UIC School of Public Health Student Handbook 2006-2007

Student-Faculty Relations

Advising Discussion/Task Checklists (to be linked)

• Advising the MPH Student
• Advising the MS Student
• Advising the DrPH Student
• Advising the PhD Student

Program Proposals

These program proposals are not for Community Health Sciences students. If you are a CHS student, please see CHS Student Forms for the appropriate program proposal.

• MPH Program Proposal
• MS Program Proposal
• DrPH Program Proposal (matriculants as of Fall 05)
• DrPH Program Proposal (matriculants prior to Fall 05)
• PhD Program Proposal
• PhD Program Proposal for Epidemiology students

Advising Responsibilities

Upon admission, each degree-seeking student is assigned an individual faculty advisor based upon the student's educational background, experience and career goals as indicated in the application for admission. A continuing relationship between the student and faculty advisor is considered to be an integral part of the educational experience of the School of Public Health. In relationships between advisor and student, the advisor may serve as an academic counselor, mentor, advocate and/or role model. (For the MS or PhD student, the thesis or dissertation advisor must be a member of the Graduate College Faculty.)

Overview of General Responsibilities

• Participating in the orientation program for the entering class in the Fall semester.
• Monitoring the student's progress from admission to graduation.
• Providing information and guidance to advisees on a continuing basis, and counseling those having academic problems. It is recommended that advisors hold at least one advising session per student per semester.
• Assisting advisees in understanding the curriculum and in developing an appropriate program of study.
• Ensuring that advisees know and correctly follow the academic policies and procedures regarding grading, performance standards, graduation requirements, registration, prerequisites, waivers, transfers of credit, and timely submission of the program proposal.
• Being actively involved in advisees' selection and execution of independent studies, independent research, the field practicum, or internship, as appropriate.
• Informing students about career opportunities, because career guidance is often the assistance a student wants most.
• Referring advisees, when appropriate, to other faculty, to the Office of the Dean, to the Director of Student Health Services, to the Campus Counseling Office, or to other points of assistance for student needs.
• For research students, helping to supervise the student's research and select the thesis advisor and members of the various committees.
• Respecting the confidentiality and privacy inherent in the advisor-advisee relationship.

An Advising Discussion/Task Check-list has been developed for each degree program and is included in Appendix A for further guidance. This document, which is also included in the Student Hand-book, creates a handy reference for ensuring that all essential elements of the advising process are carried out.

Advising of New Students

Initial Advising and Orientation to the Division

A newly admitted student is directed to consult with his or her advisor before registering for classes. If a student fails to schedule an appointment before registration begins, the advisor should follow up with the student to ensure that this meeting takes place.

Deadlines for First Submission of the Program Proposal

MPH students: The program proposal should be submitted by the end of the 7th week of the first semester of study.

MS, PhD and DrPH students: The program proposal should be submitted by the end of the 2nd semester of study.

Program proposal forms for the four degree programs may be obtained from the divisions' Student Coordinators.

Note: If a student fails to submit an approved program proposal within the recommended time, he or she may be denied registration for courses in subsequent semesters.

Student Petitions and Requests for Changes

Petitions for Transfer of Credit and for Waiver of Core and Required Courses

The deadlines specified above for program proposals also apply to transfer of credit petitions and petitions for waiver of core and required courses. Program proposals and accompanying petitions should be signed by the faculty advisor and the Division Director. The advisor should be aware that his or her signature on these documents signifies that an independent, evaluative judgment has been made regarding the validity of a student's proposal and petitions. A copy of the proposal and petitions should be sent through the division's student coordinator to the Director of Student Affairs. The Director of Student Affairs will check that all SPH requirements have been met. Divisions are responsible for surveillance of division requirements. It is recognized that the student's research (or internship) and course plans may change subsequent to the approval of the original program proposal. In such instances, revised proposals should be submitted in a timely manner, especially if the student is nearing the end of his or her degree program. (Forms required: Petition for Transfer of Credit for all degree categories and, for MS and PhD students, the Graduate College's Graduate Petition for Transfer Credit Toward an Advanced Degree; Petition for Waiver of Required Courses.)

