Department of Pharmacy Administration

College of Pharmacy
masthead

Policies & Procedures

POLICY MANUAL FOR THE ADMINISTRATION OF GRADUATE PROGRAMS1,2

Department of Pharmacy Administration
College of Pharmacy

University of Illinois at Chicago

2006-2007

1Adapted in part from the Department of Pharmacy Practice Graduate Program Policies and Procedures Manual, Purdue University, W. Lafayette, IN. 2Adapted in part from the University of Illinois at Chicago Graduate College Catalog, 2003

NOTE: Appendices are NOT attached to this online document.  A printed version of this manual, including appendices, will be provided to newly-admitted students upon arrival on the UIC campus.

CONTENTS

SECTION 1: Philosophy of Graduate Studies in
Pharmacy Administration at the University of Illinois at Chicago

SECTION 2: Admission-Related Policies

SECTION 3: Performance-Related Polices, Governing Body, and
 Program Components

SECTION 4: Program- Related Policies

SECTION 5: Office-Related Policies

SECTION 6: Additional Sources of Information Regarding
 Policies and Procedures

SECTION 1

Philosophy of Graduate Studies in Pharmacy Administration

The University of Illinois at Chicago

Introduction and Overview

Pharmacy administration is a dynamic field that applies approaches from management science, economics, and the social sciences to issues in health care that relate to pharmacy, pharmacists, and pharmaceuticals. Research in pharmacy administration may be theoretical or applied and is often interdisciplinary in nature, encouraging collaboration across the health sciences and other fields. Researchers in pharmacy administration may initiate studies of new or existing pharmaceutical products and services; pharmaceutical policy; medication compliance; rational drug use; drug distribution; socioeconomic and cultural issues related to drug use; evaluate health care intervention in terms of economic, humanistic and clinical outcomes; pharmacist-patient communications; and the role of pharmacist in managed care. As educators and researchers, a key role of scholars in pharmacy administration is to bridge the academic experience of professional program students with tools to confront and adapt to issues faced by pharmacists in practice. The dynamic nature of the health care system and the role of the pharmacist and pharmaceuticals are such that the definition and scope of pharmacy administration as a discipline will continue to evolve.

 

The UIC Department of Pharmacy Administration provides opportunities for advanced study and research in the social, behavioral, and administrative sciences and in pharmaceutical education. Research within the Department is directed toward strategies for evaluating and improving the quality of patient care on the basis of economic, clinical, and humanistic outcomes; safe and rational medication use; engagement of public policy related to pharmaceutical services and agents; and the development, implementation and evaluation of innovative instructional methodologies to enhance pharmacists’ abilities to provide pharmaceutical care. This research is facilitated through strong relationships with government agencies, managed care pharmacy groups, health maintenance organizations, pharmacy benefit managers, pharmaceutical manufacturers, and national and international university-based researchers. Thus, the Department of Pharmacy administration supports the educational, research, service and entrepreneurial goals of the university by drawing from the areas of communications, decision and information sciences, economics, education, law, management, marketing, psychology, public health, public policy, sociology, and urban planning.

 

The faculty of the Department of Pharmacy Administration at the University of Illinois at Chicago is one of the largest and most diverse faculties of Pharmacy Administration in North America. Along with the full-time members, adjunct faculty members from government, industry and pharmacy practice, as well as other colleges at the University, provide complementary expertise. Various libraries, computer facilities, research laboratories, and a 424-bed teaching hospital are located on campus. The University of Illinois Medical Center is situated within the West Side Medical Center, one of the largest concentrations of health resources in the nation. The College of Pharmacy is part of the University’s Health Sciences Center, which contains Colleges of Medicine, Nursing, Dentistry and Applied Health Professions, as well as the School of Public Health. The atmosphere is one of a strong intellectual community of scholars and students within which to pursue graduate education.

 

Prospective graduate students in Pharmacy Administration may anticipate that one of the four degree programs will correspond closely to their educational objectives:

  • Master of Science (M.S.) in Pharmacy.
  • A joint program option for currently enrolled doctor of pharmacy students at the UIC College of Pharmacy. The M.S. or Ph.D. program requirements can be pursued as electives during the four-year doctor of pharmacy studies, with ongoing course work to be pursued after earning the Pharm.D. as needed.
  • The Doctor of Philosophy (Ph.D.) in Pharmacy.
  • Master of Business (M.B.A.) with specialization in Pharmacy Administration. This degree program does not require that students undertake original research in the form of a thesis.

These four programs (M.S., Ph.D., M.B.A., Pharm.D/M.S./Ph.D.) offer opportunities for individualized work to meet the special needs of each prospective student. Because many courses are common to all four programs, most of the credits from the M.S. or M.B.A. may be applied toward the Ph.D. degree requirements.

 

Detailed Description of Program Objectives and Philosophy

A.         The overall objectives of the graduate program in the College of Pharmacy at the University of Illinois at Chicago are:

1.          To provide an analytic, integrative, and expositional educational program of such scope and quality that graduates will develop the background, confidence, and capacity to undertake creative and independent research in all areas of science relevant to pharmacy.

2.          To equip clinical and basic science graduates with a breadth of knowledge and skills to enable them to function in a teaching capacity in one or more areas of science relevant to pharmacy.

3.          To develop the ability to evaluate research endeavors critically and to communicate scientific thought effectively both orally and in writing.

B.         The overall objectives of the research program in the College of Pharmacy at the University of Illinois at Chicago are:

1.          To advance knowledge in all areas of science relevant to drugs, their development, manufacture, distribution, and appropriate use.

2.          To apply basic drug-related knowledge to the health problems of all people.

3.          To develop projects and new approaches which demonstrate and evaluate costs, health care effectiveness, and systems effectiveness in providing pharmacy services as an integral component of overall patient care.

4.          To develop improved approaches to the school’s teaching and service programs.

C.         Philosophy for graduate study in the Department of Pharmacy Administration

The philosophy characterizing the graduate program in Pharmacy Administration centers on a desire for excellence and a vision for leadership and managed strategic development. The faculty strives to maintain a research agenda that is integrally involved with maximizing the potential advancement of the profession. Frequently, research is collaborative in nature and its success is the result of interdisciplinary effort and shared experience. Students graduating with an advanced degree from the Department of Pharmacy Administration are nurtured to embrace the concept of “reflective thinking.” That is, they are encouraged to seek and undertake initiatives actively that are non-traditional and more “risky,” but that hold the greatest potential for the expansion of their professional role and the extension of their personal horizons. For students who have the doctor of philosophy as their degree objective, Appendix A outlines the purpose of a doctoral research program. Specific details related to both the M.S. and Ph.D. programs are found in Section 3 of this manual.

D.         Philosophy of the graduate program and student development in the Department of Pharmacy Administration at the University of Illinois at Chicago

1.          The education, research and service activities of the Department of Pharmacy Administration are directed toward advancing patient health care and health care systems particularly through the profession. The goal of the Department Graduate program is to prepare future leaders in pharmacy research, education and practice. The Department’s graduate program, as an essential component of this mission, is directed toward the education and development of students in principles and techniques of research dealing with problems in the behavioral, clinical, legal, social, political, administrative, economic and educational aspects of pharmacy. These programs also encourage students to develop sound teaching techniques through appropriate coursework and supervised experience.

