This chapter covers the academic policies for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

Table of Contents

Preface

• - Academic Policies

• - Administrative and Financial Policies

• - Enrollment and Registration

• - PhD in Biomedical Sciences and Neuroscience

• - MD/PhD Program

Part I. of the Student Handbook covers the institutional polices, procedures, and resources for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this section.

• - Academic Policies

• - Administrative and Financial Policies

Mission Statement

The mission of the Graduate School of Biomedical Sciences is to train the next generation of leaders in scientific and clinical discovery, innovation, education, health policy, clinical care, and advocacy, in a diverse, equitable, and inclusive learning environment.

Statement of Accreditation

The Icahn School of Medicine at Mount Sinai is chartered by Board of Regents of the State of New York and is accredited by the Middle States Commission on Higher Education, which is recognized as an institutional accreditor under the United States Department of Education and the Council for Higher Education Accreditation. Additionally, all degree-granting programs of the Graduate School have been approved by the New York State Department of Education as having met specific academic quality standards. Where required, programs of the Graduate School also possess program-specific accreditations from national professional societies dedicated to their respective fields, such as The Council on Education for Public Health accreditation for our MPH Program and The Accreditation Council for Genetic Counseling (ACGC) for our Genetic Counseling program.

GSBS Statement of Committment to Diversity, Equity, and Inclusion

The Graduate School of Biomedical Sciences seeks to redefine “excellence” by promoting a nurturing and supportive environment that allows all members of our community to thrive and to become leaders in the effort to achieve equity in science and medicine. Diversity in our community will stimulate innovation in research, strengthen our education, inspire collaboration and creativity, and address inequities in the practice of scientific research.

Failure to adhere to ISMMS’s standards of academic integrity will be treated as serious offenses, inconsistent with the goals and activities of the academic environment. Breaches of academic integrity will be subject to disciplinary action, up to and including expulsion from the School. Some examples of unacceptable behaviors include, but are not limited to:

• Cheating: Cheating includes using unauthorized notes, study aids, or information derived from any source, including artificial intelligence (AI) tools, on an examination or submitted work; altering a graded work after it has been returned, then submitting the work for re-grading; allowing another person or AI tool to do one's work and submitting that work under one's own name; submitting identical or similar papers for credit in more than one course without prior permission from the course instructors.

• Plagiarism: Plagiarism is the representation of the words or ideas of another person or language generated from AI/electronic based tools as your own on any submitted work regardless of whether or not that work is in final form. This includes collaborating with another on an assignment or assessment without the explicit permission of the course director. Work of others must be clearly delineated from your work and properly attributed using standard methods. If you have any questions about methods of properly citing sources, you should consult with the course director.

• Computer code and open-source code: Written computer code is considered the same as any other written document and as such it is also subject to this plagiarism policy. Unless explicitly stated by the course director, you may not use any code from other sources in your programming. When permission is given by a course director to use another’s code, it must be properly attributed using inline comments bracketing the borrowed code and the source of the material must be stated explicitly. Use of code libraries and/or AI tools is permissible only if specifically indicated in WRITTEN course information (e.g., the course syllabus or related documents) or approved by a PI in case of a thesis and with proper citation/attribution.

• Fabrication: Fabrication is falsifying or inventing any information, data, or citation; presenting data not gathered in accordance with standard guidelines defining the appropriate methods for collecting or generating data; utilizing AI/electronic based tools to create/generate information, data sets, or citations unless such information, data sets or citations are clearly individually identified as AI-generated; and failing to include an accurate account of the method by which the data were gathered or collected.

• Obtaining an Unfair Advantage: Students should not engage in (a) stealing, reproducing, circulating or otherwise gaining access to examination materials prior to the time authorized by the instructor; (b) stealing, destroying, defacing or concealing library materials with the purpose of depriving others of their use; (c) unauthorized collaborating on an academic assignment (d) retaining, possessing, using or circulating previously given examination materials, where those materials clearly indicate that they are to be returned to the instructor at the conclusion of the examination; (e) intentionally obstructing or interfering with another student's academic work, or (f) otherwise undertaking activity with the purpose of creating or obtaining an unfair academic advantage over other students' academic work.

• Aiding and Abetting Academic Dishonesty: This includes (a) providing material, information, or other assistance to another person with knowledge that such aid could be used in any of the violations stated above, or (b) providing false information in connection with any inquiry regarding academic integrity.

• Falsification of Records and Official Documents: Falsification of records and official documents is altering documents that affect academic records; forging signatures of authorization or falsifying information on an official academic document, grade report, letter of permission, petition, drop/add form, ID card, or any other official University document.

• Unauthorized Access to computerized academic or administrative records or systems: This includes viewing or altering computer records, modifying computer programs or systems, releasing or dispensing information gained via unauthorized access, or interfering with the use or availability of computer systems or information.

• Writing, Revision, Editing Assistance on Thesis Proposal or Thesis: All graded essays, papers, and problems, and all written materials submitted as part of the Thesis Proposal or the Thesis, must be entirely the work of the individual student or referenced appropriately. Even editing (e.g. syntax assistance for foreign students, use of AI tools) should be sought only if explicit permission is obtained.

• False Identity: Distance Education students will be subject to student identity verification processes intermittently throughout the online experience. Students are expected to fully and truthfully comply with all requests for information that verify identity.

• Sharing of test information: such as questions and answers through messaging apps, social media platforms, or other digital formats.

If faculty observe or have knowledge of students engaging in any of the above-mentioned activities, the faculty member should, depending on the circumstances, discuss the matter with the student at once. Students and faculty who know or suspect that any of the above-mentioned activities have occurred must report the matter immediately and in writing to the Senior Associate Dean for Student Affairs of the Graduate School. The Senior Associate Dean will consult with the student’s Program Director and the Course Director to review the allegation of academic misconduct. If this review finds merit to the suspected breach of academic integrity, the matter will be referred to the program specific discipline committee for a full investigation and to determine appropriate action. If the program does not have its own disciplinary review process, the matter will be referred to the Graduate School Committee for Academic Review. Appropriate action could include academic probation, suspension, or dismissal. If it is determined that the student has been involved in any form of academic misconduct on a course assignment or assessment, the student may receive an F for the assignment or assessment.

If the student wishes to appeal the decision of the academic review process, he/she/they are required to submit a written appeal as detailed in the section on the Committee for Academic Review.

The institutional policy on Using Artificial Intelligence in Teaching, Learning and Discovery can be found here

ISMMS strongly believes in the importance of protecting whistleblowers from retaliation and addressing good faith allegations of such retaliation. Accordingly, the School affirms that it will adhere to any applicable policies and procedures promulgated by federal or other oversight agencies in dealing with such allegations. Whistleblower complaints or complaints of subsequent retaliation may be brought, as appropriate, to the School’s (see Faculty Handbook, Chapter III), (see Faculty Handbook, Chapter III), or Department of Human Resources, or Office of Compliance. Copies of the policies and procedures of the Harassment Grievance Board are available from the Office of the Dean, Reserve Section of the Levy Library, House Staff Affairs Office, the GSBS’s Office of Postdoctoral Affairs, and Office of Student Affairs. Human Resources policies are available from the Department of Human Resources.

As an academic institution, ISMMS has an obligation to assure that its students conduct scientific and clinical research pursuant to the highest standards of ethics, free from any improper external bias. At the same time, ISMMS encourages scientific collaboration with industry and supports collaborative research geared towards developing new and improved diagnostic and therapeutic products. ISMMS appreciates, however, that these economic relationships with industry have the potential for directly and significantly affecting the approval, design, conduct, monitoring or reporting of a research study. Situations can occur in which an independent observer might reasonably conclude that the potential for individual or institutional profit could influence the outcome of a research study. Even in the absence of an actual conflict of interest, such situations may require actions to minimize the appearance of a conflict. Therefore, to safeguard the academic integrity of both ISMMS and its investigators, the institution has adopted a rigorous conflicts policy predicated on full disclosure and appropriate management.

