknesses in their prior academic records. A non-refundable application fee is required by the University at the time of application.

The personal statement should give background information concerning the factors which have stimulated the applicant's interest in science in general, and particularly in the MCDB disciplines.  Information about undergraduate or graduate research experiences is especially important and should be included.  The candidate should also indicate specific areas of specialization that most interest them as a possible focus for their doctoral research.

All requirements listed above are in addition to general Graduate School requirements as stated in the Graduate School Handbook.

V.2  Entrance Requirements

In general, an undergraduate cumulative GPA of 3.00 or greater with fundamental training equivalent to an undergraduate major in the biological sciences is required for regular admission. It is highly recommended that the applicant have at least one course each in biochemistry, molecular biology, and cell biology.  Courses in developmental biology and genetics are also recommended.  In addition, the student should have taken courses in physics, mathematics (including some calculus), and chemistry (at least through organic chemistry).  Previous research experience is highly desirable. Applicants who have inadequacies with respect to these requirements, but who possess an otherwise promising record, may be granted conditional admission, with conditions determined by the Graduate Studies Committee.

V.3  Academic Unit Transfer

Students may apply for an intra-university transfer from another OSU academic unit by completing the Intra-University Transfer application on the Graduate and Professional Admissions website and by filling out the Transfer of Graduate Program form on GRADFORMS.  Applicants are required to submit the following materials with their application:

1. A current advising report
2. A current curriculum vitae
3. A personal statement
4. Three recent letters of recommendation (not letters from the original Graduate School application)

Transfer applications are typically reviewed with new applications for Autumn Semester admission.  Transfer requests are not approved automatically by the Graduate Studies Committee and are considered for admission based on the competitiveness of the applicant pool. If the Graduate Studies Committee approves the transfer, it will specify which previously completed courses (if any) will count toward the doctoral degree in MCDB.

Rev: November, 2020

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Section VI: Student Appointments and Financial Support

Basic Graduate School policies are stated in Section 9 (Graduate Associates) and Section 10 (Graduate Fellowships) of the Graduate School Handbook, and in publications from the Office of International Affairs and English as a Second Language Programs. 

It is the philosophy of the faculty and the Graduate Studies Committee that, whenever fiscally possible, all doctoral students actively studying in the MCDB Program should be provided with financial support by either the Program or by their dissertation advisor.  Consequently, admission depends in part upon the availability of support for the incoming student.  MCDB students are normally supported as Graduate Research Associates (GRAs) or Graduate Fellows.

VI.1  Graduate Associate appointments

A graduate student’s principal objective is to earn a graduate degree. Appointment as a Graduate Associate contributes to that objective by providing an apprenticeship experience along with financial support. This apprenticeship complements formal instruction and gives the student practical, personal experience that can be gained only by performing research activities. It is expected that Graduate Associate responsibilities will not interfere with a student’s reasonable progress toward completion of the graduate degree.  MCDB students may be appointed as a Graduate Research Associate (GRA) or a Graduate Teaching Associate (GTA). The stipend level is set annually by the Program and all students are expected to receive this stipend at a minimum. Graduate Associates are paid on the last working day of each month.

Graduate Associate appointments are accompanied by fee authorizations, which means that students are not responsible for paying general and instructional fees for their tuition.  However, students are responsible for paying a Central Ohio Transit Authority (COTA) fee, student activity fee, facility fee, and student recreation fee.  All students must contribute to the subsidized student health plan unless they can document that insurance is available from another source.  Graduate Associates are eligible for staff parking, staff special and sporting event tickets, and faculty/staff library privileges. Parking fees, late penalties etc. are the student’s responsibility.

Graduate Associate appointments are for 50% time, with the balance of their time to be devoted to the coursework and training required for their degree. Renewal is dependent upon satisfactory performance. Students are not permitted to hold other jobs while on Graduate Associate appointments without written permission from the Program. 

VI.2  Terms of Appointment

In addition to the requirements listed on the Graduate Associate Appointment Contract, to hold a GA appointment, MCDB students must:

1. Be registered for the required minimum number of credit hours specified in Section IX of this Handbook
2. Perform their GA duties satisfactorily
3. Not hold other jobs without written permission from the program
4. Maintain a minimum overall GPA of 3.0
5. Maintain satisfactory progress toward the degree both in academics and research

Students accepting GA appointment offers prior to the April 15 acceptance deadline may resign in writing through April 15.  After that date, students are committed to our offer unless formal contract release is obtained from the program.  Incoming first-year students are appointed for one year, conditional upon satisfactory performance and progress.  The program expects that first-year students will find an advisor by the end of Spring semester, at which point their appointment will be transferred to the home Department of their advisor, who will support them for the remainder of their time in the program.  Unsatisfactory performance may result in cancellation of appointment and/or voiding of any future support guarantee.

VI.3  Graduate Research Associates

MCDB students that are not supported by fellowships are appointed by the MCDB program as Graduate Research Associates (GRAs) while they are conducting laboratory rotations.  After joining a lab, their GRA appointment switches to the home department of their dissertation advisor and is charged to their advisor’s intramural or extramural research funding.  Students are responsible for obtaining information concerning policies that may apply to employees on grant-funded research activities. Graduate Associates are expected to perform their duties in a satisfactory manner.

VI.4  Graduate Teaching Associates

After joining a lab, some students may be supported as Graduate Teaching Associates (GTAs).  These appointments are made by the department or instructional unit in which the teaching is to be performed.  MCDB does not have any available TA opportunities but will assist students in identifying teaching opportunities if this aligns with their career goals.

VI.5  Graduate Administrative Associates

Graduate Administrative Associates have administrative responsibilities within a department or other academic unit.  MCDB does not allow students to be appointed as Graduate Administrative Associates.

VI.6  Fellowships and Supplemental support

Outstanding incoming students are eligible for University Fellowships, which MCDB supplements to match the stipend level of students on GRA appointments.  In order to be eligible for University Fellowships, complete applications must be received by the application deadline. The applicant must request fellowship consideration by checking the appropriate box on the admission application.  Outstanding applicants are nominated by the Graduate Studies Committee.

First-year and more senior students may also be eligible for appointment as Fellows on any of several NIH-funded Training Grants with which the MCDB Program is associated.  Outstanding first year students are nominated by the MCDB Graduate Studies Committee.  Senior students are nominated by their dissertation advisors.

Several other internal fellowships are available to outstanding students (usually post-candidacy).  These include Pelotonia Fellowships sponsored by the OSU Comprehensive Cancer Center and RNA Fellowships sponsored by the OSU Center for RNA Biology.

Post-candidacy students nearing the end of their training may be eligible for a Presidential Fellowship, administered by the Graduate School.  Students must be nominated by the MCDB Graduate Studies Committee.

MCDB students are also encouraged to apply for extramural fellowships offered by federal agencies and private foundations.

VI.7  Termination

Students who voluntarily resign their appointment because of unwillingness to perform duties will, in general, void all guarantees of future support and not be considered for reappointment.  Students resigning due to exceptional circumstances such as health or personal problems may be considered for future reappointment in competition with other applicants.