2.          Student growth is fostered through the various components of the graduate student’s experiences including: coursework selected in the Plan of Study; graduate seminar; teaching assistantship responsibilities; introduction to research experiences and research assistantships; mentorship by the major professor; professional colleagueship and collaboration with faculty and graduate students; guidance and learning in the formal Masters thesis and Doctor of Philosophy dissertation projects; and participation in professional meetings.

3.          Faculty responsibility to support a dynamic graduate program which aspires to achieve these stated purposes includes an ongoing effort in scholarship, teaching, mentorship, program administration, and generation of funds to support stipend and other program expenses which exceed Department direct support from the University.

4.          Student responsibility for personal growth toward the program goals includes a full-time work commitment within the program’s overall components. In this context, a particular goal for each student should be enhancing individual capacity to pursue multiple responsibilities as a professional through planning and time management, priority setting, and regular self-evaluation in relation to goals.

5.          A general plan (Appendix B) reflects the Department’s intent regarding evolution in graduate student appointments and student progression guidelines for optimal progress toward the program goals for each student. Unique circumstances may enable acceleration or may necessitate extension in this general timetable for individual students.

6.          State-funded teaching assistantships (TAs) reflect the University’s support for the Department’s teaching and graduate program goals. The number of TA appointments funded in this way varies from year-to-year based on budgetary constraints but has recently included approximately six 50% TA positions.

a.          TA assignments provide financial support in the form of stipends and tuition waivers for graduate students.

b.          TA assignments provide essential administrative and instructional support to Departmental faculty and undergraduate students. As such, responsible and timely completions of activities assigned by supervising faculty are essential.

c.          TA assignments help graduate students develop an appreciation for the importance of those particular courses in the college’s educational plan and as opportunities for their self growth.

d.          TA assignments are designed to allow the graduate student some creative development opportunities within the course, while recognizing that there are certain routine aspects of each assignment.

e.          TA assignments should encourage an openness that allows for the exchange of ideas between the TA and the supervising faculty member(s) regarding course content and structure.

7.          Fellowships or research assistantships (RAs), acquired through competitive application by graduate students, faculty or through extramural funds generated by faculty research and service effort, provide stipend support for all RA appointments.

E.          Summary of the graduate programs offered through the Department of Pharmacy Administration at the University of Illinois at Chicago

Graduate programs are offered leading to the Masters and Doctor of Philosophy degrees in Pharmacy with a specialization in Pharmacy Administration. These programs are  directed toward the education and development of students in principles and techniques of research dealing with problems in the behavioral, clinical, legal, social, political, administrative, economic and educational aspects of pharmacy. These programs also encourage students to develop sound teaching techniques through appropriate coursework and supervised experience.

Faculty and Graduate Student Research Areas: Research directed toward advancing the goals of the Department is carried out in several related areas.

1.          Pharmacoeconomics and Outcomes Research

2.          Health Policy and Pharmaceutical Health Services Research

3.          Pharmacy Education Research

These categories are intended to be inclusive, among others, of social-behavioral pharmacy and pharmacoepidemiology.

Department Faculty: The Department includes 7.25 professorial faculty and professional staff with advanced training and expertise in pharmacy administration, health policy, social and behavioral science, economics and educational program development and evaluation.  Further, the Department has numerous Adjunct Faculty who participate actively in research projects of the Department.

SECTION 2

Admission-Related Policies

Admission to the graduate programs in the Department of Pharmacy Administration is limited to applicants who have demonstrated a high level of academic performance during their undergraduate and/or professional education and to pharmacists demonstrating a high level of performance in professional practice. In making admission decisions, the Department considers academic quality, availability of support, relevance of the applicant’s preparedness to embrace Departmental research and teaching, research interest consistent with graduate faculty, and diversity of backgrounds and experiences, as its admission criteria.

Applicants for the M.S. and Ph.D. in Pharmacy (concentration: Pharmacy Administration) must complete the following requirements. A Bachelor of Science in Pharmacy or Doctor of Pharmacy is normally the minimum degree requirement for admission to the graduate program. Applicants with a non-pharmacy background should demonstrate career goals consistent with study in the Department’s areas of research interest. Applicants must take the Graduate Record Examination (GRE). Applicants whose native language is not English must take the Test of English as a Foreign Language (TOEFL) within two years prior to admission. TOEFL scores of 250 (computer-based) or higher are required by the Department for admission consideration; the TOEFL examination is not required for students who have completed at least two academic years of full-time study in a country where English is the native language.

As described below, applicants for admission into the Pharmacy Administration graduate program are required to submit a completed UIC Graduate Application form, admission fee, GRE general test scores, TOEFL scores (for English as a Second Language [ESL] students), letters of recommendation, a personal statement, and a transcript of course work from all previous institutions of higher education attended. Although not required, students are encouraged to submit a recent writing sample. Whenever possible, applicants are encouraged to interview in person with member(s) of the graduate faculty to assess the applicant’s communicative ability, commitment, and motivation for graduate work. This may occur on site at the College, during mutually attended conferences and meetings, or via telephone. Furthermore, within the formal application procedure, the prospective student will be asked to submit a short essay (“statement of purpose”) describing his or her career goals and reasons for pursuing graduate study at the University of Illinois at Chicago.

 

Application to the Graduate College.

 

Applicants must apply directly to the Graduate College, University of Illinois at Chicago. On the online graduate application, an applicant must indicate his or her desire for the graduate program as Pharmacy (concentration: Pharmacy Administration). The Pharmacy Administration Departmental curriculum code is  20FS1568.

 

Policy on Oral and Written English

The Department of Pharmacy Administration carefully reviews graduate applicants to assure that students admitted into graduate study have the requisite oral and written English skills necessary to be successful in the program. However, should deficiencies be identified in a student admitted to the program it is the responsibility of the student to take steps necessary to assure that identified deficiencies are remedied. These steps may range from requiring remedial course work in written or oral English to careful monitoring and the provision of specific feedback related to oral presentations or written assignments that are a part of the student’s graduate program. The graduate student will be advised of the appropriate steps to be taken by his/her major professor. Progress by the graduate student in resolving deficiencies shall be reviewed as a part of the normal annual student progress review meeting.

English Proficiency Requirements for Teaching Assistants

Illinois state law requires that the University attest to the English proficiency of all classroom instructors, including teaching assistants. English as a Second Language (i.e., ESL) Teaching assistants (regardless of their citizenship status) must have their oral English proficiency assessed by the Department (which may include standardized tests and/or interviews at the discretion of the Department). The Department Head must certify in writing that the student has sufficient oral English proficiency to provide classroom instruction before the student’s appointment papers will be processed.

SECTION 3

Performance-Related Policies, Governing Body, and Program Components

A.         Standards for Graduate Student Performance

A student’s major professor, in consultation with the student’s graduate committee and the Department Head are charged with determining at all times whether a student is making reasonable progress toward his/her degree objective. This progress is reviewed each semester through the filing of a semester progress report (see Section 3.C.2). The faculty recognizes that a variety of factors should be used in monitoring each graduate student’s progress in the program. These considerations include such factors as grade point average, the level and difficulty of courses taken, attendance and participation in Departmental seminars, performance in research activities, conscientious performance of teaching duties, and general attitude. However, grade point average, satisfactory research performance, and timely achievement of program milestones (e.g., completion of course work, passing of preliminary exams, approval of thesis proposal, successful defense of thesis) are the key indicators of success in the program.