The Policy on Financial Conflict of Interest in Research sets out the requirements for disclosing potential conflicts of interest in research and specifies the procedures for reviewing such disclosures and determining what corrective measures, if any, should be instituted. Furthermore, this policy includes clinical trials that evaluate the safety and efficacy of a drug, medical device or treatment, and research on technology in which the Investigator/Covered Person and/or the Institution has an ongoing financial interest, to the most rigorous review and stringent conditions.

This policy is based on the standards set forth in the federal regulations governing research funded by the Public Health Service (PHS) or the National Science Foundation (NSF) (42 CFR Part 50 Subpart F) and the recommendations promulgated by the Association of Academic Medical Centers.

For more information, please review the complete ISMMS policy on .

Policy on Responsibilities of Authors

Authors should ensure that a clear designation, delineation, and acceptance of authorship responsibility has been established. For more information, please review the institution policy on Authorship.

In addition to adhering to the institutional policy on Authorship, any potential or selected mentors and mentees should discuss the criteria for determining authorship for publications based on data, protocols, or code generated in their laboratory and with collaborators where the mentor(s) is/are the senior author(s). A similar discussion is necessary for determining authorship in studies involving multiple laboratories or consortia. Students with authorship concerns should openly discuss these with their mentor(s). If agreement is not reached, students should seek the advice of their thesis advisory committee and/or MTA directors.

Policy on Data Retention

All original laboratory data books or journals, etc., from which a publication is derived, must be stored in the laboratory for a minimum of six years from the date of publication. If the senior author leaves the Icahn School of Medicine at Mount School before the six-year period elapses, he/she/they will be required to retain and make available, if requested, to ISMMS all these data until the completion of this minimum time period. In the case of large ongoing database related research, the responsible investigator must retain the pertinent mass data storage device (cloud, hard drive, tape, disk, etc., not necessarily in hard copy) containing the data on which a publication is based. The stored data can be used for verification of data, as well as the base for ongoing studies of the same project. In the latter instance, however, a clarifying statement that describes the nature and the composition of the reutilized and incremental data should accompany the publication. The data storage device cannot be reused for unrelated projects. Although it is understood that this rule governing database storage may not be appropriate in all situations, individual modifications must be approved by the Dean. For additional information, please click on the "Research Administration Offices" section in .

General Information

• Students in the PhD and MD/PhD in Biomedical Sciences or Neuroscience programs will receive a comprehensive funding package, which includes direct compensation, tuition remission, and a student health insurance plan. (Note that this direct compensation is sometimes referred to informally as a “stipend.”)

• Exceptions to this financial support package occur when a student has an external award in place that provides for such fundings, in which case funds from the external source may replace part or all of the institutionally-provided financial package.

• Continuation of the financial package is contingent upon maintaining satisfactory progress in the program at all times. The absence of such progress may result in discontinuation of financial support and dismissal from the program.

• For PhD program students, direct compensation will end on the day the student’s dissertation is deposited, and health insurance coverage will end on the last day of the term in which the student deposits. For MD/PhD students, direct compensation will end on the day the student receives their final degree.

• In the case of a research mentor change requiring a new rotation (as outlined in Part II, Chapter 1 “PhD in Biomedical Sciences and Neuroscience"), the mentee will receive up to 3 months of stipend support from the GSBS to pursue rotations prior to selecting a new laboratory.

Funding Sources

• During a student’s early training, during which time students are completing general program requirements and selecting a research mentor and Multidisciplinary Training Area, the student’s funding package is supported through general Graduate School funds. (The Graduate School funds 100% of the package during the student’s first year and 75% during the second year, unless the student is supported by a training grant or individual fellowship.)

• For the remainder of the student’s time in the PhD program, the student’s research mentor (PI) is responsible for identifying the funding source(s) of the student’s funding package. Research mentors who encounter unexpected difficulty in supporting a trainee’s funding package may contact the Graduate School at about its bridge funding policy.

Additional Funds Upon Receipt of External Fellowships

• Students who apply for and receive an NIH “F” grant, or who receive a federal or non-federal fellowship of comparable stature (e.g. AHA, HHMI, , will receive from the Graduate School an additional $2,000 annually, for the period the award is in effect.

• Research mentors are encouraged to match this $2,000 with an additional $2,000 if lab funding allows. (Matching funds from research mentors must come from a funding source that permits such payments.)

• Students who receive such fellowships should email the Graduate School at to request such payment, attaching the notification of the award and cc-ing their faculty research mentor.

General Policy The is an institutional policy that governs issues relating to the ownership and use of research data, reagents, records, protocols, or code. The Handbook section Changes to a Mentor-Mentee Partnership addresses issues regarding data usage and presentation in the context of a mentee changing research mentor(s).

Authorship and Publication of Research Data The Handbook section addresses issues relating to authorship and the publication of research data, reagents, records, protocols, or code, including in the context of a research mentor-mentee partnership. The Handbook section Changes to a Mentor-Mentee Partnership addresses issues regarding data usage in connection with publication.

All incoming students in the following programs:

• PhD in Biomedical Sciences or Neuroscience

• MD/PhD

• MS in Biomedical Data Science

• MS in Biomedical Science

• MS in Biostatistics

must compete the Graduate School’s ½-credit Responsible Conduct of Research course in the fall semester of their first year and the ½-credit Rigor and Responsibility course in the spring of their first year. In addition, students in the above programs at Icahn for four years or more must take the Responsible Conduct in Research Refresher course in their fourth year. Students in the Clinical Research Programs, MS in Genetic Counseling, MS in Health Care Delivery Leadership, Master of Health Administration, Master of Public Health and Master of Science in Epidemiology participate in specific research and/or professional ethics courses or other required integrated curricular components, in order to meet the requirement for Responsible Conduct of Research.

This chapter covers the administrative and financial policies for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

The School hereby affirms its commitment to the highest ethical standards in the conduct of scientific research, the promotion of original research of high quality, and the importance of academic freedom. It also acknowledges that unethical conduct in research is extremely serious and threatens these principles. The School is, therefore, committed to preventing unethical conduct in research from occurring and, should it occur, to dealing with it swiftly, fairly, and thoroughly. Procedures for handling allegations of misconduct in research are described in detail in the Faculty Handbook (Chapter VI).

Allegations of misconduct in research must be reported to the Institution’s Research Integrity Officer (RIO) who will have primary responsibility for implementation of the institution’s policies and procedures on unethical practices in research. The RIO has general responsibility for overseeing the investigation of all allegations of unethical conduct in research and shall be available to:

• Consult confidentially with persons uncertain about whether to submit an allegation of unethical research practices, and if the allegations do not involve unethical practices in research, refer the individual to other offices with responsibility for resolving the issue.

• Receive allegations of suspected unethical research practices and work with the Research Integrity Committee to determine and pursue the appropriate method for investigating and resolving these allegations.

Students in the PhD and MD/PhD in Biomedical Sciences or Neuroscience programs receive a comprehensive funding package as a component of the admission offer, which includes tuition remission. (Details about this funding package can be found in the Funding Package and Direct Compensation section.)

Tuition rates for these programs are established on a per-credit basis. Although students in these programs are not billed directly for tuition, these rates may be used to calculate tuition charged to fellowships, grants, or other third-party funding sources that cover tuition.

Students in these programs may occasionally be billed by the Bursar’s Office for other fees and are responsible for satisfying any outstanding balances.

General Information

Information on program costs and payment terms is available on the website of the Office of Student Financial Services.

The Bursar’s Office, which is a part of the Office of Student Financial Services, maintains student account balances and collects payments for tuition and fees.