Course Drop Policy

Students should be advised that the deadline to drop a course is the sixth week of class for Fall and Spring terms; and the second week of class for Summer term. The deadline is strictly enforced by the Graduate College (for MS and PhD students) and SPH (for MPH and DrPH students.)

Request for Change of Graduate Program

Transfer to the MPH Degree: If an MS student wishes to transfer to the MPH degree, a Request for Change of Graduate Program form must be completed and submitted to the Admission Officer in the Office of the Dean. The appropriate Division Admissions Committee will review the file and forward its recommendation to the Associate Dean of Academic Affairs for final review and approval.

Transfer of Credit from the MPH Program to the MS Program: Students who choose to transfer from the MPH degree program to the MS degree program may transfer no more than 25% of the credits required for the MS degree for a program of 40 or fewer semester hours and no more than 50% of the credits required for a MS program of 41 or more semester hours. This is the policy of the UIC Graduate College.

Transfer of Credit from the MS Program to the MPH Program: Students who choose to transfer from the MS program to the MPH program can transfer all hours except research hours.

Transfer of Credit from the DrPH Program to the PhD Program: Students who choose to transfer from the DrPH degree program to the PhD degree program may transfer no more than 25% of the 96 semester hours required for graduation.

Transfer of Credit from the PhD Program to the DrPH Program: Students who choose to transfer from the PhD program to the DrPH program may transfer all hours.

Students who wish to change degree programs should be encouraged to do so as early as possible so that their courses of study can be adjusted. (Form required: Request for Change of Graduate Program.)

Request for Change of Division

If a student's interests change after admission or the student determines that professional goals would be better achieved in a Division different from the one originally assigned, the student should address a petition for change to the Dean with consenting signatures from the current Division Director and advisor and the proposed Division Director and advisor. (Form required: Request for Change of Division.)

Request for Change of Advisor

If a student wishes to change his or her advisor, the student should submit a request to the Division Director. The Division Director is responsible for notifying the Director of the Office of Student Academic Services and the present advisor of the request for change. The present advisor will turn student files over to the new advisor in a timely manner.

Withdrawal and Leave of Absence

Withdrawal: Students who wish to discontinue studies without prejudice and in good standing, permanently or for some indefinite period of time, should address a letter to that effect to the Dean. (For temporary withdrawal, follow procedures for Leave of Absence discussed in the next section.)

If a student withdraws within ten days after the beginning of instruction, all fees except a small non-refundable portion are refunded. After ten days the refund schedule is adjusted proportionately. Tuition rates and the refund schedule are posted in the course timetable each semester. A student who has withdrawn from the School of Public Health (and the Graduate College) in good standing, and who subsequently wishes to resume studies, must file a Readmission Application with the UIC Office of Admissions and Records.

For students withdrawing from the program after the sixth week of class, a "W" will appear on the transcript.

Leave of Absence: A Leave of Absence may be granted when a student wants to withdraw temporarily from the School because of illness or special circumstances that the student is unable to control. MPH and DrPH students may take approved leaves of absences for up to one year. Time spent on an approved leave is not counted as part of the maximum time to degree completion. For PhD candidates, a leave of absence will generally not be granted once a student has passed his or her preliminary examination.

A request for leave of absence must be received prior to the beginning of the semester for which the leave is desired. It must be submitted by the student in writing and must carry the signatures of the faculty advisor and Division Director. (Forms required: For MPH and DrPH students, MPH/DrPH Petition for Leave of Absence; for MS and PhD students, Graduate Petition for Leave of Absence.) If an extension of the leave of absence is needed, the extension must also be requested in writing. A request for a leave of absence must be filed whenever the student plans to take off more than one semester (fall or spring) plus the summer term. For further information, see the Director of Student Academic Services.

Other Petitions

For other petitions, MS and PhD students use the Graduate Student Petition. MPH and DrPH students petition via a letter in writing.