The program may terminate continuing appointments early for the following reasons:

1. Enrollment for less than the required number of credit hours
2. Mutual agreement on termination between the GSC and the student
3. Unacceptable academic performance resulting in the student being placed on academic probation by the Graduate School.  Academic probation voids all guarantees of future support.  Reappointment based on regaining good academic standing is at the discretion of the program director or co-directors.
4. Lack of progress toward the degree, as mutually agreed upon by the advisor and the program director or co-directors.
5. Lack of funds or other reasons, at the discretion of the program director or co-directors.

Rev: May, 2023

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Section VII: Time Off and Leave

VII.1  Time off

Graduate Associate appointments cover the entire calendar year, with no break between appointment periods. Students on Graduate Associate appointments may take time off, e.g. for vacation, but they do not receive or accrue specific number of days for vacation or sick leave.    Rules regarding time off during semesters, term breaks or other times are determined by the student’s dissertation advisor or appointing unit as follows:

1. For students that have not selected an advisor (e.g. first-year students doing laboratory rotations), the appointing unit is the MCDB Program and any time off must be approved by the MCDB Program. 
2. For students that have selected an advisor and are appointed as Graduate Research Associates, the advisor must approve all time off. 
3. For students that are appointed as Graduate Teaching Associates, the appointing unit is an academic department and any time off must be approved by that department. 

All students must check with their advisor or appointing unit to determine when they are expected to be on duty.  While vacation policies may vary from unit to unit or advisor to advisor, MCDB expects that all students will be given reasonable opportunities for time off for vacation in keeping with what is allowed for University employees.  

The scheduling of any time off should be approved by the advisor or appointing unit, with the understanding that it should not unduly impact the student’s coursework, teaching responsibilities, or research progress.

Time off without notification may be grounds for termination of a student’s appointment and denial of further registration in the MCDB Program.

VII.2  Travel outside the USA

All students that need to travel outside the USA, including international students that visit their home country, should inform the MCDB office prior to their trip, consult with the OSU Office of International Affairs about international travel requirements, and if possible, provide MCDB a contact number at which they can be reached in the event of an emergency.

VII.3  Short-term leave (usually 1 to 3 days, not to exceed 2 weeks)

All Graduate Associates and Fellows who are in good academic standing, making reasonable progress toward their degrees, and who are paid through the OSU payroll system, are eligible to request a short-term leave of absence in the event of a difficult life situation such as  a personal illness or the illness or bereavement of an immediate family member.  Short-term leave is defined as 1 to 3 days, but in rare instances can be up to 2 weeks.  The duration of the leave should be proportionate to the circumstances for taking the leave.  Appropriate documentation regarding the reason for the short-term absence is required but may be waived in some circumstances.

An eligible student on a short-term leave of absence will receive 100% of his/her stipend and all other benefits associated with their appointment (fee authorization, health care subsidy, etc.).

VII.4  Long-term leave (usually 2 to 6 weeks)

Graduate Associates who are in good academic standing, making satisfactory progress towards their degree, have been appointed as Graduate Associates for at least two consecutive semesters, and who are paid through the OSU payroll system, are eligible to apply for a long-term leave of absence in the event of a serious personal health condition or to care for an immediate family member with a serious health condition. Long-term leave is defined as more than 2 weeks but may not exceed 6 weeks. Medical documentation is required.

An eligible student on a long-term leave of absence will receive 100% of his/her stipend and all other benefits associated with their appointment (fee authorization, health care subsidy, etc.). 

Graduate Associates who are on 50% appointments (which is the norm for MCDB students) are not eligible for the protections extended to workers under the Family and Medical Leave Act (FMLA).

VII.5  Academic leave (more than 6 weeks)

If a leave of absence of more than 6 weeks is required (e.g. for a serious personal health condition, to care for an immediate family member with a serious health condition, or some other comparable difficult life situation) it may be appropriate for a student to request an academic leave of absence (e.g. a leave from both appointment duties and academic enrollment). This type of leave must be requested on a semester-by-semester basis, up to a maximum of one academic year, and requires approval from the dissertation advisor, the MCDB Program and the Graduate School.  If approved, the student’s appointment and registration in the MCDB Program will be suspended temporarily and then reinstated (subject to the approval of the student’s advisor, MCDB Program and Graduate School) at the end of the semester when the student is able to rejoin the Program.  Students who decide to take an academic leave of absence will be informed of any potential impact that the time off will have on their expected funding opportunities when they return and they will need to consider this information when making their decision.

Students on academic leave of absence do not receive a stipend, fee authorization or any associated benefits.

VII.6  Childbirth or Adoption

Graduate Associates who are in good academic standing, making satisfactory progress towards their degree, have been appointed as Graduate Associates for at least two consecutive semesters, and who are paid through the OSU payroll system, are eligible to apply for a leave of absence with full stipend and benefits due to childbirth or adoption.

A birth mother or adoptive mother will receive 100% of her stipend and all other benefits associated with her appointment (fee authorization, health care subsidy, etc.) for up to 6 weeks or until the last day of her appointment, whichever comes first. A father or domestic partner will receive 100% of his/her stipend and benefits for up to 3 weeks or until the last day of his/her appointment, whichever comes first. 

VII.7  Approval of vacation and leave requests

For students that have not selected a dissertation advisor (e.g. first year students doing laboratory rotations), requests for a vacation or leave of absence should be directed to the MCDB Program office.  For students that have selected an advisor, requests for vacation or short-term leave should be directed to the advisor. If the student has an advisor, they do not need to notify the MCDB Program of vacation or short-term leave requests, but they should always consult with the MCDB Program before making requests for long-term leave of absence or for leave due to childbirth or adoption.  For students that are appointed as Graduate Teaching Associates, the academic department in which the student is appointed should also be consulted.  It is the student’s responsibility to consult with the MCDB Program office, advisor or appointing unit to establish their eligibility for leave and to request leave.

VII.8  Fellows

The above leave policies may not apply to students that are supported by fellowships.  Students should consult with the agency that granted their fellowship for information on the leave options available to them.

See Appendix F of the Graduate School Handbook for further guidelines and policies on time off and leaves of absence for Graduate Associates and Fellows.

Rev: June, 2020

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Section VIII: Course Requirements

MCDB students must complete a minimum of 80 semester credits in graduate level courses.  This includes the required and elective courses, and dissertation research.

VIII.1  Required courses

MCDB students are required to complete the following five courses before they may apply for candidacy:

1. MCDBIO 7600: First-Year Student Orientation
2. BIOCHEM 6761: Macromolecular Structure and Function
3. MOLGEN/BIOCHEM 5701: DNA Transactions and Gene Regulation
4. MOLGEN 5705: Advances in Cell Biology
5. MOLGEN 5715: Developmental Genetics

MCDB students are required to complete the following seminar and elective courses before they may apply for graduation:

1. MCDBIO 7890: Student Seminar (for students that are not presenting).
   Required number of semesters: 4
2. MCDBIO 7891: Student Seminar (for students that are presenting).
   Required number of semesters: 2 (must be repeated if grade is lower than a “C”)
3. MCDBIO 7990: Molecular Life Sciences Seminar Series.
   Required number of semesters: 6 (course first offered in AU 2017)
4. BSGP 7070: Fundamentals of Grant Writing.
   Required for all MCDB students that joined in AU 2017 and beyond
5. A minimum of three (3) approved elective courses, totaling at least six (6) credit hours.