1.          Grade Point Average

At the University of Illinois at Chicago the GPA is based on a possible 4.0 which represents an “A”. With this as a basis, the Department of Pharmacy Administration has established the following policies to provide guidance to the student:

a.          Any graduate student who fails to earn a “B” (3.0) average during any semester of academic work will be placed on Departmental probation. The DGS is charged with reviewing graduate student’s academic performance at the end of each semester. Graduate students who are identified as being in academic jeopardy will be brought to the attention of the respective student’s advisor by the Head of the Department, and a list of these students will be submitted formally to the Head of the Department. The Head of the Department shall then notify each of these graduate students by letter indicating that the student has been placed on academic probation. This student must then obtain at least a “B” (3.0) semester average, while maintaining the assigned course load, at the conclusion of the subsequent semester. In the event that the student’s cumulative GPA has fallen below 3.0, one additional term of enrollment (including the summer, if registered) will be given to re-establish the grade point to this minimum level.

b.          Any graduate student who fails to satisfy the above conditions at the end of this probationary semester will automatically lose all financial support.  Continuation in the graduation program will be determined by the Department Head, advisor, and/or the Department Graduate Committee. Students who fail to raise their cumulative GPA to 3.0 after two terms of enrollment (including the summer, if registered) will be automatically dismissed from the University by the Graduate College.

c.          A minimal cumulative GPA of 3.0 is required for certification of either a M.S. degree or a Ph.D. degree.

d.          Graduate students earning the M.S. degree offered through the Department or another school must have a minimal GPA of 3.5 in their previous graduate work to qualify for the Ph.D. program offered through the Department.

e.          Requests for exceptions to the above policies must be initiated by the student in the form of a written petition and must be approved by the Department Head, following review by the Department Graduate Committee.

2.          Research Performance

Typically, students earn grades of Satisfactory (S) or Unsatisfactory (U) in Masters or Doctoral Thesis Research (i.e., PMAD 599) taken for credit.   A student who is not making satisfactory research progress will be given a “U” in these courses.  Any student earning a “U” in a Master’s Thesis Research or Ph.D. Thesis Research course will be placed on Departmental probation. A student must then petition the Department Graduate Committee in the semester following receipt of the “U” grade for review of the probationary status. A student who fails to remove the probationary status by exhibiting satisfactory research performance in the subsequent semester may be dismissed from the program. Probationary status in research may be considered as grounds for withholding of financial support.   Students enrolled in Independent Study (i.e., PMAD 596) earn a letter grade.

3.          Time to Degree

A minimum of 42 credit hours of graduate study is required beyond the baccalaureate degree (or its equivalent) for the MS degree. A minimum of 96 hours of graduate study is required beyond the baccalaureate degree for the PhD degree or a minimum of 64 credit hours beyond the master’s degree. Generally, courses for the master’s degree can be completed within two years.  Additional coursework for the PhD program can be completed within an additional year or two, followed by dissertation research.  The study plan is per current Department and Graduate College requirements. Refer to the UIC Graduate Catalog for maximum  time for degree completion.  Students who do not graduate by these deadlines may be dismissed by the Graduate College for failure to progress.  However, with appropriate advising from the faculty research advisor and motivation/dedication of the student, it is anticipated that the time frame spent to earn one’s graduate degree will be years less than the maximum allowed.  Research in absensia or writing one’s thesis in absensia is strongly discouraged by the Department graduate faculty.

B.         Department Graduate Committee

Matters considered by the Department Graduate Committee include:

1.          Philosophy concerning the contribution which each of the following activities should play in the development of graduate students toward meeting the graduate program objectives (i.e., those stated in the Department Goals and Objectives).

a.          Graduate teaching assistant assignments

b.          Fall and spring semester graduate seminar

c.          Qualifying and Preliminary examinations

d.          Development of an original research proposal

e.          Thesis and dissertation project standards

f.           Oral defense of the thesis project and dissertation

g.          Participation in ongoing project activities within the department

h.          Participation with a professor in project funds acquisition

i.           Presentation of papers at professional or scientific meetings

j.           Preparation and review of manuscripts to be submitted for professional/scientific journal publications

k.          Appropriateness of outside employment

2.          Review of current academic standards for graduate student performance and development of procedures to administer such standards effectively.

3.          Maintenance of guidelines for providing financial assistance to graduate students (e.g., TA, RA, fellowship, thesis research support, travel awards) whenever possible.

4.          Coordination of annual Departmental process for nomination and selection of graduate students for Departmental teaching and research awards.

5.          Development of programs and strategies for the recruitment and retention of graduate students.

6.          Ongoing review and revision of Department policies pertaining to graduate education.

7.          Consideration of new challenges and opportunities not otherwise specified above.

C.         Program Components

1.          Program and Thesis Advisors and Committees

Each graduate student is encouraged to work independently. However, the Department recognizes that the most significant determinant of quality in a graduate program is the interaction of the faculty with its students. Each student will select a major professor (i.e., program or thesis advisor) to direct his/her research and act as the chairperson of his/her thesis committee. Selection of a major professor should take place, at the latest, during the second semester of the student’s graduate program. The function of the program advisor will be to guide/assist the student in the development of a plan of study and to offer advice/guidance during the period of graduate work.

The Master’s thesis committee recommended by the advisor and department in consultation with the student, will consist of a minimum of three UIC members, one of whom must be tenured, and at least half of whom have primary faculty appointments in the Department of Pharmacy Administration.  For the preliminary examination committee, a minimum of five members will be required, two of whom must be tenured. For the Doctoral dissertation, a minimum of five members, with at least four from the UIC graduate faculty will be required, two of whom must be tenured, and at least half of whom must have primary faculty appointments in the Department of Pharmacy Administration, and one of whom must be from a collaborative field of study outside of the Department of Pharmacy Administration. The Department Graduate Committee will be responsible for overseeing the administration of the program and the progress of its graduate students. The academic and the research progress of each student will be reviewed by this committee each semester.

2.          Semester Progress Reports

             It is crucial that periodic assessment be made of the Department’s graduate students to assure that optimal progress is being made toward their degree objective and that their activities are consistent with the mission and philosophies of the Department. As such, upon completion of the fall and the spring and summer semesters, each graduate student in the Department shall submit to his/her advisor, a typed progress report outlining the items noted in Appendix C. Appendix D identifies graduate student progress evaluation factors which students may use in their self-evaluation and which students and their major professor/advisor may use for future planning. The report will be reviewed by the student’s advisor and after approval of the report by his/her advisor, the advisor signs the report and the graduate student submits a copy of this report to the DGS and the Department Head while making a photocopy for himself/herself and his/her advisor.   In the late Fall Semester or early Spring Semester, a meeting date will be set for the student and his/her advisor to review the report contents and the student’s future plans. In addition to this joint student-advisor review and planning, each student will then meet with his/her advisor, the DGS, and the Head of the Department to discuss the progress reports.  More meetings may be scheduled for an individual student based on the student’s lack of progress as determined by the Department Graduate Committee..

3.          Plan of Study/Course Work

The Plan of Study outlines the course work to be completed by a graduate student pursuing either a M.S. or Ph.D. degree. Course work requirements for degrees in Pharmacy Administration appear in Appendices E and F.  Responsibility for the preparation and timely submission of the plan of study is shared equally by the graduate student and his/her advisor.