All financial obligations must be met by payment deadlines. An outstanding balance will result in a financial hold, which restricts access to future course registration, as well as to other services available to enrolled students, and may result to limitations to access to transcripts and/or diplomas to the extent permitted by law.

Tuition and fees are subject to change without notice by the Board of Trustees.

Tuition Rates

With the exception of the MS in Genetic Counseling, these programs charge for tuition on a per-credit-hour basis at the current published rate. The MS in Genetic Counseling program charges a flat tuition rate for the program.

Tuition Refunds Upon Withdrawal from a Course or Program

Students who withdraw from a course and/or from the program after the end of the drop-add registration period will receive a tuition refund based on the . Tuition refunds will be calculated based on the date that the Registrar’s Office approves the course withdrawal, leave of absence request, or program withdrawal request. Retroactive requests are not permissible.

Note that dropping course registration may result in an enrollment status change from full-time to part-time. Students may not withdraw from a course after 2/3 of the course is complete. Changing the enrollment status or the number of registered credit hours in a program may have significant academic, immigration, and/or financial consequences. It is recommended that students consult the Office of Student Financial Services and their program advisor before making any changes to their schedule. International students are required to meet with the Office of International Personnel prior to making any enrollment changes. International students risk their F-1 Visa status if not fully compliant with their full-time enrollment requirement while at ISMMS.

For students receiving federal financial aid, the percentage of the period completed, based on class days, will be calculated. The federal government mandates that students who withdraw may only keep the financial aid they have ‘earned’ up until the time of withdrawal. Title IV funds in excess of this amount must be returned by ISMMS and/or the student to the federal government.

No tuition refunds will be granted to students who have been academically and/or administratively dismissed or suspended from the institution.

Tuition is charged for all students, including those who are employees of Mount Sinai.

An employee of Mount Sinai who wishes to take a course in the Graduate School must formally register for the course. To register for a course, a student must be either enrolled in a GSBS degree program or registered as a non-matriculant student through the Registrar’s Office.

Certain non-faculty employees of Mount Sinai are eligible for a tuition reimbursement benefit, processed through Human Resources, of up to $2,400 per calendar year. (This benefit is a reimbursement program—not a waiver.) Students who are eligible for this benefit must avail themselves of it prior to requesting any tuition waiver from the Graduate School.

Under certain circumstances, the Dean of the Graduate School of Biomedical Sciences may waive partial or full tuition for one or more courses for a Mount Sinai employee. (For example, a research technician at Mount Sinai who has an interest in pursuing a PhD at Mount Sinai may request a waiver to enroll in a PhD-level course.)

To apply for such a tuition waiver, the employee must obtain a brief written statement of support from the employee’s supervisor, as well as the signature of the Course Director. The student should then submit a written request, with these items attached, addressed to the Dean of the Graduate School, via email to . The request should describe the reasons for enrolling in the course and how it fits into the student’s long-term goals for graduate training. The student also should state whether they will be receiving any other tuition reimbursement for which they are eligible. The deadline to apply for such a waiver from the Graduate School is one week prior to the start of the course.

The maximum number of credits that will be approved for a tuition waiver is 12.

Courses offered by the Master’s in Healthcare Delivery Leadership program (i.e., courses with a HCD course code), are not eligible for a tuition waiver.

PURPOSE AND SCOPE:

To provide the expectations of the general rules of conduct for all ISMMS students.

POLICY:

The general rules of conduct are as follows:

1. All ISMMS students are expected to comply with these General Rules of Conduct for the entire duration of their program. Violations of these General Rules of Conduct shall be referred to the Office of Student Affairs for disposition, which could include the imposition of disciplinary action up to and including dismissal.

2. All ISMMS students must obey all federal, state, and local laws.

3. All ISMMS students are expected to behave in a professional manner in all educational settings, including classrooms and laboratories, professional and clinical sites and are prohibited from conduct that impedes, obstructs, or interferes with the orderly and continuous administration and operation of ISMMS in carrying out its mission as an educational, research, and clinical institution or in the use of its facilities, or that in any way interferes with its rights as a campus proprietor. Professionalism encompasses those attributes and behaviors that serve to foster and maintain research integrity and academic honesty. Such conduct shall include, but is not limited to, the following:

   1. Unreasonable interference with the rights of others.

4. All ISMMS students are required to comply with all applicable Mount Sinai policies.

5. ISMMS students should conduct themselves appropriately everywhere on Mount Sinai campuses and at affiliated institutions. Appropriate behavior is particularly critical when participating in patient care or attending any functions at which patients may be present. In small group seminars, as well as during clinical activities, ISMMS students will be evaluated for, among other things, their responsibility, dependability, reliability, maturity, motivation, attitude, honesty, integrity, and ability to relate and interact effectively with others.

6. All ISMMS students are expected to use good judgement, be courteous, respectful, and thoughtful about how others may perceive or be affected by what they do or say. ISMMS students are expected to be cognizant of the fact that incomplete, inaccurate, threatening, harassing, illegally discriminatory, or carelessly worded statements may be harmful to others. Such conduct may damage relationships, undermine Mount Sinai’s brand or reputation, discourage teamwork, and negatively impact ISMMS’s commitment to research, education, patient care, and community service.

7. Equally important is the realization that responsibilities of members of ISMMS students do not end with the member’s own behavior but also include not tolerating inappropriate behavior among others. While formal mechanisms, outlined in other sections and policies, govern any specific allegations of inappropriate behavior, general issues should be able to be discussed freely among peers, faculty, and administration. If you have any concerns, you may discuss them with the appropriate Dean, faculty advisor, , or the School’s Ombuds Program or you may report the concern through an appropriate reporting portal (e.g., mistreatment portal, SafetyNet, or Corporate Compliance.). Mount Sinai prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at .

8. Violation of these rules of conduct may be subject to disciplinary action, up to and including dismissal from ISMMS.

Financial Aid Eligibility

• Financial Aid is managed by the Office of Student Financial Services, and information on the financial aid application process is found on this office’s website.

• Admission to ISMMS is need-blind and not contingent upon a student’s financial profile.

• Degree-seeking students who wish to apply for federal loans to cover the cost of attendance must complete the Institutional Application for Graduate School Students as well as the FAFSA. Applications are required annually.

Please see the following pages for information about additional work and funding resources:

• Supplemental Work-in-Another-Department (WIOD)

• Tuition Waivers for Non-Faculty Mount Sinai Employees

refers to the satisfactory of program requirements as established by the Graduate School. Federal regulations require that students receiving federal aid make satisfactory academic progress (SAP) in accordance with these standards set by the institution in order to be eligible for federal grants and loans.

The Department of Enrollment Services, in addition to the Graduate School, will assess each student’s academic progress on a term basis. A student who fails to meet one or more of the standards for SAP will be ineligible for financial aid. Students on Academic Probation will be placed on Financial Aid Probation. If a student failed to return to good academic standing after one term, the student will no longer be eligible for financial aid in subsequent terms.

If the Committee for Academic Review and/or Program Academic Committee approves a remediation plan for the student that is no more than one year in length, a student can be placed back on financial aid probation and receive financial aid. Failure to meet the terms of the remediation plan will result in a student’s return to financial aid ineligibility. A student will be removed from financial aid probation and/or be eligible again for financial aid when he/she/they has met SAP. A student who does not meet the SAP requirements by the end of the financial aid probationary period is again ineligible for financial aid.

PhD and MD/PhD in Biomedical Sciences or Neuroscience

PhD and MD/PhD in Biomedical Sciences or Neuroscience: It is Graduate School policy that all students be supported for the activities involved in their training program and that their program activities represent a full-time commitment. Students with a unique need for securing additional funds should contact the Office of Financial Services for guidance. The Graduate School will try to help find activities that do not conflict with the student's program and also complement the student's educational advancement. If a research mentor helps a student with a unique need to secure additional funds, it is required that the student be assigned specific documentable activities distinct from those involved in the correlated training program.