The syllabi of the Student Seminar and Molecular Life Sciences Seminar Series courses can be found on the Program website.

VIII.2  Electives

A list of approved electives can be found here.  Students may petition the program for approval of other courses not found on this list.  The petition should include a brief rationale for taking the course as well as a copy of the course syllabus.  Approval of electives is determined by the director or co-directors.  To be approved as an elective, a course must be taught at a level appropriate for doctoral students and must be assigned a letter grade.  Courses that are grade S/U are not eligible to be approved as electives. Once students have selected a dissertation advisor, selection of electives should be made with the advisor’s knowledge and approval.

Students who have taken any of the required or elective courses prior to enrolling in the MCDB Program (for example as OSU undergraduates), or who have taken equivalent courses at other universities, may petition the Program to have specific course requirements waived.  The petition should include the course syllabus and a copy of the student’s course transcript showing the grade that the student obtained in that course. 

VIII.3  Research credit

Students are also required to register for research credit each semester.  Students that are conducting laboratory rotations register for MCDBIO 7780.  Once they have joined a lab, they register for 8999 dissertation research in the home department of their dissertation advisor.

VIII.4  English As Second Language (ESL) Courses

International students may also be required to take specific ESL composition courses as determined by the post-admission placement examination.  International students may also be required to take specific spoken English courses for teaching certification if they wish to serve as a teaching assistant.

Rev: April, 2024

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Section IX: Registration and Scheduling

Students are required to register for the appropriate number of credits each semester in order to be eligible for appointment as a Graduate Associate or Fellow. Without an appointment, students cannot receive a stipend or tuition benefits.

Students are not permitted to schedule courses outside the scope of the MCDB Program (i.e. those that are not required courses or approved electives) without written permission from their dissertation advisor and the Program director or co-directors.  Decisions concerning elective course selection should be made in consultation with the advisor whenever possible.  Students bear full responsibility for problems arising from failure to consult with their advisor regarding appropriate registration, failure to follow the advisor’s recommendations, or failure to comply with registration policies.

The number of credit hours registered for must comply with the following stipulations:

1. Prior to passing the candidacy examination, students on Graduate Associate (GRA or GTA) appointments must be registered for at least 8 credit hours during each semester, except Summer term when the minimum is 4 credit hours. 
2. Prior to passing the candidacy examination, students on fellowships must register for 12 credit hours each semester, except Summer term when the minimum is 6 credit hours. 
3. Post-candidacy students must register for 3 credit hours each semester (including Summer).
4. Registration for more than 3 credit hours post-candidacy requires prior written permission from the advisor and the Program director or co-directors.
5. Post-candidacy students are required to be enrolled (i.e. registered for classes) every semester (excluding Summer term) until graduation. This is known as the Continuous Enrollment requirement. 

Explicit registration instructions will be provided each term. Registration is done online. Students should consult the Registrar’s website for the Master Schedule of Classes each semester for course offerings. Prior to registration, new International students are required to attend the Office of International Affairs (OIA) Orientation to release the SEVIS hold from their student record.

Note to returning students:  After an absence of one or more years you must obtain permission from the Program to re-enroll. 

Students wanting to reactivate their enrollment eligibility must submit the Permission to Reactivate Enrollment Eligibility form to the Graduate School. Students who have not enrolled for two calendar years must have their reactivation form signed by the Program director or co-directors.

Rev: April, 2024

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Section X: Academic Standards and Expectations

Students are expected to conform to the highest ethical and moral standards, which includes meeting the following expectations:

1. Demonstrate responsibility and integrity in their academic studies and research.
2. Learn, respect, and abide by commonly accepted professional codes of ethics and responsibilities in their discipline.
3. Be familiar with, and follow, all university policies related to ethics and scholarly conduct, including policies on academic integrity and plagiarism.
4. Treat university faculty, staff, and other students respectfully and professionally without bias or prejudice.

X.1  Good standing

Students are expected to maintain good standing.  Students who fail to do this may be placed on remediation or probation by the Graduate School, may lose any associateship held, and may be denied further enrollment in the Program, which is known as a denial of registration.  To be in good standing, students must do the following:

1. Maintain a cumulative GPA of 3.0 or higher.
2. Demonstrate Reasonable Progress in their dissertation research (defined below).
3. Meet other Program expectations. This includes, but is not limited to, holding Advisory Committee meetings at least once annually, submitting annual progress reports in a timely manner, being responsive to correspondence from the Program staff, director or co-directors, and attending Program events for which attendance is required.
4. Conducting themselves with integrity and professionalism, consistent with the Graduate School policy on Research Standards and Scholarly Misconduct.

Violation of university policy including, but not limited to, the OSU Code of Student Conduct and Graduate School policy on Research Standards and Scholarly Misconduct, are also considered loss of good standing.

X.2  Reasonable Progress

To demonstrate Reasonable Progress towards MCDB Program requirements, students must meet Program milestones and make satisfactory progress in their dissertation research.  Program milestones include satisfactory completion of the required and elective coursework in the first two years and satisfactory completion of candidacy by the end of the first semester of their third year.  Satisfactory progress includes meeting or exceeding expectations in the annual progress report rubric completed by the Advisory Committee.

X.3  Remediation and Probation

Students must maintain a graduate cumulative grade average of 3.0 or better in all graduate level courses.  Students that have a cumulative GPA below 3.0 after nine or more graduate credit hours have been attempted will, in close consultation with their dissertation advisor, Program director or co-directors, and the Graduate School, enter into a remediation plan for one semester. This nine credit hour threshold includes both letter-graded courses and courses that are graded S/U.  The goal of the remediation plan is to help the student increase their cumulative GPA to 3.0 or higher.  The plan may stipulate requirements regarding actions and/or specific courses to be taken. 

Students who do not increase their cumulative GPA to 3.0 or better after remediation has been attempted for one semester but are judged to be making progress and are otherwise in good standing, will be placed on academic probation for one semester by the Graduate School. According to Graduate School rules, a student who is on probation in the Graduate School may not be appointed or reappointed as a Graduate Associate or Fellow.

A student who raises their cumulative GPA to 3.0 or higher within the time specified in the remediation or probation plan is removed from remediation or probation by the Graduate School.  At that time, appointment or reappointment as a Graduate Associate or Fellow may be possible.

Course work taken during remediation or probation must be graduate-level, within the discipline, and approved by the director or co-directors.  

X.4  Denial of Further Registration

A student who is not in good standing may be denied further registration by the Graduate School on the recommendation of the MCDB director or co-directors. Denial of further registration means that the student is not permitted to re-enroll in the Graduate School unless accepted into another graduate program.

The Program may deny further registration to students who, while maintaining a GPA of 3.0 or higher, fail to do either of the following:

1. Take the Candidacy Examination by the end of their first seven semesters in the Program, which is typically Autumn semester of their third year.
2. Complete their doctoral requirements within four years following completion of the Candidacy Examination.

X.5  Academic Dismissal

Academic dismissal is the dismissal of a student from the University on academic grounds. A student on a remediation plan or on academic probation whose record continues to deteriorate will be warned that academic dismissal is likely if the record does not improve. Warnings will include performance criteria tailored to the individual student.