4.          Residency Requirements

Only 400- and 500-level courses can be applied to the degree objective. Credit toward a graduate degree is only given for courses in which a student received a grade of A, B, C, P, or S.

a.          M.S. degree:

(1)        At least 24 hours, or one-half of the minimum number of semester hours of graduate work required for the degree, whichever is greater, must be earned as a degree candidate at UIC. At least nine hours must be at the 500 level, excluding project (597), thesis (598), and independent study courses.

(2)        At least 42 total credit hours are required.

b.          Ph.D. Degree:

(1)        At least 48 semester hours beyond the master’s level or its equivalent must be taken at UIC.

(2)        At least 96 credit hours are required.

 

(3)        A master’s degree from another accredited university may contribute up to 32 credit hours toward satisfying this residency requirement.

5.          Graduate Seminar

Students will register for credit in graduate seminar (i.e., PMAD 595) each semester they are enrolled in the program. Graduate seminar is an important program component which is designed to allow for student-faculty interchange using a variety of meeting formats. It is especially important for the senior graduate students to demonstrate leadership in these research forums.   When the semester format provides students with the opportunity to conceptualize, create and conduct  oral presentation, those presentations will be evaluated by fellow students and faculty attending the seminars.  The evaluation will be achieved on an form designed specifically for that purpose. Completed evaluation forms will be provided to the student’s advisor for sharing with the student.  Ultimately, these written critiques should be kept in the student’s graduate portfolio.

6.          Program-related examinations

The Department of Pharmacy Administration has established the following examination guidelines for the Master of Science and the Doctor of Philosophy programs. For the Master of Science program an oral examination or thesis defense of the research project is required of the student. For the Doctor of Philosophy program, there are two examinations that are required.  The first, taken during the spring semester of the second graduate year, is the qualifying examination.  This examination encompasses course work from the core curriculum.  The second examination is the preliminary examination and held during the spring semester of the third year of study.  This examination focuses upon the student’s major area of research interest.  There is a written and an oral component to this examination.  With successful completion of the written examination, the oral examination is then administered.   Upon passing these examinations, the graduate student is then considered a doctoral candidate.  Further, these examinations must precede presentation of the dissertation defense by at least one year. If a student fails the oral preliminary examination on the first attempt, on the recommendation of the committee, the head may permit a second examination.  A third examination is not permitted.   

For Masters of Science students from the Department who track directly into the doctoral program will take their qualifying examination in October of the first semester in the doctoral program.  The preliminary examination would then be administered in the fourth semester, i.e., spring semester, of their program.

The format for the M.S. and the Ph.D. final thesis defense consists of an open presentation of the student’s research study (announced and posted one week in advance and open to the entire University community), followed by a closed defense session in the presence of the student’s examining committee. Preliminary examinations are scheduled at the discretion of the Department Graduate Committee and are limited to no more than two per year. These examinations may be scheduled during the fall, spring, and/or summer semesters.

7.          Hearing and approval of the Research Proposal

After the student has selected a thesis (M.S.) or dissertation (Ph.D.) topic, he/she is required to prepare and submit a written proposal to his/her committee for approval. The proposal must contain the identification of the problem, specific objectives, a critical review of the pertinent literature, research procedures to be used, proposed method of data analysis, estimated cost, and a tentative timetable for completion of the project. Each student must successfully gain approval of his/her proposal from the thesis committee.  This meeting is open to other Department faculty members and graduate students. Final approval of the Ph.D. proposal cannot be granted before successful completion of the preliminary written and oral examinations.

8.          Theses and Dissertations

Regulations governing the 1) paper, 2) font size and quality, 3) spacing, 4) margins, 5) page numbering, 6) title page, and 7) abstract are found in the Graduate College’s Thesis Manual. Theses and dissertations in their final form must be provided to all committee members a minimum of one week prior to defense. In accordance with University policy, the Graduate College must be notified at least three weeks in advance of the scheduled defense date. The thesis or dissertation advisor is responsible for this duty. Completion of thesis or dissertation in absentia is strongly discouraged and will not be approved except in extraordinary cases of hardship and/or where the research dictates the student’s presence elsewhere.

D.            Program Governance

 

Department Head

 

The Department Head provides vision, direction, and leadership as well as to be able to administer the varied academic, research, and creative programs in the Department.  This includes the development, coordination, and implementation of programs, activities, and professional services of the Department.  He/she formulates, initiates, and interprets policies related to the conduct of the Department and establishes goals and objectives for the unit in cooperation with Departmental faculty.  He/she directs staffing by overseeing the recruitment, training, and management of work assigned to academic and support staff.  The Head is the chief financial officer of the Department, formulating and managing the budget and allocating resources in a prudent and efficient manner.  The Department Head meets regularly with the Departmental faculty and Dean, serve on College and University committees, and communicate and consult with other offices or campus officials when appropriate.  The Head maintains an active research program that includes securing competitive funding for research grants and initiatives and demonstrating scholarship in peer-reviewed journals.  The Head demonstrates a strong commitment to professional and graduate education in the pharmaceutical sciences and to participate in Departmental teaching activities.

 

Director of Graduate Studies (DGS)

 

Policies for the graduate programs (M.S. and Ph.D.) are established by the Graduate College and the Department faculty.  Annually, the DGS is appointed by the Dean of the Graduate College, upon the recommendation of the Department Head.  The role of the DGS is to supervise and coordinate all aspects of graduate work within the Department and to maintain effective liaison with the Graduate College.  The DGS is responsible to the Department Head, who is responsible to the Dean of the Graduate College with regard to graduate affairs.  In conjunction with the Department faculty, the DGS is responsible for overseeing program development, evaluating applications for admission to the Graduate College, advising graduate students, and evaluating student progress in conjunction with the Head and the graduate faculty within the Department.  

 

Faculty/Major Professor

 

The faculty advisor/major professor provides mentorship and guidance to the graduate student during his/her graduate life. Graduate student mentoring is discussed further, later in this section.

 

E.            Graduate Program

Graduate Students


Graduate Students in the Department of Pharmacy Administration are governed by the policies of the University of Illinois at Chicago, the Graduate College, the College of Pharmacy, and the Department.  They are responsible to become familiar with these policies and to abide by them. The current Graduate College Catalog in effect when the student enters the graduate program is the primary source of information on Graduate College policies pertaining to the specific student. Many of the university and departmental policies are promulgated in this catalog.. When a department requirement is more stringent than that of the Graduate College, it replaces the Graduate College standard.   The current Graduate Catalog is available online.

 

                1.             Assessment of the achievement of program/learning objectives          

 

All graduate students must have an academic advisor in the graduate program in which degree work is to be completed. The academic advisor assists in planning a program of graduate study that is consistent with the needs of the student and satisfies the graduate program and Graduate College requirements. New students should consult the DGS to discuss the selection of an academic advisor. All candidates for the doctor of philosophy degree must have a dissertation advisor who is a member of the Graduate College.  Both masters and doctoral students must have a major advisor (academic or research) who is a member of the Graduate College faculty.