Any request to pay a student additional funds, or any payment arrangement not otherwise covered in this Handbook, must be approved in advance by the Dean of the Graduate School; such approval should be requested by the faculty member or departmental administrator, by sending an email outlining the proposed arrangement to

Throughout the student’s education, the Office of Student Financial Services is available to discuss indebtedness, budgeting, and financial management. Graduating students should be aware of the requirements of the various external student loan programs in which they may have participated. It is important to maintain contact with ISMMS and the appropriate lending institutions, to understand each loan program, and to plan for repayment.

• Entrance Counseling: Student requesting federal student loans must complete online federal entrance counseling. Students are also able to meet with staff in the Office of Student Financial Services for support with financial management and budgeting.

• Exit Counseling: Student loan borrowers are required to complete federal exit counseling prior to graduation or separation from ISMMS. Students are encouraged to schedule a one-on-one debt counseling sessions with the Office of Student Financial Services for more personalized support.

All graduate students are eligible for travel award funding, to support their participation in and presentation at major conferences and meetings directly relevant to their academic activities. Specific eligibility and funding criteria vary by program. For students working in a lab under a faculty research mentor, GSBS travel awards are intended to complement support available from the faculty mentor. For additional information, contact the Office of Student Affairs at TheGraduateSchoolOffice@mssm.edu.

Matriculated students must either register for course(s) or register for “Maintenance of Matriculation” for every term, up until graduation. Maintenance of Matriculation allows students continued access to essential academic and student services, such as access to the ISMMS network and email; however, students on Maintenance of Matriculation status will not be eligible for financial aid. Students with compelling circumstance who wish to maintain their matriculation status but need to discontinue their studies for a period of time can apply for a Leave of Absence from the program (see Leave of Absence and Withdrawal section).

Medical Insurance Policy

All graduate students are required to have medical insurance coverage throughout the duration of their enrollment at ISMMS. Students may enroll in the School’s student health insurance plan or provide proof of comparable coverage from another U.S.-based insurance carrier. Students also have the ability to purchase optional student dental and/or vision plans. For continuing students, the Benefits Open Enrollment Period occurs each June. At that time, students have the option the change their student insurance selections for the upcoming academic year. Outside of the Open Enrollment Period, changes in enrollment require the submission of a Qualifying Life Event request to the MSHS Benefits Office. Examples of some approved Qualifying Life Events are the birth of a child, marriage, loss of employment, or loss of parental insurance coverage. Students are required to submit Qualify Life Event request within 30 days of the event. Information is provided in the Student Resources area of Blackboard in the Student Financial Services section. Student insurance plans are terminated upon graduation or separation from ISMMS. Students must be actively enrolled to be eligible for student insurance coverage. For continuing students, the coverage period is July 1st-June 30th.

Immunization Policy

Immunization Policy Immunizations are required for TDaP (if not administered within the past 10 years), Polio (if initial series and booster have not been given), SARS-Cov-2, and an annual influenza vaccine. Proof of immunity must be provided for Measles, Mumps, Rubella, Varicella, and Hepatitis B. If students do not have proof of immunity to any of the above, they will be required to obtain booster vaccinations as indicated and follow-up titers to verify protection. Annual influenza vaccination is required for all Mount Sinai students and employees, as mandated by the Health System and New York State. Every student must obtain an annual flu vaccine during flu season. Upon enrollment, all ISMMS students must have an annual screening for tuberculosis (PPD skin test or IGRA). Annual TB testing is required of all students and employees at Mount Sinai. Students are responsible for meeting annual tuberculosis screening compliance requirements. Students who are recent converters will be managed appropriately with chest x-rays to rule out the presence of active disease and prophylaxis with medications. Failure to follow appropriate treatment may result in dismissal from the institution. Non-compliance with the above regulations is forwarded to the Registrar for “student health hold” and Program Directors (Graduate School) or the Administrative Director of Student Affairs (Medical School) are notified. Students in the online HCDL MS program are exempt from this requirement.

Dental and Vision Care

Students have the option to elect dental and/or vision coverage at their expense. Policy information is available in the Office of Enrollment Services. The same annual enrollment dates for Medical Coverage enrollment also pertain to Dental and Vision coverage. In addition, ISMMS has a dental clinic that is available to provide emergency and routine services for medical and graduate students at a reduced fee. These services include oral examinations with x-rays and dental cleanings. More extensive services such as root canal therapy, prosthetic and cosmetic dentistry are available for a fixed fee. Students should bring their student ID to identify themselves as a medical or graduate student. It is most effective to visit the clinic in person to arrange a time slot. The dental clinic is located on the second floor of the Annenberg building and can be reached at (212) 241- 7121.

Periodically, the Graduate School or one of its programs may have part-time positions available for students who wish to assist with research or administrative work. Such opportunities are typically advertised to students through email announcement.

For such a position, an applicant must be a current student enrolled in a Mount Sinai program that does not pay direct compensation as a part of the program’s funding package. (Students in compensation-bearing programs are typically not eligible for such positions.) Students seeking such positions may not be otherwise employed by Mount Sinai in a non-student position.

In many cases, such positions may be funded by the Federal Work Study (FWS) program. Students must verify eligibility for FWS positions through the Office of Student Financial Services.

Students receiving financial aid should consult with the Office of Student Financial Services before accepting any campus job, to determine whether doing so will affect aid.

International students should consult with the Office of International Personnel to confirm eligibility and possible impact on visa status prior to accepting any type of employment.

Courses offered in all programs for each academic term are available on the Graduate School web page. It is important that students consult their Program Advisors and MTA Directors to plan their programs.

All incoming students will receive instruction regarding advisement and the registration process once they accept our offer of admission.

Continuing students can access the Empower student information system for course availability. Students must meet with their advisors with respect to courses covering their specific training needs and timely completion of requirements. All students must be continuously registered each term in order to maintain their matriculation status and eligibility for student and/or financial support.

In some instances, a student may wish to take a course that is not available at ISMMS. Students must receive permission from their dissertation advisor and their MTA Director. Payment of tuition for such courses will be the responsibility of the student or their dissertation advisor. Courses taken at another institution will appear as transfer credits as long as the student provides the Registrar’s Office with an official transcript and submits a Transfer of Credit form.

Students are required to complete on-line course evaluations for each course taken. These evaluations provide valuable feedback to the Course Directors and the Curriculum Committee and are used to improve course offerings. Evaluations must be completed within 4 weeks of the end of a course.

All registration must be completed in a timely manner, on or before the registration deadline for that term. All programs require continual enrollment until the degree is earned. Students not planning to take courses for a subsequent term, due to personal or professional reasons, must register for or formally request a leave of absence. Failure to do so jeopardizes a student’s ability to return to the program at a later date. Unregistered students are not eligible to received student services or benefits.

This chapter covers the enrollment and registration policies for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

• Pre-Enrollment Policies

• Registrar's Office

The ISMMS Registrar’s Office supports the institution through its stewardship of official student academic records, the course catalog, as well as the implementation of academic policies. The Registrar's Office mission is focused on guarding the integrity and security of all student records in accordance with legal standards, maintaining accurate and timely records of a student’s academic progress, and providing students with registration and document services.

The add/drop period lasts 2 weeks from the beginning of the term. Courses dropped within this period will not appear on the students’ transcript. Students may not withdraw from a course after 2/3 of the course is complete. If the withdrawal occurs after the add/drop period, the course will be listed on the student’s transcript with a “W”. Students are not permitted to change their course registration after the add/drop deadline.

ISMMS utilizes a system of holds when students fail to meet administrative, financial, and/or educational obligations. A Registration Hold restricts a student’s ability to register for future terms.