A student who is on probation and who does not raise their cumulative GPA to 3.0 or higher at the end of that semester or summer session of enrollment may be dismissed from the University at the discretion of the Graduate School following consultation with the student’s MCDB Program director or co-directors.  At the end of two consecutive semesters or sessions on probation, the student is automatically dismissed from the University unless good standing is achieved.  If there are extenuating circumstances, the Program may petition the Graduate School for an exception to this policy.

A student who has had two unsatisfactory attempts at the candidacy examination or the final oral examination is automatically dismissed from the University on academic grounds.

X.6  Disciplinary Dismissal

Disciplinary Dismissal is the dismissal of a student from the University on grounds of misconduct. Students found to have violated university policy (e.g. prohibitions against academic and non-academic misconduct) may be subject to sanctions up to and including Disciplinary Dismissal.  Policies for the investigation of alleged misconduct are described in Appendix C of the Graduate School Handbook.   As with Academic Dismissal, Disciplinary Dismissal will be noted on a student’s permanent record. Unlike an Academic Dismissal, students dismissed for disciplinary reasons are not able to return to the university.

Rev: October, 2024

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Section XI: Rotations, Advisor and Advisory Committee

XI.1  Committee

First-year students are advised by the Program director or co-director(s) and a first-year advisor who is normally a member of the Graduate Studies Committee.  Students that are conducting laboratory research rotations register for MCDBIO 7780.  Once they have joined a lab, they register for 8999 dissertation research in the home department of their dissertation advisor.

XI.2  Research Rotations

All students are required to do three lab laboratory research rotations during their first year.  The three rotations must be completed with three different faculty members who must be MCDB Mentoring Faculty.  Students may not rotate in the laboratories of faculty who are not Mentoring Faculty in MCDB.  Additional rotations are not automatic and only possible after consultation with, and the approval of the director or co-directors.  At the beginning of each rotation, the student and faculty member must complete and sign Section 1 of the MCDB Rotation Information form. The student is responsible for submitting this form to the MCDB Program Office at the beginning of the rotation.  At the end of the rotation, the student and faculty member must complete and sign Sections 2 and 3 of this form.  The student is responsible for submitting this form to the MCDB Program Office at the end of the rotation.

XI.3  Advisor

Students are expected to select a dissertation advisor by the end of their third rotation.  Advisors must be Mentoring Faculty in the MCDB Program.  This selection must be formalized by completion and submission of the Advisor Agreement form.  The student is responsible for ensuring that this form is completed and submitted to the MCDB Program Office.  Once the Advisor Agreement form has been submitted, the student may begin their training in the advisor's laboratory.  Faculty members are asked not to offer students laboratory positions until the middle of Spring Semester, when the student’s third and final rotation is complete or nearly complete.

Mentoring faculty whose highest degree was awarded by this university may not serve as an advisor for former fellow students, nor may they serve on those students’ candidacy or doctoral examination committees.  Faculty may not serve as the advisor to students who are family members or whose relationship with the advisor might pose a potential conflict of interest.

The advisor has responsibility for designing and overseeing the student’s graduate training and serves as the student’s primary mentor.  In most cases a student will have a single advisor who is the PI of the laboratory in which the student is conducting his or her dissertation research.  In the case of collaborative projects, the student may have different mentors for different portions of their project.  In that case, the mentor that is supporting the student financially shall be considered the student’s advisor of record.  If the financial support of the student is shared between two Mentoring Faculty, then those faculty can be considered co-advisors in which case they both assume all the responsibilities that come with that designation.  However, one advisor must be designated the advisor of record, and that is the faculty member that signs the Advisor Agreement form.

XI.4  Advisory Committee

The Advisory Committee consists of the student’s dissertation advisor plus at least three other faculty.  Committee members are selected by the student in consultation with their Advisor.  All committee members must normally have P-status in the Graduate School at OSU.  At least three of the committee members (including the Advisor) should be members of the MCDB faculty with either Mentoring or Non-Mentoring status.  The fourth committee member, and any additional committee members, may be faculty who hold P-status in MCDB or another graduate program at OSU.  Persons that do not have P-status in the Graduate School at OSU, including faculty at other academic institutions, may only be added with the approval of the MCDB director or co-directors and a petition to the Graduate School outlining the special qualifications and expected contributions of the proposed committee member. 

Once the Advisory Committee is selected, the student is required to inform the Program in writing using the Advisory Committee Selection form. Changes in the composition of the Advisory Committee membership may only occur when absolutely necessary, such as when members become unable to serve due to illness or death, or leave the university, and require Program approval.   Requests to add or remove members of the Advisory Committee should be submitted to the Program in a written statement from the student and his or her advisor.  This statement should be submitted as soon as possible, especially if occurring between the Candidacy Examination and Dissertation.

XI.5  The Role of the Advisory Committee

The Advisory Committee has both a formative and evaluative function.  The committee members are selected for their expertise in one or more aspects of the student’s dissertation research.  The committee functions to mentor the student in their professional and scholarly development, to advise the student on their dissertation research plans, and to provide critical feedback on the student’s ideas and progress.  The committee should meet with the student as a group at least once each calendar year to review and evaluate the student’s academic and research progress but more frequent meetings are encouraged.  Students in their fifth year and beyond should meet with their committee at least twice a year.  The committee also functions to approve the student’s course of study and to conduct the candidacy and doctoral examinations.  Students are also encouraged to meet individually with their committee members as necessary to build the mentoring relationship and seek specific advice.  However, such one-on-one meetings cannot substitute for the annual group meeting.  Decisions of the Advisory Committee are to be conveyed to the MCDB office in writing.

XI.6  Annual Progress Reports

In order to provide our students with regular assessments of their research progress, students must submit an annual progress report each year, starting in Year 2, using the Annual Progress Report form.  This form contains portions that are to be completed and signed by the student and portions that are to be completed and signed by the Advisory Committee and becomes part of each student’s file.  The completed form should be submitted to the Program office by July 31 of each year, along with an updated curriculum vitae.   It is the student’s responsibility to ensure that these materials are completed and submitted on time.  This requires that the student schedule a meeting with their committee sufficiently far in advance to accommodate the committee members’ schedules.

Advisors and other committee members are encouraged to use the Annual Progress Report form to identify strengths and weaknesses and to make specific recommendations for future improvement.   This form is not a rubber stamp and should not be treated as such.  This evaluation process is a great benefit to faculty, students and the Program itself.  Regular progress assessments enhance productivity, improve communication, and align expectations, helping students to become better scientists.  This interaction between student, dissertation advisor and Program is crucial in averting problems arising from lack of communication or other misunderstandings.

XI.7  Changing Advisors

Students should be aware that communication between the dissertation advisor and student is vitally important.  Dissatisfaction with the advisor/student relationship should be voiced when it exists.  Students wishing to change advisors should contact the Program director or co-director(s).  Situations in which changes of advisor are necessary occur infrequently but should be handled in such a way that all parties are aware of possible changes.  This is especially relevant to situations in which students are supported by extramural grant funds while pursuing a change of advisor without the knowledge of the current advisor.