 

As mentioned earlier, twice during the academic year, i.e., beginning of the Fall Semester, beginning of the Spring Semester, all graduate students prepare a progress report (Appendix C).  In this report, students submit a report to his/her program/thesis advisor (i.e., major advisor) outlining the following items:

 

                                              Progress on plan of study/course work

                                              Review of graduate teaching assistant (GTA)/research assistant (RA) assignment and       achievements

                              Review of Research Progress

                              Planned progress within the graduate program during the next review period

                                              Other plans of note (optional)

                                              Self-evaluation and assessment of progress

 

The major advisor then reviews the submission and when he/she approves of it, signs the report and forwards it onto the Department Head.  This report, along with any graduate teaching evaluations, then constitutes the primary materials to be used during the graduate student review.  The review shall be conducted at least annually (semi-annually, if the faculty believe it is warranted for a specific student).  This review, conducted in a formal meeting, is executed by the Department Head in conjunction with the DGS, the graduate student and his/her major advisor.  It is at this meeting that the progress of the student is evaluated, discussed, and plans for the future elucidated.  This meeting serves as a perfect vehicle to foster accountability and responsibility in the graduate student and his/her advisor and demonstrates a commitment to the student’s continual growth within the program.  As expected, as the student matriculates through the graduate program, there should be a continual growth in skills through the interaction between the graduate student, his/her major advisor, fellow graduate students within the Department and University, and the Department graduate faculty.

 

Development of the graduate’s skill set is also accomplished in part through graduate teaching assistantships (GTAs). These serve a very important role in the teaching mission of the Department and are assigned by the Department Head, in conjunction with the DGS, through a Departmental memorandum on a semester-by-semester basis.   Teaching Assistants are expected to be responsible and accountable for their performance.  At the end of the semester, each supervising instructor is provided a graduate teaching evaluation form to complete for each assigned teaching assistant in the course (Appendix E).  The form allows the instructor to evaluate the performance of the teaching assistant within several domains and sufficient space is provided for any constructive criticisms/reflections.  A copy of this evaluation is kept in the student’s graduate file and a photocopy is provided to the student and his/her major professor for their respective files.  During the progress review session, the student’s performance as a teaching assistant is assessed.  Typically, students begin as TAs, progress to RAs, and complete their graduate education and skill development as senior research assistants with substantial input into ongoing funded projects.

 

 

2.             Graduate Student Financial Support

 

The Department has limited resources to provide financial assistance to graduate students.  An underlying principle of the Department is to provide financial support for each student admitted into the program.  The only exception occurs when circumstances dictate otherwise (e.g., students who are self-funded, employed full time while enrolled in the program).   The following policy is communicated to all students when they receive notification that they have been recommended for admission into the graduate program:

 

              Though it cannot be guaranteed in all instances, students enrolled in the Masters program are provided a maximum of two academic (i.e., four semesters) years of financial support to earn their degree.  Students enrolled in the Doctor of Philosophy program are provided a maximum of four academic (i.e., eight semesters) years of financial support to earn their degree.  This assumes that students in both programs of study are performing their graduate TA responsibilities satisfactorily and making progress toward their degree objective.

 

              In extenuating circumstances, where students exceed these time limitations, they may be provided one additional semester of financial support.  After that time, students should be prepared to underwrite their own living and educational expenses or find other means of financial support (e.g., research assistant).  Extraordinary circumstances may dictate additional Department support beyond these traditional time limitations.  These circumstances are considered on a case-by-case basis.

 

                                              On their own and/or in conjunction with their major professor, graduate students are encouraged to seek and apply for outside financial support (e.g., scholarships, fellowships, research assistantships).

 

                        Once a graduate student has accepted an offer to serve as a TA or a RA within a stated term of employment, the student is expected to fulfill his/her obligation.  If there are justifiable circumstances where a change is warranted, the graduate student must discuss and obtain permission from the Department Head before any changes could be made regarding the student’s assistantship.

 

These policies are reiterated to the enrolled graduate students at the beginning of each semester as part of the Department Head’s memorandum offering teaching assistantships.

               

3.             Graduate Student Orientation

 

Prior to the fall semester of each academic year, the Department Head and DGS conduct a welcoming session for returning and newly admitted students.  New students are welcomed and introduced to their fellow graduate students and attending faculty. This session provides the students with Departmental policies related to their graduate education.  It encompasses the philosophy of graduate education, the responsibility of the graduate student toward their graduate course work, research, and teaching responsibilities, the need to do original work (i.e., avoiding plagiarism), among others.  Further, it provides a review of Departmental policies and procedures that impact upon their graduate stay. 

 

On an annual basis, for incoming students, the Council for Excellence in Teaching and Learning (CETL) and Teaching and Learning Center (TLC) sponsor  prior to the fall semester a campus-wide teaching assistant orientation for the academic year.  Reservations for these students are made by the Department and they must attend this orientation.  Held over two days, the workshop sessions explore the aspirations and anxieties of first time TAs, an interactive dialogue with experienced UI-C graduate students, and how to use teaching case studies in one’s instruction effectively, among others.  For international students (i.e., ESL students) special sessions are devoted to developing English speaking skills.         

 

4.             Graduate Student Mentoring

 

Initially, upon admission to graduate study in the Department, each student meets with the DGS who ascertains his/her career interests and advises him/her during the first-semester course work.  During the first semester of graduate school, each student is encouraged to meet with and engage the graduate faculty to discern areas of mutual research interest.  It is anticipated that prior to the end of the first semester in residence, the student will have identified a permanent advisor for the purpose of program planning and professional/academic development.  Based on input from the graduate student, the DGS will assign to him or her, a program advisor from among the Department graduate faculty.  Ultimately, the student is responsible to identify an appropriate research topic, obtain a thesis advisor based upon faculty member expertise, and determine the constitution of the research/thesis advisory committee from faculty within and outside of the Department.  It is the co-responsibility of the graduate student and the major advisor to develop a plan-of-study that outlines appropriate course work that meets the core requirements of the Department and that which is applicable to the thesis project (Appendix F).

 

Ultimately, with matriculation through the program, the thesis advisor takes on another dimension of mentoring, i.e., networking.  In this situation, the advisor helps the graduate to create his/her future through the student’s active participation (e.g., poster/podium sessions, manuscripts for publications) in national research conferences and professional associations and facilitating networking to key individuals who could play a significant role in placing the student after graduation.

 

Excellence in teaching and mentoring of graduate students in the Department is taken into consideration during the promotion and tenure process.  While there are no formal Department guidelines provided to major research advisors, each understands his/her important responsibility to nurture and to develop graduate student excellence in learning and becoming independent, functioning scientists and educators.  Each understands the necessity of one-on-one contact with the student on a routine basis.  There are no formal incentives other than personal motivation, energy, and pride to develop individual graduate student growth.

 

5.             Graduate development of performance skills

 

In general, graduate seminars within the Department require extensive written and oral communication.  The once-weekly Department seminar also provides numerous opportunities for practicing/enhancing these communication skills and confidence building.  Several other graduate courses actively involve and engage the students so that performance-based abilities (e.g., problem solving, critical thinking, oral/written communication, interpersonal skills) are nurtured and developed.  Professional and research ethics constitute seminar discussions and, very importantly, are modeled by the student’s major research advisor.  Indeed, it is incumbent upon the graduate faculty to nurture a commitment toward scholarly development, accountability, and habits. 

