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Graduate Student Forms

First Guidance Committee/Oral Subject Exam/Comprehensive Exam

Prior to holding your first guidance meeting and oral subject exam (these are usually combined), students must submit their GradPlan, listing their committee members.  The membership of the committee must be approved before the public announcement is sent out/or committee meeting held.  A job aid for utilizing the new GradPlan can be found at here.

To send out the public announcement - Send the following information to the PA Graduate Program Secretary the following information 2 weeks PRIOR:
Name, Date, Time, Room/Zoom link and passcode, Title and Abstract of the presentation, and Committee Members (please mark the chairperson with an asterisk)

Starting Fall 2022, students who hold their oral subject exams should prepare copies of the evaluation/rubric form (link below) for all members of the guidance committee members (required) and for the other other members of the audience (optional - please discuss with advisor). These forms should be handed out prior to the oral subject exam (title and abstract printed on the back), so that committee members (and audience, if requested) can return the forms to the advisor at the end of the oral subject exam. The student should use the rubric as a tool to prepare for the oral subject exam (it basically provides a check list) and the student and advisor can review feedback by the committee (and audience) together with the goal to identify strengths and weaknesses. 

Upon completion of the first guidance committee meeting, the first guidance committee report forms (link below) must be saved in 1 PDF along with approvals from all committee members (physically signed, digitally signed or email form) and sent to graduate program director, who will review, sign and forward to PA graduate coordinator for processing. Usually, for graduate students in physics, the first guidance committee also serves as the oral subject exam and constitutes the completion of the comprehensive exam requirement. Therefore, the student must also complete the comprehensive exam completion form for physics and send to the PA Graduate Program Secretary. For graduate students in astronomy and astrophysics, the completion of the comprehensive exam is marked by the second-year project and the completion of required course work and recorded by the comprehensive completion for for astronomy and astrophysics. Both of these forms are linked below. 

It is also the responsibility of the graduate student to maintain their GradPlan in Campus Solutions and follow up with their committee members as needed. 

Second and later guidance committee meetings 

For second and later guidance committee meetings, please use the following form, which must be saved in 1 PDF along with approvals from all committee members (physically signed, digitally signed or email form) and sent to graduate program director, who will review, sign and forward to PA graduate secretary for processing.

PHD Completion form & Graduate School Forms

Upon successful completion of PhD Thesis Defense, form must be saved in 1 PDF along with approvals from all committee members (either digitally signed or email form) and sent to PA graduate secretary for processing and recording in GradPlan.

PhD Completion Form

Additional information regarding Electronic thesis and dissertation submissions can be found at the The Graduate School

The Graduate School does have some  paperwork that is required in order for your Ph.D. degree to be conferred by the Department, NatSci, Graduate School and Registrar's Office:
New ETD Approval Form
IRB letter
Doctoral students Exit Survey
SED Survey
(Michigan State University REQUIRES verification of completion of the survey)

PHY800 Form

Starting Fall 2022, students taking PHY800 should fill out section A of the PHY800 planning and feedback form (link below) together with their PHY800 mentor at the beginning of the semester and section B at the end of the semester.  The completed form should be sent electronically to the graduate program director and coordinator no later than the Monday of finals week in order for credits to be awarded for taking PHY800.

PHY800 Planning and feedback Form

Form for Developing Shared Expectations and Goals

Starting Fall 2022, students who have not yet passed their comprehensive exam should complete the "Developing Shared Expectations" form within one semester of choosing a (tentative) advisor. For students who have already passed the comprehensive exam, completion of this form one time is recommended, but not required, unless students change advisor. If students change advisor, the form should be filled out with the new advisor within one semester. Until the guidance committee is formed, students and advisors should review the form and update where necessary at least once per year. After completing or updating the form, it should be submitted to the graduate program director and coordinator.

To complete the form, it is best if the student and advisor meet after having considered the different questions independently so that the meeting is efficient and all topics identified by the student and advisor can be addressed and included. It is perfectly reasonable to add items not specifically listed and the documentation added at the end of the form might be useful for that purpose. It might also be the case that some of the questions are not relevant.

Developing Shared Expectations and Goals Form