ISMMS GRADUATE SCHOOL-CUNY Graduate Center Exchange Program

The course exchange program between CUNY Graduate Center and ISMMS Graduate School is designed to encourage graduate students from each College/University to experience academic courses, not offered at their home institutions. The program is available to All ISMMS Degree seeking Graduate Students

Program Details

• The course exchange program is free of tuition and application fees are waived for full time, matriculated (degree-seeking) graduate students from each Graduate School.

• ISMMS Students may only register for CUNY GC courses in the Exchange program that are not offered by ISMMS during their program.

• If an ISMMS student wishes the CUNY GC course credit to count toward their ISMMS degree, they must submit the course description and in some cases syllabus for review by the ISMMS academic advisor, for course approval.

ISMMS student process to receive approval to participate in the CUNY-ISMMS Exchange Program

1. ISMMS student completes two CUNY forms: the Exchange Program application and Permit Out Form (POF).

2. CUNY GC Registrar registers the student and informs ISMMS student on how to claim their CUNY Portal account.

3. Student requests the official CUNY GC transcript be sent to the ISMMS Registrar at the end of each term so it is received within 30 days.

ISMMS GRADUATE SCHOOL - COOPER UNION

The Icahn School of Medicine at Mount Sinai and the Albert Nerken School of Engineering at The Cooper Union partnership enables undergraduate Cooper Union and ISMMS graduate students to engage in joint research projects. More information can be found on the .

Non-Matriculating Status

Non-matriculated students may register for courses in the Graduate School by complete the admission application to the Graduate School as a non-matriculated student. Students will be charged the associated tuition and fees. The number of course credits that a non-matriculated student can take from offerings in the Graduate School will be limited to a total of 12 credits.

Graduate students who carry 9 or more credits each semester or trimester are considered full-time students. Those students who register for less than 9 credits may, in certain situations, be granted "full-time equivalency" if engaged in full-time educational activities. Typically, full-time equivalency is granted if one of the following applies:

• You are taking 7-8 credits of coursework, and working as a teaching or research assistant for your program

• You are completing or have fulfilled all coursework requirements and are working full time on thesis research or dissertation research.

PhD students in Biomedical Sciences or Neuroscience and MD/PhD students must be officially registered for each term, even during the research phase of the program, in order to maintain their matriculation status. PhD students failing to officially register are no longer eligible for student status, including student compensation and support.

PhD students in Biomedical Sciences or Neuroscience and MD/PhD students may register for courses in other graduate programs at ISMMS (e.g. MD, MPH, MS in Clinical Research) with the permission of their dissertation advisor, the course director, and their Program Director. The Graduate School will support the tuition for a maximum 6 credits during the PhD program. Exceptions to this limit require the approval of both the Program Director and research mentor/advisor. Payment of tuition for additional courses will be the responsibility of the student or their dissertation advisor.

This section covers grading policies for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

• Grading, Course Examinations, and Missed Examinations

• Calculation of GPA

Students seeking to improve their GPA may retake a course with Program Director and Course Director approval. Approval must be granted prior to the start of the repeated course. Documentation of the approved request must be submitted to the Registrar’s Office prior to the end of the term. If a course is retaken, both grades will be listed on the transcript and the higher of the two grades will be used in the determination of the student’s GPA. A student who has earned credit for a course may repeat it once, but will not receive additional credit. Master’s Degree and PhD in Clinical Research students will be charged at the per-credit rate for all retake courses.

Students cannot receive financial aid to cover the tuition cost for retaking a course.

Course Directors have the option of awarding letter grades or grading the course on a Pass/Fail (P/F) basis, with the exception of the Neuroscience and Biomedical Sciences core courses and Biostatistics courses, which are only offered for letter grades. However, MSHCDL grading will occur on a Pass with Distinction/Pass/Fail basis. Clinical rotations for MS programs, laboratory rotations, departmental seminars, and journal clubs are graded as P/F. Optional internship courses for MHA students are also graded P/F. For students in the PhD or MD/PhD programs in Biomedical Science or Neuroscience, elective courses outside of the student’s training area may be taken P/F, even if it is an established graded course.

Under extraordinary circumstances (such as medical emergency), a temporary grade of Incomplete (I) may be recorded for a student who is unable to complete course requirements by the end of the term. To receive an incomplete grade, the student must be passing the course up to the time of the request and make a formal request using the Incomplete Grade Request Form available on the Registrar’s site. The request must include the reason for the incomplete, the work to be completed, and the final due date for that work. Students ordinarily have one semester to satisfy an Incomplete. Failure to complete the required work within this timeframe will result in the Incomplete automatically converting to a failing grade (F). Students failing to meet the course requirements by the end of the term, and not provide with an approved temporary grade of Incomplete, will be given a failing (F) course grade.

A student who is not in good academic standing in a course is not eligible for an Incomplete grade.

Students who fail a course have three options: 1) Retake the course (see Retaking Courses below); 2). Request a remediation plan from the Course Director. Granting a remediation plan is at the sole discretion of the Course Director and there is no path for appealing such a decision. In the case that a student successfully remediates the course, the student’s transcript will reflect the remediation by indicating a grade of F/P (for pass/fail courses) or F/A, F/B, or F/C, depending on the grade earned through remediation. The student’s GPA will be calculated using only the remediation grade. Students who fail the remediation process will have an F recorded on their transcript; 3) Allow the F to remain on the transcript (with the exception of core requirements) – Note that students with a cumulative GPA below 3.0 will automatically be placed on Academic Probation.

Students who fail a core course or have multiple remediation grades will be placed on academic probation by the Program and be required to meet with their respective review committee (e.g., CAR for PhD in Neuroscience or Biomedical Sciences). Students must maintain a cumulative GPA of 3.0 at all times.

Students should be aware that proper citation practices are required on all course take-home exams and papers as well as in proposals, dissertations and publications. Plagiarism will not be tolerated.

If a student will miss an exam or quiz due to illness or other emergency, the student must notify the course director(s) and program director(s) on or before the day of the examination (or as soon thereafter as possible). Once able, the student should see student health or their doctor and obtain documentation of illness. The documentation should be submitted to the Course Director and an exam or quiz will be scheduled at the earliest possible date.

If an exam or quiz is missed without illness or extenuating circumstance, a score of zero will be recorded for that assessment.

A student who has missed an exam should sign a statement certifying that they have not discussed the exam with any other class member who may have taken the exam earlier.

Course Directors are required to submit all grades within one week of the end of the term.

A student has one (1) month from the date of receiving a course grade to make an appeal. The student must realize that following a review, the grade could be amended in either direction. Course grade appeals are first made to the course director. If the discrepancy remains, the student can then submit a written appeal to the Senior Associate Dean of Student Affairs in the Graduate School. The appeal should include a detailed description of the basis for an appeal and any available supporting materials. The Senior Associate Dean will empanel an ad hoc review committee of up to 3 people that will review the student’s appeal together with documentation from the course justifying the assigned grade. A final decision from the committee will be communicated to the course director, student, and, if needed, the registrar. Every effort will be made to complete the appeal by the end of the next semester.

If the student wishes to appeal a decision made by the ad hoc committee, he/she/they must submit a letter of appeal to the Dean of the Graduate School within 15 days of receiving the ad hoc committee’s decision. The Graduate School Dean’s decision is final.

In calculating the GPA, all credits with the following grades are counted in the total used to compute the grade point average/cumulative index: A (-), B (+/-), C (+/-), and F.

Earned credits with grades of Pass (P), Satisfactory Progress (SP), or Satisfactorily Completed (SC) do not figure into the computation of the grade point average but do count toward the degree. Transfer credits also count toward the degree, but are not included in the GPA calculation.