Rev: November, 2020

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Section XII: Candidacy Exam

Passing candidacy is an important milestone in the progress of an MCDB student.  The exam consists of a written portion and an oral portion.  The aim of the exam is to test the student's ability to identify an important area of research, to formulate meaningful and testable hypotheses, to select strategic and feasible methodology, to explain the context (literature and relevant data) of the questions, and to write a coherent and convincing grant proposal that can be defended by the student orally.  Successful completion of this exam is an indication of the student's mastery of concepts and techniques in their general field and their readiness to proceed with their dissertation research.

XII.1  Timing, eligibility and scheduling

Students are encouraged to complete candidacy in their second year and must do so by the end of their seventh semester, which is usually the first semester of their third year in the Program.  Exceptions can only be granted by the director or co-directors and will only be granted in exceptional circumstances.  Failure of a student to pass candidacy by the end of their third year may result in a denial of registration (see Section X). 

To be eligible to take candidacy, the student must have completed the five courses listed in Section VIII and must have a cumulative GPA of at least 3.0.  It is also recommended that students take the grant writing course before taking candidacy. Students who are not in good standing are not eligible to apply for candidacy (see Section X).

At the start of the semester in which the student intends to complete candidacy, the student should submit an Application to Graduate (master's degree, candidacy option) on GRADFORMS as described in Section XIV.3 of this Handbook.  This will ensure that they obtain a master's degree when they pass candidacy.  This is a non-terminal degree and does not impact the progress to the PhD in any way.  The deadline for this application is usually the third Friday of the semester. 

Students must schedule the written and oral portions of the candidacy exam in consultation with their Advisory Committee.  Once the written portion of the exam has been completed, and at least two weeks before the oral exam date, the student must submit an Application for Candidacy Exam on GRADFORMS.  The form requires the following information:

1. The date the written portion of the exam was begun and the date it was completed. The completion date is the date that the written portion was submitted to the Advisory Committee.
2. The date, time and place of the oral exam.  The exam should be scheduled for 2 hours.
3. The names of your dissertation advisor and committee members

The advisor and MCDB Program must approve the Application for Candidacy Exam before it is received by the Graduate School.  All applications for candidacy exams must be received by the Graduate School at least two weeks prior to the oral exam date.  Note that a graduate faculty representative is not assigned unless the candidacy exam is being taken for a second time.

XII.2  Written Examination

XII.2.1  Procedure

1. The written portion of the exam takes the form of a research proposal and should be of sufficient quality to be submitted to a federal funding agency.
2. The process begins with the selection of a topic.  The student may present up to three potential subjects for evaluation by the advisor who will assess their appropriateness. The topics may be related or unrelated to the student's own dissertation research topic. 
3. Once the student and advisor have agreed on a topic, the student will prepare a Specific Aims page (not to exceed one page) outlining the nature and significance of the research problem and the goals and specific aims of the proposed research. At least one of the aims proposed must be a novel aim that is developed by the student independently without any input from the advisor.  None of the aims can be part of any grant previously submitted to a funding agency by the student or advisor. 
4. The Specific Aims page is submitted to the Advisory Committee, which will then communicate with the student and the student’s advisor to approve or disapprove of the aims.  If not approved, the student will be asked to make changes and the process described above is repeated.  A proposal will be judged unacceptable if (a) all or part of the proposal has previously been submitted to a funding agency, (b) it duplicates all or part of another research proposal, or (c) it lies outside the general expertise of the committee members.
5. Upon approval, the student will have four weeks to write the proposal.  The format of the proposal should include an Abstract and Research Plan (Specific Aims, Background and Significance, Introduction, and Research Design and Methods) and Literature Cited.  The proposal (excluding abstract and references) should be no more than 20 pages double-spaced (inclusive of all figures and tables) and fit within the indicated margins.  The abstract, references, and any figure or table legends may be single-spaced.  The document must be written in at least a 12-point font except figure and table legends, which must be at least 10-point font.  Since additional material may not be included in an appendix, all copies of the proposal must contain figures of sufficient size and quality to ensure legibility.  The Abstract and Literature Cited (which should be cited in full) are not included in the page limitations.  All pages must be numbered.  During the writing of the proposal, faculty input should be minimal. In particular, the student's advisor should not have read or evaluated the proposal or the aims page, and should not have otherwise assisted the student in its preparation prior to its submission for evaluation by all committee members.  While faculty input on the scientific content within the document is not allowable, students are encouraged to seek feedback from fellow graduate students and post-doctoral researchers.  Hence, the work must largely represent the student's own thinking, and the student must be prepared to fully defend and justify the proposal orally.
6. A copy of the proposal is submitted to members of the Advisory Committee, who will formulate their evaluation within two weeks.  Each committee member must submit a written evaluation to the advisor on the Candidacy Examination Research Proposal Evaluation form, copying other members of the committee.  The results should be discussed with the student, either individually with each committee member (e.g. to discuss their suggested revisions) or in a formal meeting of the entire committee with the student.

XII.2.2  Evaluation Criteria

The written proposal should be evaluated based on the following criteria.

General:  Sufficient information needs to be included to facilitate an effective review by committee members without requiring them to refer to the literature.  The proposal should be specific, informative, and avoid redundancies.  Reviewers consider brevity and clarity an indication of the applicant's approach to a research objective as well as their ability to conduct a superior research program.

Abstract:  The abstract should be printed single-spaced in the appropriate box and contain a summary of the research proposal, including its goals, methodology, and significance.  It should provide a clear, concise description of the proposed research.

Specific Aims:  The specific aims of the proposal and hypotheses to be tested should be clear, well defined, and concise.  The aims should lead to the formulation of testable hypotheses rather than being more descriptive in nature.  The choice of the aims should reflect a critical analysis of the problem.

Background and Significance:  This section should provide the reviewer with sufficient background to establish the context of the research and put it in perspective.  The background should be relevant to the research proposed rather than being an exhaustive survey of the entire field.  The significance of the research needs to be stated so as to justify the proposed work.  Why is this particular proposal important and deserving of funding?

Research Design and Methods:  The experiments should be well planned and likely to succeed.  Rather than listing a series of techniques to be used, explain how the selected experimental design and procedures will lead to a test of the hypotheses.  Do not give cookbook recipes for the methods proposed; instead provide only sufficient information for the reviewers to evaluate their appropriateness.  Emphasize and justify the questions being asked and ensure that the proposed experimental approaches are appropriate to answer them.  Indicate how the data will be analyzed, including statistical tests.  Provide pitfalls and limitations of the approaches, as well as alternative strategies.

Literature cited:  Each citation must include the names of all authors, title of the paper, name of the book or journal, volume number, page numbers, and year of publication.

XII.2.3  Grading the written exam

PASS - No revisions required:  A superior proposal, combining a well-designed, well-chosen, timely project with a well-designed and well-reasoned approach to the research.  The proposal is appropriate for oral defense as written.  The student should proceed with scheduling the oral portion of the exam, which must be completed within four weeks of approval of the written proposal.