               

There are no stated Department policies on publication of thesis-related materials.  However, there is an unofficial expectation that at least one refereed journal article will be published from each doctoral dissertation and/or master’s thesis.  Graduate students have to understand their responsibility to conduct a research project to fruition. This includes, of course, the publication of new knowledge that was created.  This responsibility is intended to also create a “habit” of accountability, mentioned in the earlier paragraph, within the student to share new knowledge and insights within his/her discipline, the profession of pharmacy, and other appropriate disciplines. 

 

Out of necessity, those students whose research involves the use of human subjects  must become grounded in standard Institutional Review Board (IRB) rules and procedures. Typically, too, they work with their major advisor to develop IRB documents for the Office for the Protection of Research Subjects (OPRS).  Formally, all enrolled graduate students are required to complete either “UIC Investigator 101 – What Researchers Need to Know Before Research Can Start” or the Human Subjects Educational Modules, Collaborative IRB Training Initiative (CITI), Human Subjects Research Training Site, as a requirement for PMAD 502 (i.e., Research Methods in Pharmacy Administration).

 

Graduate student assessment/evaluation skills are enhanced through a mechanism of evaluating graduate course work completed outside of the Department.  Specifically, every graduate student who completes such course work is expected to complete a Graduate Student Course Evaluation Form (Appendix G) once the course has been completed.  The purpose is to develop teaching evaluation skills and serve as an informational source for future graduate students course planning.  A file of the individual course evaluations is kept in the central Department Office.

 

6.             Lack of graduate student progress

 

If a student is not making satisfactory progress within the graduate program toward his/her degree objective, at the annual (or semi-annual) progress reviews, the student is put on notice of this fact.  At that time, dependent upon the severity of the lack of progress, a written plan of action will be created by the DGS, in conjunction with the major advisor.  This will outline what the student must achieve to continue in the program at the end of the following semester.  This plan will be signed by the graduate student and his/her major advisor and a copy kept in the graduate student’s Departmental file.  Beyond this, it is incumbent upon the major advisor to keep the DGS and the Department Head informed of those students who are not making satisfactory progress toward their degree objective and to develop a cohesive action plan to help the student in need.

 

The Department abides by the formal procedures outlined under “Continuation and Probation Rules,” section of the current UIC Graduate College Catalog, with respect to students who are not making satisfactory progress toward their degree objective.

 

7.             Placement of Graduate Students

 

Career counseling in the Department is a continual process that takes place between the major research advisor and the student throughout the student’s graduate program experience.  A central feature of placement assistance is provided to the student through professional networking opportunities.  Major research advisors are responsible in helping to identify opportunities, to secure interviews, develop the graduate student’s interview seminar, prepare the student for the interview, as well as write letters of recommendation.   During the course of graduate study, students are encouraged to seek and participate in summer internship or fellowship programs within the pharmaceutical industry and the profession

 

Upon completion of degree requirements, each student participates in an exit interview with the Head of the Graduate Program.  This is a time to reflect informally on the program, its strengths and areas in need of improvement.  The Head creates a summary of the meeting, shares a draft with the graduate to ensure it captures the essence of the discussion, and then disseminates it for information to the members of the Department Graduate Committee.

 

 

8.  Examinations and Committees (i.e., thesis, preliminary examination, dissertation)

 

When the graduate student applies for graduation, Graduate College staff verifies that all degree requirements have been satisfied.  To do this, a copy of the Examination Report Form for each required examination and the appropriate Certificate of Approval for the thesis, dissertation, or

project is required. 



                a.             Thesis Manual

 

Current guidelines for the preparation and submission of Master's thesis and doctoral dissertations are published by the Graduate College in the Thesis Manual.

 

Any research which involves the use of human subjects, animal subjects, or biohazardous materials must be approved by the IRB, the Animal Care Committee or the Institutional Biosafety Committee before the research commences.  Provided that the graduate student has completed all graduation requirements and is in good academic standing, he/she may defend the thesis before a committee.

 

                b              Committee Composition and Committee Recommendation Form


Membership on thesis, dissertation and preliminary examination committees is through an appointment by the Dean of the Graduate College, upon the recommendation of the Departmental faculty.  To obtain approval of Committee for Master's Thesis Defense, Doctoral Preliminary Exam, or Doctoral Dissertation Defense, the Committee Recommendation Form should be completed online and then printed out by the graduate student, signed by the DGS or the Department Head, and submitted to the Graduate College.

The Committee recommendation form is available at the Graduate College web site.:

 

 

Number

Tenured Full Membership

Outside Member

Master’s thesis defense

Three

One

Not required

Preliminary exam

Five

Two

Recommended but optional

Dissertation defense

Five

Two

One mandatory

 

 

In addition to Graduate College policies, the Department requires that at least half (50%) of each committee be comprised of graduate faculty members based in the Department of Pharmacy Administration.

                c.             Doctoral Preliminary Examination


The purpose of the preliminary examination is to determine the potential candidate’s readiness to undertake dissertation research, and successfully passing this examination constitutes formal admission to doctoral candidacy.  Only students in good academic standing are permitted to take this examination.  Usually, the preliminary examination is administered during or near the end of the time the student has completed most, though not necessarily all, of the formal coursework, but has not made a major investment of time and effort towards the dissertation research project. The Department will offer the preliminary examination two times during the year, i.e., April and October, assuming there are eligible students to sit for the examination.  A year has to elapse after passing the preliminary examination before the defense of the dissertation.

 

                d.             Certificate of Approval Form

The Certificate of Approval form (red bordered pages) is requested from the Graduate College when the Committee Recommendation form is submitted for the master’s thesis defense or doctoral dissertation defense.  Special attention should be given to the name the graduate student wishes to appear on the thesis, and the title of the manuscript.  For thesis/dissertation, the Certificate of Approval (red bordered page) is the form used to document that the content of the thesis or dissertation has been officially accepted by the faculty on the committee.  The Certificate of Approval becomes page one of the thesis or dissertation.  Because two copies of the thesis or dissertation are required for library purposes, two (2) original Certificates of Approval are also required.   Two (2) original (and error-free) copies of the final manuscript are submitted to the Graduate College.  

 

                e.             Examination Report to the Graduate College


This report is used for approval of the Master's Thesis Defense, the Doctoral Preliminary Examination and the Doctoral Dissertation Defense. The Graduate College prepares the form using information provided on the Committee Approval Form. It is forwarded to the student's Department where it will be available for the result of the defense or Preliminary Examination.

 

                f.             Graduate Request Form


Graduate students need to complete this form to file for graduation. Information on this form must be typed (can be typed online before printing).  The research advisor and DGS must sign it before the form is submitted to the Graduate College. 

 

                g.             Filing Deadlines


The Graduate College posts thesis/dissertation filing deadlines for each term (i.e., summer session, fall semester, spring semester).  These deadlines are typically posted in the Departmental office, and are listed online.

 

                h.             Department/Program Thesis Format Approval Form

After final revisions are made to the thesis or dissertation, and the document is carefully reviewed and approved by the research advisor.  The format and quality of the thesis or dissertation are then certified by the research advisor, DGS or Head, and ultimately the Graduate College staff using the Department/Format Approval Form.

 

                i.              Doctoral Dissertation Agreement Form and Survey of Earned Doctorates Form

These forms should be completed by graduates of the Ph.D. program, pursuant to Graduate College policies. 