Satisfactory Academic Progress (SAP) refers to the satisfactory of program requirements as established by the Graduate School. For all students in all programs, the Satisfactory Academic Progress Policy requires the maintenance of a cumulative grade point average of 3.0 or higher, timely completion of course work, as well as timely progress towards the degree.

A student who is not making Satisfactory Academic Progress (SAP), after the completion of two terms, will be placed on Academic Probation. A student who is not making SAP may be required to appear before the Committee for Academic Review (CAR).

Once a student has an Academic Probation status, the Committee for Academic Review and/or Program Academic Committee must approve a remediation plan for the student that is no more than one year in length. Failure to meet the terms of the remediation plan and/or return to satisfactory academic progress will result in a student’s dismissal.

Students who are pursuing a graduate degree at another institution and have been invited by an ISMMS department or laboratory/center to do research in their field of study may apply for Visiting Scholar status through the host department/lab. International Visiting Scholars must contact the Office for International Personnel to discuss visa and reporting requirements. Visiting Scholars are not hosted by the Graduate School.

Visiting Scholars are expected to follow the same guidelines required for all incoming Mount Sinai employees. Visiting Scholars must (i) complete a physical examination; (ii) take the toxicology- screening test; and (iii) complete HIPAA and safety trainings. All Visiting Scholars will be subject to a criminal background check. Detailed information is available through the host department/lab.

Course Registration: Should a Visiting Scholar wish to take a credit bearing course, he/she/they must fill out a Non-Matriculating Student Application, available online by navigating to http://icahn.mssm.edu/education/graduate-school and selecting the “Apply Online” tab.

Health Insurance: Visiting Scholars are not eligible for student health insurance through ISMMS and therefore must provide proof of basic health insurance coverage. International students must have insurance that meets all the requirements specified by the federal regulations for J-1 students.

Financial aid: Visiting Scholars are not eligible for financial aid services from ISMMS.

Employment: Visiting Scholars may receive compensation for work done for the host research group. In compliance with federal regulations, international visiting students are not allowed to have any other employment, either on-campus or off campus. Students on a visa must discuss employment regulations with the Office of International Personnel.

Housing: ISMMS does not guarantee housing for Visiting Scholars and their requests are determined based on availability.

Full Committee: The Committee for Academic Review will consist of a chairperson appointed by the Dean of the Graduate School, one of the Co-Directors (or their designee) of each MTA, one faculty representative from each training program (PhD in Clinical Research, MDSAI, MSBS, MS in Biostatistics, MS in Epidemiology, MPH, MSGC, MSCR, MHA, and MSHCDL).

Subcommittees of CAR: Since the educational process is considerably different for PhD students and master’s degree students, CAR is divided into two subcommittees, the PhD Subcommittee and the Master’s Subcommittee. These subcommittees hear cases that pertain to their respective students. In the event that a matter involves both MS and PhD students, the Chair of CAR has the authority to decide what group should preside over the investigation. For example, the Chair may decide to form an ad hoc committee consisting of members from each subcommittee.

Investigating subcommittees: If a matter under review by CAR requires an extensive investigation, the chair of CAR and the Senior Associate review could choose to empanel an Investigating Committee that will perform a full investigation, including collecting and assessing documentation and interviewing people with pertinent information. This could also include recommending a plan of action. The Investigating Committee will provide a written report of its investigation, findings, and recommendations to the subcommittee for review and decisions. The subcommittee should consist of at least three people. The subcommittee can also include ad hoc members if deemed necessary by the CAR chair and Senior Associate Dean. Ad hoc members could include members of the student’s training area or thesis advisory committee.

Students in graduate programs at ISMMS have been carefully selected for the demands of graduate study. Some students, no matter how qualified, may have difficulty in meeting the graduate program’s requirements, such as satisfactory completion of courses and other requirements within a given timeframe or maintaining standards of professional conduct at all times. Such cases will be reviewed by the appropriate program committee for possible remediation or disciplinary action. Processes for review of student performance/behavior are detailed below.

Each program should conduct an annual review of all students currently enrolled in their program. For students who are not making satisfactory academic progress or have not maintained acceptable standards of professional behavior, plans for remediation or dismissal should be developed as per program specific guidelines.

The Committee for Academic Review is the primary review/disciplinary body of the Graduate School. The committee meets when necessary. Meetings will be called by the Senior Associate Dean of Postdoctoral and Student Affairs or the Chair of CAR whenever a student review is necessary.

When a program has its own review/disciplinary process, student issues should be reviewed as per that program’s documented process. In such cases, CAR will play a role only if the student appeals a decision (see section below on the appeal process). When a program does not have its own process, CAR will be used for initial review.

When a program does not have an internal student performance review committee, a Program Director or other Graduate School leader will confer with the Senior Associate Dean for Postdoctoral and Student Affairs to determine an appropriate course of action. There are two possible courses of action:

1. The Senior Associate Dean and Program Director will perform a full review of the matter and render a judgment. When appropriate, a student should be given an opportunity to meet with the Program Director and Senior Associate Dean to make a statement and answer questions about the incident in question. If it is determined that some action needs to be taken, the Program Director and/or Senior Associate Dean are responsible for meeting with the student and providing him/her/them with both an oral and written summary of the actions taken. During this discussion, the student must be informed of the process available for an appeal of the decision (see below for details regarding the appeals process).

2. The matter will be referred to the Graduate School’s Committee for Academic Review. As a first step, the matter will be reviewed and triaged by the Senior Associate Dean for Postdoctoral and Student Affairs, the Director of the Office of Postdoctoral and Student Affairs, and the Chair of CAR (this group constitutes the “CAR Executive Committee”). This triage can result in three possible actions:

As mentioned above, students under review must be informed in writing of any requirements for remediation or disciplinary actions taken by CAR. The student must sign a copy of the document to indicate that he/she/they has received it and understands the content. This signed document will be added to the student’s academic file.

Transfer Credits

Credit for graduate courses taken at other institutions may be awarded under certain conditions and subject to approval by the Program Director (excluding the MGC program where transfer credits are not accepted). Program Directors reserve the right to denied transfer credit and/or course exemption requests. Courses being considered for transfer credit must be at the graduate level, relevant to the program, deemed to be equivalent in content to ISMMS’s course, and have been completed with a grade of B or better at a regionally accredited institution within the last five years. Determinations of credit transferability are at the discretion of the Program Director.

The number of credits transferred can be no more than the number of credits given by ISMMS for the equivalent course. All transfer credits will be assigned a grade of P. Courses approved for transfer may reduce the number of total credits taken at ISMMS. Students who receive a Master's Degree from ISMMS may transfer all credits with a B or higher into the corresponding PhD program.

If a student successfully completes a course that is required by the Graduate School, the student may be granted an exemption from having to take the equivalent course at ISMMS. In such cases the student will not receive credit towards the ISMMS degree but instead, will take an additional elective course to complete the necessary number of credits.

The maximum allowable transfer credit for each program is as follows:

*Unique cases may be further evaluated for additional credit

Courses Taken at Partner Institutions

The course exchange programs with CUNY Graduate Center and Cooper Union is designed to encourage graduate students from each College/University to experience academic courses, not offered at their home institutions.

Required Course Exemptions

If a student successfully completes a course that is required by the Graduate School (even if that course was used towards the attainment of another degree at ISMMS or at another academic institution) the student may be granted an exemption from having to take the equivalent course at ISMMS. In such cases the student will not receive credit towards the ISMMS degree but instead, will take an additional elective course to complete the necessary number of credits.

Students seeking exemption from required courses, based on prior course work, must meet with the Course Director to ensure appropriate content overlap and rigor. Exemption from certain courses may require an exemption exam or other assessment. If approved by the course director, student will need to complete a course exemption form and return it to the Office of the Registrar. The course will appear on the student’s transcript as “EX”.