PASS - Minor revisions required:  A very good proposal containing minor flaws.  The proposal may contain minor scientific errors in experimental design, poor composition or organization, confusing text, etc.  The student should revise the proposal within two weeks as indicated on the evaluation form.  The student may decide to meet personally with specific committee members expressing concerns, who should evaluate and approve the revised proposal prior to its re-submission to all committee members for final approval.  To ensure that all students are examined in a uniform manner, only one round of revisions is allowed.  The student should then proceed with scheduling the oral portion of the exam.

PASS - Significant revisions required:  The proposal is reasonable but contains serious flaws.  The proposal may be meritorious but poorly justified, the research may be acceptable but unexciting, or there may be significant flaws in the research design, which can nonetheless be rectified without jeopardizing the outcome of the project.  The research problem may be trivial but could be modified to address a challenging question.  Alternatively, the question may be acceptable but the proposed approaches may be unlikely to rule out alternative explanations/interpretations.

If at least two committee members grade the proposal in this category, the entire committee will meet to discuss the situation.  Once the extent of the modifications are agreed upon, the student will be informed and allowed no more than two weeks to complete the revisions. The modified proposal should be resubmitted to the entire committee for re-evaluation.  As above, only one round of revisions is allowed.  Once revisions are judged satisfactory, the student should proceed with scheduling the oral portion of the exam.

FAIL – Unacceptable:  The proposal is unacceptable.  It contains serious misconceptions or is fatally flawed.  The basic premise or experimental approach is faulty.  The experiments proposed are unreasonable or implausible.  The proposal cannot be salvaged without major changes. 

If only one member of the committee ranks the proposal as unacceptable, the entire committee should meet to determine if the dissenting committee member can be convinced to consider revisions to the proposal.  If so, the process will proceed as in "significant revisions required".  If not, the procedure in the next paragraph applies.

If two or more members find the proposal to be unacceptable, the student will be advised that the committee sees "no possibility for a satisfactory overall performance on the Candidacy Examination”.  In this event, the student may waive their right to take the oral examination (Section 7.4 of the Graduate School Handbook) by submitting a written statement requesting a waiver to the Advisory Committee, which will then record the results of the examination with the Graduate School as "unsatisfactory".

The Advisory Committee cannot deny a student the opportunity to take the oral portion if they so wish.  If the student wishes to proceed with the oral exam, the evaluation will be based on both the written and oral portions.  If that examination is judged unsatisfactory, the Candidacy Examination Committee must decide whether the student will be permitted to take a second Candidacy examination and must record that decision on the Candidacy Examination Report form (Section 7.6 of the Graduate School Handbook).  If permitted, the student must then prepare an entirely new proposal and repeat the procedure outlined in 1-6 above.  In accordance with Section 7.6 of the Graduate School Handbook, the Candidacy Examination Committee for the second examination must be the same as for the first examination unless the dean of the Graduate School approves a substitution, and no student may take the Candidacy Examination more than twice. Students who are judged unsatisfactory after two examinations will not be permitted to be a doctoral candidate in the MCDB Program or in any other OSU graduate program.

XII.3  Oral Examination

The candidacy examination is conducted by the candidate's Advisory Committee and must be held within 4 weeks of their approval of the written proposal.  If the examination is being taken for the second time, a Graduate Faculty Representative will also be assigned.  The candidate is responsible for arranging a time and venue for the oral exam and for filing the Application for Candidacy Exam form with the Graduate School at least two weeks in advance (see Timing, Eligibility and Scheduling above).

The oral exam will be preceded by a brief (no more than 30 minutes) presentation by the candidate to the committee of the core ideas and approach of the proposal.  This presentation should focus on the hypothesis, specific aims, and experimental design.  Questioning by the committee should wait until the oral exam has begun; the oral portion will last no more than two hours and commences immediately after the candidate has completed his/her presentation.  The Committee will question the student on the content of the proposal and on any subjects directly or indirectly related to it, including techniques, literature, background etc.  This format will further serve to test the student's knowledge of the core curriculum of the MCDB Program.

Some generality must be included in the questions asked in the oral examination, and sufficient time should be set aside so that each member of the Committee has the opportunity to ask and pursue questions of a more general nature.  The time given over to general questioning should not be less than 30 minutes.

Before the exam, the advisor should briefly discuss the committee’s evaluation of the written proposal (in the absence of the student).  This should give a clear indication of where the candidate stands on the basis of the written examination.  The advisor should chair the examination and should explain the format of the exam to the committee members.

During the two hour oral examination, the student may use previously prepared materials only if the content is too complicated or detailed to reproduce during the examination (e.g. complex designs of experimental apparatus, detailed graphs and figures, etc.).  The use of such materials also requires the approval of the committee.

The oral and written portions are considered one exam.  It is possible that one of the portions could be judged unsatisfactory but counterbalanced by a sufficiently good performance on the other portion to obtain an overall satisfactory grade.  However, committee approval must be unanimous.

Rev: April, 2024

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Section XIII: Dissertation and Final Oral Exam

It is the goal of the Program that MCDB students publish their work in peer-reviewed journals and graduate within 5 years.  To this end, students must meet early and often with their Advisory Committee and each meeting should include a discussion of goals and timelines for publication and graduation.

When students are ready to graduate, they must prepare and submit a dissertation, known as the dissertation draft, and then defend it orally in the Final Oral Examination.  After the oral examination, the Dissertation Committee may request revisions to the dissertation document.  To graduate with a PhD, the final document must be approved by all members of the Dissertation Committee and all members of Dissertation Committee including the Graduate Faculty Representative must agree that the student passed the Final Oral Examination.

XIII.1  Application to graduate and degree requirements audit

A student must complete and submit the Application to Graduate form on GRADFORMS by the Graduate School’s deadline. At the same time, the student must complete and submit a Degree Requirements and Audit form to the MCDB office.  The application to graduate will not be approved by the program until this form has been received.  The application to graduate is valid for that autumn or spring semester or summer term only. Submitting the application indicates that the student expects to complete all degree requirements by the end of that semester or term. It must be submitted by the student and approved by the dissertation advisor and Program director or co-directors. Students must have completed all the required coursework and electives (see Section VIII) before they submit their application to graduate.

XIII.2  Expectations for publication

The Program expects that MCDB students will generate original findings of sufficient quality and rigor to be published in peer-reviewed journals and that this should include at least one paper on which the student is first author or co-first author, and preferably more.  Students and the Advisory Committee should set goals for publication prior to graduation.

XIII.3  Timeline

When a student is ready to prepare their dissertation, they should consult with their Advisory Committee to establish their availability to read and approve the dissertation and then conduct the Final Oral Examination.  After submitting the dissertation draft, the student should allow their Advisory Committee at least two weeks to read it.   After reviewing the document, the committee may approve it or they may request revisions.  Once approved by all members of the committee (unanimous approval is required), the student may submit the Application for Final Exam on GRADFORMS.  If the student wishes to graduate that same semester, then the dissertation must be submitted to the Advisory Committee at least two weeks before the Graduate School’s deadline for submission of the Application for Final Exam. A committee member’s approval of the dissertation draft means that they judge it to be of sufficient merit to warrant holding the Final Oral Examination.

The final copy of the dissertation must be submitted to the Graduate School within five years following the successful completion of the Candidacy Examination.  If not, candidacy is cancelled and must be repeated.