 

SECTION 4

Program-Related Resources and Policies

A.         Department Office Facilities

Each full-time graduate student is assigned desk space subject to availability and is supplied with a Departmental Office mailbox. There is one dedicated telephone line for graduate students (1.312.996.0612).  Every effort should be made by the graduate student to inform the major professor of  his/her whereabouts in the event of an emergency and provide contact information (i.e., home telephone or cellular telephone numbers).  The graduate student is encouraged to check his/her office mailbox and email account every day for important communications.

B.         Teaching Assistantships

The stipend for teaching assistantships will be determined at the start of each academic year by the Department Head working within the limits of the Departmental personnel budget.  These assignments are the discretion of the Department Head, operating under advisement of the Graduate Faculty Committee.

             Graduate students who have fellowships and wish to seek additional support from Departmental funds as teaching or research assistants shall be limited not to exceed the monetary values which apply for students having the same level of seniority and responsibility.

Every TA will be evaluated each semester by his/her supervising instructor using a standardized rating form (Appendix E) which includes space for comments and a short narrative. This evaluation will be shared with the student and his/her major professor or current advisor during the annual progress meeting.  In addition, this evaluation will be shared with the Department head and DGS.

Illinois state law requires that the University attest to the English proficiency of all classroom instructors, including teaching assistants.  Teaching assistants who are not native speakers of English (regardless of their citizenship status) must have their oral English proficiency assessed by the Department (which may include standardized tests and/or interviews at the discretion of the Department).  The Department Head must certify in writing that the student has sufficient oral English proficiency to provide classroom instruction before the student’s appointment papers will be processed. 

             All new TAs must attend a session of the University Campus-Wide Orientation, held every August, and any College of Pharmacy TA training program.

             TAs are required to report and be available for duty to the Department Head and course instructor one week before the semester begins.  Similarly, TAs are expected to be available until final course grades have been submitted or they are released by the course instructor.

C.         Travel/Vacation Policies

Graduate teaching and research assistants [students] must submit a Vacation and Leave Form when s/he anticipates being absent from the course (TA) or traveling away from campus for University-related AND non-university related matters (Appendix H).  S/he needs to arrange IN ADVANCE to have another TA cover course responsibilities. Further, if the student desires to return home over the Winter Holiday break, it is important that the student ensure to satisfy all teaching commitments for the Fall Semester and work with his/her major professor to determine an appropriate time to return to campus to assume Spring Semester duties.

D.         Attendance at National Professional Meetings

Attendance and presentation at national professional/scientific meetings is encouraged by the Department and limited financial support is available to each graduate student to attend one meeting per year when financially feasible. 

E.          External Submissions

To ensure that all external submissions reflect Department standards and do not violate confidentiality requirements or other contractual obligations, all graduate presentations, abstracts, manuscripts or other submissions for external presentation or publication must have prior approval of the advisor/major professor of each student authoring or co-authoring such work.  Materials must be submitted for review with an adequate time frame (i.e., normally at least two weeks) prior to any submission deadlines.

F.          Outside Employment

Generally, outside employment is strongly discouraged by the Department, especially if it is detracting from student progress.  The graduate program in Pharmacy Administration is a multifaceted experience with objectives and learning opportunities requiring the full attention of the student.  Outside employment, in addition to a TA/RA/fellowship appointment, is a tempting distraction and may offer an occasional advantage if the environment is one that may contribute to the student's perspective.  This perspective may in turn, lead to enhanced instructional program and/or research ideas and design.  Despite initial intentions to balance the full-time graduate program responsibilities with outside work activity, students usually exceed their personal limitations and find themselves "burning the candle at both ends."  This situation translates into an inability to meet all facets of program objectives in a timely manner.  Avoidable delays of this nature are costly to the student and to the Department.

It should be clear that outside work is not an acceptable excuse for not completing assignments, research project components, and/or plans of study in a timely and high quality manner.  The long-term consequences of additional part-time employment must be carefully considered by each individual student.  If the student has a felt need for outside work during his/her graduate program, he/she must show financial need or justify such work from a professional development perspective, and put in written memorandum form to his/her major research advisor, the DGS, and the Department Head an appeal delineating the necessity of and rationale for outside employment.  The memorandum will be reviewed and the student will receive written notification of the outcome. 

G.         Computer Resources  

             1.          Department Philosophy

Knowledge of and skill in use of computer applications are essential during the graduate program and for career success.  All students are expected to develop familiarity with the range of software available for use and skill in applying computer applications to analysis and presentation of data.  Students are encouraged to become familiar with and utilize e-mail to facilitate communication among themselves and with faculty.  Students are expected to become proficient in at least one word processing system to the extent that they are capable of preparing manuscripts on the system during their first semester in the program. 

Just as development of any skill requires hands-on experience, so do computer skills. Graduate programs operate on the premise that the student is a motivated self-learner who will take initiative in acquiring new knowledge.  Therefore, the student bears ultimate responsibility for acquiring facility in use of computer hardware and software applications as applied to pharmacy practice and research.  Each student's major professor and advisory committee will provide direction on the specific skills that are necessary for success in the student's chosen area of specialization but the student is responsible for developing those skills through utilization of the many resources available throughout the University.

             2.          Resources

Access to a variety of primary computer resources is provided at the Department, College, and University levels.  Department PC computer resources are intended primarily to support word processing and graphics or database management and analysis applications.   One room in the graduate student suite of offices is dedicated to computer support, i.e., six personal computers linked to a central printer.  These computers are available for use 24 hours a day, seven days a week.  They may be used for any course- or research-related activities.  They are not for use by students not enrolled in the Department of Pharmacy Administration Graduate Program or activities unrelated to students' graduate programs.

All use of Department computers is  subject to University Acceptable Use Policy whose conditions for use of Academic Computing and Communications  Center(ACCC) Services and Facilities is found under “Computing” on the University’s Web Page).

Graduate students are responsible for providing their own disks and other incidental supplies consumed in computer use.  The Department is responsible for maintenance and repair of the computer equipment.  All problems with computer equipment and photocopier should be reported promptly to the Department Administrative Assistant in Room 241 so that repairs can be requested.

The Department honors and enforces all copyright and use restrictions on software.  Students should not attempt to copy or allow others to copy  any software from Departmental computers.  To control the possibility of computer virus contamination and to prevent copyright infringements, students should not copy any software to Departmental computers without prior approval from the Department Head.

Assistance with computers, printers, scanners, slide makers and software in student lab and Pharmacy Computer Center :

 

      • File recovery from damaged disk
      • Anti-virus program (Symantec/Norton)
      • Assistance for computer at home especially connecting to Internet or campus services
      • Advice on computer hardware or software purchases
      • Computer workshops
      • Lost and found for disks, etc. in room 180A.

Additional personal computers for student use are also located in a variety of laboratories maintained by the University Computer Center.  The University ALSO maintains extensive computer resources in the Goldberg building  (Pentiums PC and PowerMacs), Student residence halls, and the East side of campus (Main Library, SEL and other locations).           

H.              Duplicating Facilities

The Department maintains its own copy machine in Room 244.  Graduate students are allowed to duplicate materials in their capacity as a teaching or research assistant. Further, they are allowed to duplicate a modest amount of articles from the literature for their personal use.  They are restricted, however, from duplicating extensive materials (e.g., whole books) for their personal use.  In addition, copy and print machines in the library are available during library hours. These can be accessed with cash, copy cards, and/or I-Card. 