Advising for Non-Didactic Degree Requirements: MPH and DrPH Students

The Field Experience

Where required, a field experience for MPH candidates addresses the following goals:

• Supplementing didactic course work with experiential education not provided in the classroom.
• Providing laboratory practice of theory learned in didactic sessions.
• Exposing the student to the nature and diversity of public health roles.
• Familiarizing the student with the interrelationships within an agency network.

Policy on reduction or waiver of the field experience requirement varies from Division to Division. Division-specific references should be consulted for conditions as they pertain to a particular student's case.

Advisors should support the student's field experience as follows:

• Assist in identifying a field placement appropriate to the student's needs.
• Assist the student in developing a field experience proposal.
• Monitor the student's progress throughout the field experience. This could involve discussions with the student's on-site preceptor.
• Direct the final assessment of the student's field experience, including evaluations prepared by the student and the preceptor.

MPH Capstone Experience

All MPH students must complete a capstone experience. Its purpose is to provide the MPH student with the opportunity to synthesize and integrate knowledge acquired in course work and other learning experiences and to apply theory and principles in a situation that approximates some aspect of professional practice. The experience should demonstrate the student's mastery of the core body of knowledge and proficiency in required skills.

Criteria for the capstone experience will be determined by each division. Faculty advisors must acquaint themselves with their division's capstone requirements. The student's MPH program proposal must identify his/her proposed capstone experience and the curricular requirements expected of the student. In addition, all MPH students must register for IPHS 698, MPH Capstone Experience, in the last term of the student's program of study.

The DrPH Internship

A DrPH candidate may be required to engage in structured, supervised activity to provide in-depth mid- to upper-level public health experience. This is determined at the time of admission. While the advisor will provide assistance in development, implementation and evaluation of the internship similar to that described for the field experience, the end-goal of the DrPH internship differs from that of the MPH field experience. The internship is a specific undertaking such as would be assigned to a practicing public health professional, differing only in that it is designed to provide broad, practical and new experiences in an area relevant to the student's future career. The experience may or may not relate to the student's dissertation. (Forms required for the field experience and the DrPH internship: proposal form; letter of agreement with field placement site; evaluation form.)

Advising Research Activities: MS, PhD and DrPH Students

The Thesis or Dissertation

For students in the MS, PhD and DrPH programs, the advisor helps to select the members of the various committees: Thesis Examining Committee (MS), the Preliminary Examination Committee (PhD and DrPH), the Dissertation Examining Committee (PhD) and Doctoral Committee (DrPH). For the MS, the major advisor also serves as supervisor of the student's research. A new thesis advisor may be assigned at the dissertation phase of the PhD or DrPH. The advisor works actively with the student in the identification of an appropriate topic, the development of a research protocol, the obtaining of approval for use of human subjects when indicated, the implementation of the project, and making arrangements for the required examinations. The advisor maintains contact with the Committee on Academic Progress and the Office of the Dean for general oversight of the timeliness of the student's work.

Expected Time for Completion of Degrees

The advisor should make the student aware of the expected time for completion of SPH degrees:

MPH - As indicated by the hours assigned in the student's file, generally one and one-half to two years. Students in the PEP program may complete the MPH program in one year. The degree must be completed within five years of matriculation. Formally approved leaves of absence will not count toward the five-year maximum.

DrPH - For full-time students, programs normally require two years beyond the MPH degree and usually three years for students without a public health degree. The maximum time permitted is six years beyond the MPH or seven years if an internship is required, except under unusual circumstances, subject to approval by the Committee on Academic Progress (CAP) and the Dean of the SPH.

MS - In graduate programs requiring 32 to 40 semester hours of graduate work, candidates must complete all of the requirements within four calendar years after their initial registration in the Graduate College. In programs requiring 41 to 64 semester hours of graduate work, candidates must complete all of the requirements within six calendar years. Students pursuing combined degrees will be allowed an additional two years.

PhD - A student who is admitted to the Graduate College with a master's degree, or who continues in the Graduate College after completing the master's degree at The University of Illinois at Chicago, must complete the degree requirements within seven years after initial registration. A student who is admitted to the Graduate College without a master's degree and proceeds directly to the doctorate must complete degree requirements within nine years of initial registration. Students may petition for an additional year if circumstances warrant.