XIII.4  Preparation of the dissertation

The dissertation is a scholarly contribution to knowledge in the doctoral candidate’s area of specialization. In researching and writing a dissertation, the doctoral candidate is expected to demonstrate a high level of knowledge and the capability to function as an independent scholar in their discipline.

A copy of the dissertation draft must be submitted electronically to the Graduate School for format review at the time the Application for Final Exam form is submitted. The dissertation must conform to Graduate School format requirements as described in the document preparation guidelines available on the Graduate School website.  Students are responsible for familiarizing themselves with these requirements and for ensuring that they are adhered to. 

The dissertation should be of a caliber similar to that expected of an article submitted to a peer-reviewed journal. Documents that are missing tables, graphs, citations, chapters or sections, etc., are considered incomplete and cannot be reviewed or defended. The student is responsible for ensuring that the information contained within the dissertation is original, complete, and does not include material that could be considered academic misconduct.

XIII.4.1  Published and/or collaborative work

The doctoral dissertation must reflect the independent scholarship and work of the student.  However, science is collaborative and our students are expected to publish so it is expected that the dissertation may include work that is published and/or to which others have contributed.  In such instances, the student must clearly identify their own contributions and identify and acknowledge the contributions of others.

Published papers on which the student is the first or co-first author may be included as a dissertation chapter essentially as published or as submitted for publication or they may be modified.  In such instances, the published papers should be incorporated in such a way as to make a unified, complete document and should comply with the following:

1. Each published paper should represent a distinct Chapter.
2. The text should be reformatted and the figures renumbered to be consistent with the formatting of the rest of the dissertation and to meet the Graduate School dissertation formatting guidelines.
3. The first page of the Chapter should include a complete citation that lists all authors of the published paper and an author contribution statement that explains the specific contributions of each author to the experimental design, data generation, figure preparation and writing. 

Students are encouraged to add additional data or writing that might not have been included in the published paper due to space limitations or other constraints, where applicable.

Data from published papers on which the student is not a first or co-first author, or data that was obtained collaboratively, may be included in the dissertation.  In such instances, the Chapter should be written by the student and proper attribution to the published or collaborative data must be provided in the figure legend, including an explanation of the student’s contribution to the experimental design, data generation and figure preparation.  If the work is published, it should always be accompanied by a citation.

XIII.4.2  Introduction and Discussion

In addition to the data chapters, the dissertation must include an Introduction and Discussion, which should be separate chapters. These should be written solely by the student and should represent their independent scholarly analysis.

The Introduction should be a scholarly overview of the field.  It should demonstrate the student’s command and understanding of the literature and should be accompanied by a bibliography that reflects the breadth of the student’s reading and mastery of the field.  Examples of this include diagrams, schematics and/or tables that synthesize and summarize the current body of knowledge as it relates to the dissertation topic, and a discussion that places the dissertation research in an appropriate historical and intellectual context.

The Discussion should present the principal conclusions arising from the student’s work. It should include a critical discussion of the data presented in the context of the published literature.  Examples include a balanced consideration of the strengths and weaknesses of the data, a consideration of caveats or alternative interpretations, as well as unresolved questions and future directions.  It should not simply repeat the conclusions of earlier chapters but should tie together the various chapters and offer unique insight and interpretation beyond what was presented in those chapters.

XIII.5  Dissertation Committee

The Advisory Committee serves as the Dissertation Committee and is responsible for reviewing and approving the dissertation.  The Graduate Studies Committee wishes to emphasize the importance of continuity in the composition of the Advisory Committee.  Thus, it is expected that this committee should remain unchanged from the candidacy exam to the dissertation defense.  Changes should only be made if absolutely necessary, e.g. if a committee member leaves the Program or the University or becomes otherwise unable to serve.  If a change is to be made, the student and his/her advisor must notify the Program in writing as soon as possible, and absolutely no later than the point at which the student submits their application to graduate.

XIII.6  Final Oral Examination

The final oral examination tests the doctoral candidate’s originality, independence of thought, and ability to synthesize and interpret data, as well as the quality of the research presented.

Responsibility for conducting and evaluating the final oral examination rests with the Final Oral Examination Committee which is composed of members of the Advisory Committee plus a Graduate Faculty Representative, who is appointed by the Graduate School.  The advisor serves as chair of the Final Oral Examination Committee.

To schedule the final oral exam the doctoral candidate must submit an Application for Final Examination on GRADFORMS and have this approved by each Advisory Committee member at least two weeks before the proposed defense date. After the Final Oral Examination Committee has been approved by the Graduate School and the Graduate Faculty Representative has been assigned, links and instructions for how to complete the Report on Final Examination and Report on Final Document in GRADFORMS are shared with the examination committee by email.

The final oral examination should take place on the OSU campus during university business hours, Monday through Friday.  Prior to the oral examination, the doctoral candidate is required to present their dissertation research in a one-hour public seminar.  This seminar should be held immediately before the oral exam and should be scheduled at least two weeks in advance, with announcements circulated to students and faculty.

Immediately following the public seminar, the Final Oral Examination Committee meets with the candidate to conduct the oral examination.  The exam is closed to the public and only attended by the candidate and the committee.  The exam may last to up to two hours and not less than one hour. 

The exam is expected to focus on the dissertation but is not limited to this topic. For example, the examiners may address principles and historical perspectives or general knowledge in addition to the data presented. The candidate will be expected to demonstrate a command of the relevant published literature and an ability to critically evaluate their data in that context.  The candidate should be able defend the rationale and significance of their work and to justify their conclusions.  Lastly, the candidate should demonstrate an understanding of fundamental concepts related to their research or arising from their work.

All members of the Final Oral Examination Committee including the Graduate Faculty Representative must be present throughout the exam.  If one member has to leave temporarily, the examination must temporarily halt.  Procedures for video conferencing, postponement of halting an oral exam in progress are described in Section 7.9 of  the Graduate School Handbook.

Immediately after the examination has concluded the Final Oral Examination Committee meets in the absence of the candidate and decides the result examination result by means of a vote.  All committee members are expected to participate fully in questioning during the course of the examination and in the discussion of, and decision on, the result.  For a candidate to pass the exam, all committee members must be in agreement.  If one or more members of the committee judge the performance to be unsatisfactory, the committee may allow a second examination to be scheduled. Failure of a second examination will result in ineligibility for an MCDB graduate degree.

XIII.7  Graduate Faculty Representative

The Graduate Faculty Representative must be present for the entire duration of the oral examination and is a full voting member of the Final Oral Examination Committee.  The Graduate Faculty Representative should be invited to ask questions and has the right to ask at least one question. The purpose of the Graduate Faculty Representative on the Final Oral Examination Committee is:

1. To assess the rigor of the examination process.
2. To assess the fairness, professionalism and integrity of the examination process.
3. To assess conformity to rules of the Graduate School (e.g., duration of the exam, adequate time for questions by the committee members).

The Graduate Faculty Representative renders an opinion based on their observation of the exam and reports a judgment to the Graduate School once the final oral examination is completed through an evaluation form on GRADFORMS.  The Graduate Faculty Representative may attend the public seminar but is not required to do so.