Course Waivers

On occasion a program may grant a course/credit waiver. A petition for such consideration should be made by the student to the Program Director and the Dean of the Graduate School. Students who receive course waivers must still meet the total credit requirement for their degree program.

Included in the requirements for SAP is a student’s adherence to the Time to Degree Policy. The length of time to complete the degree for each program (Time to Degree Policy) is summarized in the table below:

*These time limits may be extended by one year when granted by the respective Program Director or a program committee for extenuating and/or compelling cases.

All programs also have Program Specific Satisfactory Academic Progress policies and these are detailed in their corresponding section of the Handbook.

Students may be terminated from a degree program at any time if, in the judgment of the Graduate School or the Medical School, a student fails to make satisfactory progress towards the completion of the degree.

The status of suspension and dismissal are permanently reflected on a student’s academic record. Below are the categories of student standing:

• Good Standing: A student will be considered in good standing if he/she/they is meeting minimal academic standards in terms of course performance and other expectations of their degree program.

• Probation: Students in poor academic standing may be placed on Academic Probation. Once a student is placed on Academic Probation, degree progress must be made within a specific time period as detailed in the student’s remediation plan. If performance continues to be unsatisfactory, students will be dismissed from the program.

• Suspension: Academic suspension may occur when the School withdraws the student for failing to maintain satisfactory academic progress or to meet standard educational requirements of the degree program. Students who are suspended from the School are required to spend a defined period of time away from the School. During this period, the student may be required to successfully complete activities defined by the Schools’ Dean, Promotions Committees (Medical School) or Committee for Academic Review (Graduate School), or Program Director, if they are to be considered for readmission to ISMMS. Students on suspension are not considered enrolled and are not eligible to register for additional courses or engage in further research.

Suspension and Dismissal

The Dean of the Graduate School of Biomedical Sciences can administratively suspend a student pending committee review or may administratively dismiss a student. Suspensions will generally be imposed for students who exhibit the following: failure to meet academic milestones, positive toxicology result, disruptive behavior, illegal behavior, egregious misconduct, or failure to meet administrative responsibilities (including financial obligations). Dismissal at the discretion of the Dean of the Graduate School may result when a student is convicted of a misdemeanor or felony, exhibits a serious breach of academic or professional conduct (including cheating) or following suspension. Any student who fails to comply with a directive to undergo an administrative evaluation or fails to fulfill the requirements that stems from this evaluation will be dismissed from the Graduate School.

This section covers leave, withdrawal, and readmission policies for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

• Leave of Absence (Voluntary)

• Leave of Absence (Involuntary)

Appeals of decisions made by a Program’s review/discipline committee are first heard by the Committee for Academic Review.

Students also have the right to appeal a decision rendered by the CAR to the Graduate School Dean. In both cases, appeals must be submitted in writing (email) within fourteen (14) days after receiving notice of the decision and must specify the basis for appeal.

Appeal of CAR Decision

• Appeals are made directly to the Dean of the Graduate School.

• The Dean of the Graduate School may assign a panel of Senior Associate Deans for academic programs in the Graduate School to review the appeal. A panel member who is identified as having a conflict of interest may be replaced at the discretion of the Dean of the Graduate School.

• The appeals process will entail a review of the student's written appeal and the record from CAR to determine whether the decision was arbitrary and capricious or inconsistent with institutional policies or procedures.

• The appeals process may include requests to hear from the student or other individuals involved with the case.

• If impaneled, the Senior Associate Deans will make their recommendation to the Dean of the Graduate School.

• The Dean of the Graduate School will issue the final decision, which may uphold, modify, or overturn the CAR recommendation.

• The Dean of the Graduate School’s decision is final and binding.

• Written outcome of the appeal will be sent via email to the student, CAR and all those copied on the original CAR decision.

NOTE: Grade appeals do not utilize this process. Instead, grade appeals should follow the.

A student who wishes to interrupt his/her/their graduate studies for not more than one academic year due to serious illness or compelling personal reasons or military service, may request a leave of absence. If the leave is approved, the student will be eligible to return to ISMMS at the end of the approved leave. Such approval can only be obtained if the student maintains satisfactory progress (as defined above) and has the approval of the Program Director. PhD and MD/PhD students must also inform their Thesis Advisor, Advisory Committee, and the MTA Director. Master’s degree students who are performing thesis or capstone work, must also inform their thesis/capstone advisor.

Students who fail to follow any condition of the leave of absence, will be administratively withdrawn from the Program. If the student wishes to return at a later date, s/he must apply for readmission.

Students on a leave of absence are not eligible for any benefits associated with maintenance of student status, including the direct compensation, tuition remission, student health insurance coverage and travel award for the duration of the leave. Students on a medical leave of absence may request continuation of housing privileges and/or student health insurance coverage. Students on a personal leave of absence may request student-housing privilege based on availability and continuation of student health insurance coverage at the student’s expense.

Taking a leave of absence (medical, personal, administrative) may have implications for student loan grace period, deferment, repayment status or financial aid eligibility. Before applying for a leave of absence, students must investigate these implications as they may pertain to their situations and should meet with a member of the Office of Student Financial Services.

Students must submit a Leave of Absence Request Form with a letter stating the reasons for the leave. If the request is for medical reasons, a doctor’s letter must accompany the form. International students may only request a leave of absence for medical reasons because of visa requirements and should consult with Mount Sinai’s International Office personnel to discuss their immigration status while on leave. Students must submit the Return from Leave Request Form in advance of their expected return date. Student are eligible to return within the first two weeks of an academic term.

If the School approves a leave of absence, the student will be notified in writing of the approval, including conditions of the leave and the expected date for the student to return to the program.

If a student misses one semester without prior authorization, his/her/their academic record will be closed and in order to continue in the program, he/she/they will need to apply for readmission. N.B.: The period of an authorized leave is not included in the Program time limit. Requests for an extension of a leave of absence must follow the same procedure as indicated above.

Students returning from a leave of absence due to military service, will be readmitted for any term within a year after the student’s release from active service without a need to reapply for admission or pay an application fee. The student must be free of any previously acquired holds and eligible to register for courses. Students should direct any questions about the return from active service process to their student affairs dean or the veteran certifying official located in the Department of Enrollment Services.

In general, the Graduate School anticipates that students will take two weeks of vacation each year, exclusive of travel to scientific meetings and days taken off for study and preparation for examinations. Individual circumstances may cause a specific student mentor pair to agree to an individual vacation plan that is appropriate given the nature of the student's efforts over a period of time, particular family circumstances, parental leave, etc. Students must, however, inform the thesis advisor (or the rotation advisor) of all proposed and planned absences so that the flow of experimental work can be planned and discussed. In the event of an unanticipated absence, students should make every effort to communicate with the laboratory and the Graduate School Dean as soon as possible. Any unexplained absence will constitute lack of satisfactory progress in the Program and can result in academic probation, administrative leave of absence, or dismissal from the Program. Students should not take vacation time while courses are running. If absences from courses result from unavoidable circumstances, students should inform their course directors and abide by any remediation plans to make up for missed course materials, assignments or assessments.

The relevant promotion/academic review committee may place a student on an Academic Progress Leave if the student is making unsatisfactory academic progress. Please refer to the Academic Progress section of the Handbook for the academic progression policies for the relevant degree program.

The following policies apply to all involuntary leave types:

1. Involuntary leaves may be no longer than 1 year. An additional year may be granted at the discretion of the dean/director.

2. Students sponsored on an F-1/J-1 visa must seek the counsel of the Office of International Personnel as a result of this leave action. An involuntary leave of absence may impact an international student’s immigration status.

3. A student on an involuntary leave is not eligible for the use of any ISMMS facilities, resources, and/or activities available to enrolled students without the specific approval by the dean/director.