Graduation Procedures

Intent to Graduate Form: The student must apply for graduation by filing an Intent to Graduate form by the deadline established for the term in which he or she expects to graduate. The final dates for application are listed in the SPH Course Schedule each semester. The deadline and procedures for MS and PhD students are governed by the Graduate College and are slightly different from those for MPH and DrPH students. (Forms required: Graduation Request Form for MS and PhD students; Declaration of Intent to Graduate Form for MPH and DrPH students.)

Program Proposal: A revised program proposal, reflecting the completed program of study and signed by the student, advisor and Division Director, must be submitted with the Intent to Graduate Form to the SPH Office of Student Academic Services and to appropriate faculty within each Division who may also be designated to review the proposal.

Final Submission of Thesis: MS and PhD students should consult the Graduate College Bulletin for time limitations on final submission of the thesis. DrPH students should consult Judith Koruba, Office of Student Academic Services, to obtain this information.

Exit Interview: All graduating students complete an exit interview within the Division by someone other than their advisor. The interview occurs at the end of the last semester of enrollment before graduation. Results of the interview are transcribed and submitted to the Associate Dean for Academic Affairs and the Division Director.

Advisors' Evaluation Forms: Graduating students must also complete an evaluation form for their academic, and where relevant, research advisors. The evaluations form a critical part of the faculty member's development and become part of his or her teaching portfolio for promotion and tenure.

Division Approval of the Graduation List: When an advisor signs an Intent to Graduate form and the advisee fails to complete all required assignments (such as the MPH essay) in time to graduate, the advisor must notify the Division Director and the Office of the Dean that the student has not fulfilled expectations and is not prepared to graduate. Faculty are responsible for helping to ensure that the Dean's proposed graduation list is accurate.

Student Recruitment

The School of Public Health seeks to maintain a diverse student body and recruit individuals who can contribute to the advancement of scientific knowledge, public health practice and policy, and service to the community and the profession. The Office of the Dean and the divisions within the School are ultimately responsible for student recruitment, but faculty play an essential role in the process by:

• Disseminating information to and educating prospective students on the nature and practice of public health,
• Presenting at special graduate/professional college articulation fairs, such as with other UIC/UIUC colleges during open house,
• Exhibiting public health materials and offerings of UIC at local and national meetings, such as the annual meeting of the American Public Health Association, and
• Counseling on career development.

The faculty Committee on Admissions and Recruitment Policies (CARP) is responsible for defining a plan on student recruitment.

Grievance and Disciplinary Procedures

Informal Resolution of Student Grievances Within SPH

Disciplinary Actions

These procedures describe the informal process through which persons may seek resolution of complaints against students who have engaged in conduct giving just cause for discipline. Division Directors and advisors will receive letters alerting them to students who are on warning as well as probation.

Academic Dishonesty: In cases involving clear proof of academic dishonesty, faculty should impose the sanctions appropriate under the circumstances. Appropriate sanctions include- but are not limited to - giving a failing grade for the assignment, paper, examination or the course. Faculty may seek further sanctions, such as probation, suspension, dismissal or expulsion of the student, by filing a disciplinary complaint against the student in accordance with campus Student Disciplinary Procedures.

In cases involving suspected academic dishonesty, faculty are strongly encouraged to issue a deferred grade (DF) and to initiate the informal campus Judicial Liaison Process. If satisfactory resolution is not achieved through the Judicial Liaison Process, faculty are encouraged to file a formal disciplinary complaint and incident report pursuant to UIC's Student Disciplinary Procedure of the Senate Committee on Student Discipline (as ratified September 1995).

Non-Academic Causes for Disciplinary Action involving a Student: In all other cases involving a disciplinary complaint, the complainant may bring an informal complaint before the Committee on Student Affairs (COSA). (A committee quorum is required to take action on a complaint.)

If the complainant is not satisfied with COSA's determination, or if the complainant is seeking disciplinary action beyond the authority of COSA to administer, the complainant should file a complaint and incident report in accordance with UIC's Student Disciplinary Procedure.
COSA is authorized to impose the following sanctions: warnings, reprimands, fines, or reimbursement, and to recommended counseling, as these terms are defined in Section 3. of the University's Student Disciplinary Procedure.