                                 

I.           Checkout

 

Graduate students who leave the pharmacy graduate programs permanently before or after earning a graduate degree must return all keys to the Department Administrative Assistant and all books and journals to the library,

 

J.               Building Security

 

Graduate students are permitted to remain in the Building as long as necessary during the day, night, weekends, and holidays to conduct research or engage in other scholarly activity.  Usual care and precaution should be exercised, however, by students entering or leaving research areas and the Building, to make certain that doors are locked, especially after 6:30 P.M.  When entering or leaving the building after hours, especially on weekends, make certain the entrance doors are closed and locked.  During secure times, the only access into the College is through the front main doors.  DO NOT LEAVE VALUABLES (WALLETS, PURSES, WATCHES, ETC.) IN UNATTENDED LABORATORIES OR OFFICES.

 


SECTION 5

 

Office-Related Policies

A.         Typing and Clerical Assistance

In general, expenses associated with typing of forms, correspondence, reports and other papers associated with a student’s TA assignment are the responsibility of the Department. Those expenses associated with the student’s coursework or thesis project are the student’s responsibility.  Similarly, the expense of copying articles or other materials for use in a student’s coursework or thesis/dissertation project is the student’s responsibility. Exceptions to this policy can be made when deemed appropriate by the major professor.

B.         Computer Use:

Graduate students are not permitted to use any secretarial  computers or printers. Computers and printers are provided by the Department for graduate student use in Room 246 of the College in the Pharmacy Administration Graduate Student Commons area.

C.         Responsibility for Computer Supplies

Graduate students are responsible for providing their own removable disk media. Computer paper and toner cartridges associated with the use of the computer equipment are provided by the Department for graduate student use.  The Department is responsible for the maintenance and repair of the computer equipment, therefore, it is requested that any problems with equipment use be promptly reported to the major professor or to Department Administrative Assistant or Head.

Graduate students must refrain from storing any files onto the Graduate Office computers and endangering the workings of the computers and printer.

D.         Use of Department Stationery and Office Supplies

The use of Department/School stationery for correspondence is reserved for official University business only because the contents of the communication represent Departmental-related activities. Graduate students should seek permission of the major professor/academic advisor before using letterhead stationery.  Instances where the official stationery is permissible to use, after advisor approval, includes, but is not limited to, correspondence concerning a research proposal, a presented paper or manuscript, or when acting on behalf of a course instructor in the capacity of  a teaching assistant. Departmental stationery should not be used for requesting information and/or expressing interest in employment opportunities or for any other personal matter. If questions arise concerning the policy, the advice of the major professor or the Department administrators should be sought.

E.          Telephone Use/Message

The Department telephones are for official use and long distance calls must be approved by a member of the faculty.

Messages for graduate students will be taken by the Department Business Manager for matters related to University activities and in the event of emergencies. The Business Manager will take the message and leave it in the graduate student’s mailbox as appropriate.  At the Administrative Assistant’s discretion or in the event of an emergency, he/she may seek out the graduate student and/or alert the major professor of the situation.

The major professor has the responsibility to inform his/her student(s) of the policies of the Department and interpret their rationale and monitor their adherence. This includes, but not limited to, policy regarding secretarial assistance, office equipment use and office supplies.

F.          Graduate Student Commons Area - Pharmacy Room 246

Each graduate student will be assigned office space within the Commons Area for use in completing course assignments, for carrying out research activities, for teaching assistantship related tasks such as grading or preparing for course activities and for other program related functions. The office space provides a convenient area for completion of work between classes and personal space for study and research.

Initial office space assignments for new students will be based on a combination of criteria including overall availability of space, proximity to advisor, proximity to Departmental research space (Room 260), advisor’s input, teaching assignments and space needs for specific research projects.

If a student subsequently desires to move to another open office location, the student should make a request to the Department Head or his/her designee in writing and share reason(s) for the request. If a preliminary approval is granted, a memorandum describing the desired move will be circulated to other graduate students for input.

As student’s graduate and new space becomes available, existing students will be apprised of available space and may submit requests for another location within the Commons Area prior to allocation of spaces for incoming students. The same criteria used in initial office assignments plus student seniority in the program will be used in assigning offices requested.

Students already assigned specific office space may not be bumped from their space by other students regardless of level of seniority. Effort will be made to obtain consensus through incorporation of input from individuals that will be sharing office space. When consensus is not possible, final assignments will be made by the department head or his designee based on balancing competing criteria, individual desires and overall program needs.

With the anticipated growth of the Department graduate student population in the future, those graduate students with office space in other areas of the College may be asked to share office space within the Commons Area.

G.         Graduate Student Commons Area - Pharmacy Room 246

The primary purpose of the Graduate Student Commons Area is to support the research of faculty and graduate students in the Department of Pharmacy Administration.  Achieving this goal requires that guidelines on the utilization of space in this area are adopted and enforced. Following are suggested guidelines related to the use of space in Room 246.

            Room 246 is restricted for use by faculty, graduate students and employees in the Department of Pharmacy Administration for activities that are directly related to achieving the research and teaching goals of the Department.  Persons not engaged in these activities should not be in the room without authorization.

            The outside door to Room 246 and the inside doors to either Commons Area within should be kept locked when the rooms are not in use. Each graduate student will receive a key to the Commons Area.

            Each graduate student is assigned a desk area in Room 246 with overhead storage space and a small filing cabinet.

            Graduate students should remove all personal belongings, and all other materials that are not stored in their assigned space when they leave for the day.

            Counter tops in Room 246 are to be used strictly for work-in-progress. Counter tops are to be kept clean and uncluttered, and are not to be used for storage.

            Floors are not to be used for storage.

H.         Pharmacy Room 260 – Conference Room

            The Pharmacy Administration Conference Room (i.e., PHARMACY 260) is to be used primarily for graduate instruction, research administration and related activities, such as meetings with sponsors, presentations, and seminars. Under extraordinary circumstances, this room may also be used on a temporary basis for “overflow” of work-in-progress from 246. When used for this purpose, all project-related materials should be removed by the end of the day.

            When not otherwise occupied, Room 260 may be used for graduate instruction and seminars and routine Departmental meetings. Use of Room 260 for these purposes should be scheduled in advance with the Business Manager, Room 241, and should be left clean and uncluttered. When scheduling conflicts arise, first priority will be given to activities that best reflect the above stated purpose of Room 260.

            Individuals using Room 260 should not remove any materials other than personal belongings or one’s own project-related materials without authorization.

            Any problems with the use of space in Room 260 should be reported to the Department Head.

SECTION 6

Additional Sources of Information Regarding Policies and Procedures

The following sources provide additional information regarding policies and procedures related to graduate study at University of Illinois at Chicago. Students share the responsibility with their major professor of being aware of current Graduate College policies and those not specifically addressed in this document.

1.         The current Graduate College Catalog describes University regulations which apply to all graduate students.

2.         Policies and Regulations for the College of Pharmacy describes regulations related to graduate study in the College of Pharmacy. Students should receive a copy of this Manual at the beginning of their first semester of enrollment. A current copy can also be found with the Administrative Assistant (Room 241).

3.           The graduate student’s major professor or current advisor should be able to help clarify policy and procedure-related questions or direct the student to a source of additional information. These sources include the DGS, the Department Head, the Dean’s Office, or the Graduate College.