Rev: January, 2022

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Section XIV: Master's Degree

The Program offers a Master’s degree, but this is only available to students that have already been accepted into the doctoral program.  Since the Master’s is a non-terminal degree, students can graduate with a Master’s degree and then proceed with their PhD dissertation research without interruption.  Graduation with a Master’s also provides a possible exit route for students who opt to leave the Program following a decision not to pursue a doctoral degree, while still acknowledging their advanced study and research.  The master’s examination is taken after submitting the Application to Graduate on GRADFORMS during the autumn or spring semester or summer term in which the student plans to graduate. A student must be registered for at least three graduate credit hours at the time the examination is taken. The Program offers three possible routes to obtaining a Master’s degree, which are explained below.

XIV.1  Thesis option

In addition to all requirements in Section 6.4 of the Graduate School Handbook, candidates for MCDB Master’s degrees must:

1. Complete the required courses and electives in the MCDB curriculum as described in sections VIII.1 and VIII.2 in Section VIII of this Handbook. One exception is that Master’s candidates do not need to have completed all six semesters of the MCDBIO 7890/7891 and MCDBIO 7990 seminar courses as long as the number of semesters completed equals the number of Autumn and Spring semesters that they have been in the program.
2. Complete a minimum of 30 graduate credit hours of courses
3. Complete a thesis detailing acceptable research results
4. Undergo a final Master’s oral examination

Students opting for the thesis Master’s degree must complete the requirements within six calendar years of entering the Program.

The format and length of the thesis is decided by the Master’s Examination Committee, which consists of the student’s advisor (chair) and at least two other members of the MCDB faculty, who would normally be on the student’s Advisory Committee.  This committee is responsible for reviewing and approving the thesis and also conducting the oral exam.  A final draft of the thesis should be submitted to the committee at least two weeks prior to the oral examination.  The thesis draft must be approved unanimously by the committee prior to the oral examination.  The committee’s approval may be conditional upon specific changes to the text of the thesis.

The time and date of the examination is determined by the advisor, in consultation with other committee members and the candidate.

The oral examination should last at least one hour and not more than two hours. The exam should begin with a brief research presentation (not more than 30 minutes).  This will be followed by questions from the Committee.  Although the examination is primarily a defense of the thesis, questions of a more general nature may also be asked. Procedures for video conferencing, postponement of halting an oral exam in progress are described in Section 6.2 of  the Graduate School Handbook.

A positive decision requires a unanimous vote of the examination committee.  If the outcome is judged to be unsatisfactory, a second final examination and defense with the same committee may be scheduled with the permission of the examination committee.  Failure of a second examination will result in ineligibility for an MCDB graduate degree.

XIV.2  Non-Thesis option

Candidates for a non-thesis Master’s degree must:

1. Complete the required courses and electives in the MCDB curriculum as described in sections VIII.1 and VIII.2 in Section VIII of this Handbook. One exception is that Master’s candidates do not need to have completed all six semesters of the MCDBIO 7890/7891 and MCDBIO 7990 seminar courses as long as the number of semesters completed equals the number of Autumn and Spring semesters that they have been in the program.
2. Complete a minimum of 30 graduate credit hours of courses
3. Undergo a final written and oral examination

The non-thesis Master's examination includes a “closed book” four-hour written portion and a one-hour oral portion.  The time and date of the examination is determined by the advisor, in consultation with other committee members and the candidate. The two portions of the exam do not have to be scheduled on the same day. 

The content and scope of the exam is determined by the Master’s Examination Committee, which consists of the student’s advisor (chair) and at least two other members of the MCDB faculty, who would normally be on the student’s Advisory Committee.  The written portion of the exam may consist of questions on general areas of biochemistry and molecular, cellular and developmental biology.  Alternatively, it may take the form of a paper describing research accomplished by the student.  In either case, the purpose of the exam is to determine the student's proficiency in the subject and the student's ability to integrate information and to solve scientific problems.  Procedures for video conferencing, postponement of halting an oral exam in progress are described in Section 6.2 of  the Graduate School Handbook.  The candidate must pass both the written and oral portions of the exam, each of which requires a unanimous vote of the committee. 

XIV.3  Master’s Degree based on Candidacy

Students may also apply to graduate with a Master’s degree based upon satisfactory performance on the Ph.D. Candidacy Examination.  The Application to Graduate should be submitted the same semester that the student intends to take the candidacy exam.  No prior approval is required for this, providing that the student is in good standing and has met the following criteria:

1. Complete the required courses and electives in the MCDB curriculum as described in sections VIII.1 and VIII.2 in Section VIII of this Handbook. One exception is that Master’s candidates do not need to have completed all six semesters of the MCDBIO 7890/7891 and MCDBIO 7990 seminar courses as long as the number of semesters completed equals the number of Autumn and Spring semesters that they have been in the program.
2. Complete a minimum of 30 graduate credit hours of courses
3. Passed candidacy within the past 5 years (i.e. the candidacy has not expired)
4. The student does not already hold an equivalent master’s degree in the same field

Rev: December, 2023

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Section XV: Petitions and Grievance Procedures

XV.1  Petitions

A student may petition for relaxation of, or modification to, any rules in the MCDB Program handbook by submitting a written petition to the MCDB Program office. Such a petition by a student should be accompanied by a letter of support from the student’s first-year advisor or dissertation advisor.

XV.2  Grievance Procedures

Occasionally, conflicts may arise either between graduate students or between students and faculty and/or staff members. Sincere attempts should be made to resolve conflicts among the involved parties before any grievance policy is activated. If that fails, a student may reach out to one or both of the MCDB Program directors, who will endeavor to facilitate a resolution.
 
If a grievance remains after exhausting the informal process between the involved parties, the person having the unresolved complaint may file a written grievance with the MCDB program office. The following protocol will be used:

1. The Graduate Student Grievance Committee (GSGC) will be formed and convened ad hoc when cases arise.  It will be comprised of the Program Director(s) plus the Program Manager and four other members of the MCDB Graduate Studies Committee who will be selected by the Director(s).  The committee will not include anyone directly involved in the case and will not include anyone that could be perceived as having a conflict of interest in the case.  
2. One of the MCDB Graduate Program Directors will chair the GSGC, unless personally involved, in which case they will be excluded from all deliberations on the matter.  If both Directors are excluded, the GSGC will select the chairperson by majority vote.
3. The chair of the GSGC will set a hearing date no later than two weeks after the grievance statement is received.
4. At least 72 working hours prior to the hearing, the chair of the GSGC will provide to all parties a written statement of the specific grievance, a notification of the time and place of the hearing, and copies of documents relevant to the grievance hearing.
5. Each party will appear in person to present his or her case.
6. The chair will preside over the hearing and determine all procedural matters. This is an administrative proceeding and, therefore, the formal rules of legal procedure do not apply.
7. All parties will be entitled to an expeditious hearing.
8. The final decision of the GSGC will be reported in writing to the parties involved no later than two weeks after the hearing. The report on this decision will also include a statement concerning the validity of the complaint.
9. Throughout this process the GSGC will attempt to mediate a mutually acceptable resolution whenever possible.
10. Cases not resolved at this level will be referred to the Graduate School, and formal grievance procedures shall be activated as described in Section 9.5 of the Graduate School Handbook.

Rev: December, 2022

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