The School's informal process does not stay the time-limit for filing a formal complaint under UIC's Student Disciplinary Procedure (i.e. the clock continues to run). To initiate a formal action, a complaint must be filed with the Office of Student Judicial Affairs no later than forty-five (45) days from the date of the alleged violation(s) or from the date the alleged violation(s) reasonably could have been detected.

Academic Dismissal Process

1. The Director of Student Academic Services determines that a student has failed to satisfy probation requirements and must now be notified that his/her dismissal will be considered at an upcoming CAP meeting.
2. The Director of Student Academic Services notifies the student of his/her status and procedures by a) phone and b) overnight letter. The director also notifies the student's advisor by a) phone and b) a letter to the faculty mailbox.
3. The student has two options: a) accepting the dismissal or b) petitioning for extension of the probation period. The student needs to inform CAP in writing of his/her decision within five working days of receiving notification. This correspondence should be addressed to CAP and delivered to the director of Student Academic Services.
4. If the student accepts the dismissal, the Associate Dean for Academic Affairs sends an overnight letter on behalf of CAP notifying the student of the academic dismissal. Dismissal results in cancellation of any current registration.
5. If the student elects to petition for extension of probation, the petition will be considered at the next CAP meeting, which will occur before the end of the late registration period for the following semester. The student has until five working days prior to the meeting to submit supporting documentation. The student may submit a written request to attend the meeting and may bring a representative of his/her choice. If the selected representative is legal counsel, CAP requires notification five working days prior to the meeting. All written correspondence and documentation should be delivered to the director of Student Academic Services. CAP may seek information from the student's advisor, Division Director or other School faculty or staff.
6. At the meeting, CAP decides whether to a) accept the petition to extend probation, or b) dismiss the student. If CAP extends probation, the Associate Dean for Academic Affairs sends the student an overnight letter on behalf of CAP stating the conditions of the extension. If CAP decides to dismiss, the Associate Dean for Academic Affairs sends the student an overnight letter on behalf of CAP stating the decision and the reasons for the dismissal. A written appeal of any decision by CAP may be made to the Dean within 30 days and must include a statement of the basis for the appeal and the remedy sought.
7. The CAP chair informs the Dean of committee actions by letter and reports such actions at monthly Executive Committee meetings.

Formal Procedures at the Campus Level

Student Disciplinary Procedures

The Student Disciplinary Procedures (revised April 2001) provide a mechanism for review when a student is charged with an infraction of the disciplinary code. It describes just causes for disciplinary action, outlines the procedures for filing a complaint or responding to one, lists the possible sanctions, and describes the appeal process. This document is available at http://www.uic.edu/depts/sja/cover.htm or in the Office of the Dean of Student Affairs, 3030 Student Services Building.

For more information, please see the Faculty/Staff Guide to Student Judicial Affairs.

Academic Grievance Procedures

The Academic Grievance Procedures (July 1, 1989; revised February 17, 2003) define an administrative process through which faculty, academic professionals, employees, and students may seek resolution of complaints or grievances arising from a decision made about them by an agent of the University of Illinois at Chicago in the course of their employment or enrollment at UIC. It defines eligibility to use the procedures and describes the informal and formal procedures and time frames required. An individual entitled to use the Grievance Procedures is expected to attempt to resolve his or her complaint at the School level before formalizing the complaint as a grievance. A formal grievance must be filed, if at all, within 45 days from the time an individual knows, or reasonably should have known, that an occurrence has affected his or her status. The Academic Grievance Procedures are not available for use in issues under the purview of the Senate Committee on Student Discipline, the campus FERPA policy, or Policy and Rules-Nonacademic. Questions of grades and academic status are primarily under the jurisdiction of the School. Questions in this area are best referred to Babette Neuberger, Associate Dean for Academic Affairs, (312) 996-5381; bjn@uic.edu.

A copy of the Academic Grievance Procedures may be obtained from the UIC website (click on the subtitle to this section) or through the Graduate College office, 609 University Hall.