4. A student on an involuntary leave is not eligible to reside in student housing. No appeals will be accepted.

5. A student on an involuntary leave may not continue to be enrolled in the ISMMS sponsored health insurance plan without the specific approval by the dean/director. If approved, the student will be responsible for the associated insurance coverage fee for the duration of the leave.

6. A student on a one year leave of absence must notify the dean/director in writing of their intention to seek approval to return to the school at least 12 weeks prior to the end of the involuntary leave.

7. For leaves less than a year, students must notify the dean/director at least 4 weeks prior to the end of the approved leave. Students seeking return from an involuntary leave may need to be cleared for fitness to return by the Director of Student Health and/or Director of Student and Trainee Mental Health.

8. Students not cleared to return will be presented to the relevant promotion/academic review committee for further determination.

This section covers involuntary leave of absence. Students can find the following information about involuntary leave in this chapter.

Administrative Leave

Academic Progress Leave

The Deans of Medical Education and the Graduate School of Biomedical Sciences reserve the right to require at any time the withdrawal of any student when it is evident that the student is unfit for any reason to continue their program of study. The Dean or designee may place a student on an Administrative Leave of Absence if a student presents a potential harm or has engaged in or is alleged to have engaged in behavior that is dangerous or deleterious to the educational, research, clinical or community environment.

Potential harm may be caused by neurological disease or degeneration, emotional or psychological disorders, or impairment caused by drugs or alcohol. Potential harm may be described as arising from behavior regarded by individuals as alarming, threatening, bizarre, hostile, or otherwise inconsistent with the duties and responsibilities of a student; or behavior that is disruptive for administrative, research, clinical, or educational processes.

Potential harm to other individuals that occurs in the context of a student’s status within the school, as well as personal actions of students outside of the Mount Sinai community, are also a concern of ISMMS because they may indicate the existence of a potential hazard if the person continues his or her role as a student. Any such behavior reported to the senior associate dean of student affairs will be referred to the relevant promotion/academic review faculty committee for appropriate action.

To request an official transcript, complete the Document Request Form located on the Registrar’s Office website. Students may print an unofficial copy of their transcript for from the Empower Student Information System. Unofficial transcripts cannot be used for official purposes.

In addition to the Graduate School Satisfactory Academic Progress policy, each program has its own program-specific criteria, and these are found in each program’s chapter:

• Ph/D in Biomedical Sciences and Neuroscience

• MD/PhD Program

• Clinical Research Program

• MS in Genetic Counseling

This chapter covers the student affairs and services for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

Student Services and Resources

• Career Services and Strategy

• and

Voluntary Withdrawal: A student may voluntarily withdraw from school at any time upon application to the Senior Associate Dean of the MD/PhD program (MD/PhD students) or the Graduate School’s Senior Associate Dean overseeing their degree program (PhD Programs in Basic Science, Master’s in Basic Science, Master’s and Certificates in Public Health and Health Administration and PhD in Clinical Research). The request must be made by submitting a Program Withdrawal Request Form. For further information on withdrawing from a specific program, refer to the program-specific chapter of this handbook.

Administrative Withdrawal: Administrative withdrawal is the process by which a student is formally dis-enrolled from their degree program for specific reasons. While the final decision rests with the Graduate School Dean, the decision is informed by the evaluation and recommendations of the Committee for Academic Review of the Graduate School. The Dean or their designee may administratively withdraw a student for, but not limited to, the following causes:

1. Failure to Register A student will be administratively withdrawn if they fail to register for classes by the end of the add/drop period or in subsequent semesters for a maximum of 2 semesters. Timely registration is essential to maintain enrollment status.

2. Failure to Return from Leave of Absence A student will be administratively withdrawn if they do not return on time from an approved leave of absence (LOA). Students are required to register for coursework upon returning from an LOA, to reactivate their enrollment. Failure to adhere to the return from leave process will result in administrative withdrawal.

3. Medical Reasons A student may be withdrawn for medical conditions or other extenuating circumstances or behaviors that are threatening, self-destructive, or disruptive.

4. Safety of the Student or Others A student may be withdrawn to protect the safety of the student, others, or the integrity of the School's learning environment. This includes situations involving alleged criminal behavior or any risk posed to the community.

5. Professionalism A student may be withdrawn for behavior and conduct that are inconsistent with the expected professional standards as outlined in the and .

Students who voluntarily withdraw or are administratively withdrawn are subject to the .

Readmission: A student who withdraws or is administratively withdrawn from the School may apply for, but are not guaranteed, readmission. Former students who wish to reapply to a program can submit an Application for Readmission. As part of the readmission process, former students will be required to discuss their academic plans with the faculty Program Director of their degree program. The Program Director and former student will create an academic plan of action for approval by the Senior Associate Dean overseeing their program prior to readmission. To be readmitted, former students must be in good standing and resolve any outstanding holds on their accounts, including any prior financial obligations. Students who are readmitted following a withdrawal must adhere to the degree requirements outlined in the catalog in effect at the time of their readmission. Additionally, students may be required to repeat coursework if the prior coursework no longer meets the degree requirements of the current catalog year.

In cases of voluntary or administrative withdrawal for medical, r mental health reasons, the student must submit a written progress assessment from a treating health professional as part of their Application for Readmission. The Director of the Student & Trainee Mental Health Program (STMH) and/or the Director of the Student Health Center (SHC) may require the student to provide a release form. This release allows the STMH and/or SHC Directors to discuss the student’s current treatment and follow-up needs with the treating health professional to determine whether the student is qualified, medically fit, and ready to return to the School. Approval from the Director of STMH or the Director of SHC is mandatory for any student who has withdrawn or been withdrawn for medical or mental health reasons and seeks readmission.missions office for all applicants.

A student anticipating the need for parental leave (e.g., maternity leave, paternity leave, or others) should discuss this with their thesis advisor or program director well in advance (about 4-5 months) of the anticipated leave. Parental leave must be approved by the program director and the Dean of the Graduate School. During the period of parental leave, completion of academic assignments (exams, written assignments, and any other academic requirements) and academic progress milestones may be postponed for up to 12 weeks.

Recognizing that students who give birth may need time before a child is born as well as time to recover from the birth and to care for their new babies, they will be allowed 8 weeks parental leave to be taken in any combination of pre-natal and post-natal time. During this leave, full-time student status will be maintained, i.e. health and housing benefits will continue and visa status will remain unchanged. A student who chooses to continue a leave beyond 8 weeks is entitled to up to 12 weeks. These additional 4 weeks will be taken from vacation time, followed by unpaid leave. During the unpaid leave, all benefits (health, housing, etc.) will be suspended. International students should be aware that their student status might be compromised by unpaid leave.

In the event that medical complications require more than an 8-week leave, students will be covered by the medical leave policy of the Graduate School.

Students on training grants or individual fellowships must abide by the leave policies of the institutional NRSA or individual fellowship. In the event that the amount of leave allowed by an external funding agency is less than what the Graduate School allows, the Graduate School will pay the stipend and health benefits of the student for the time not covered by the grant or fellowship, such that the student will receive the equivalent of 8 weeks paid leave.

This chapter covers the student services and resources for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

The Student Health Center is located at 17 East 102 nd Street, East Tower, 4th floor, Room D4-246. The Student Health Center provides administrative services to the school to ensure compliance with OSHA, immunizations, tuberculosis screening, and influenza vaccination as mandated by the Health System and New York State. The Student Health Center provides confidential medical evaluation and treatment for all matriculated medical and graduate students, including primary and preventive care, gynecological services, STI screening, tuberculosis surveillance, travel medicine, and acute care. Students may choose to see Student Health physicians for any of the above visit types, or they may seek care with their own primary or subspecialty care physicians.

The staff consists of physicians and a full-time nurse. Students schedule appointments via MyChart. For any difficulties with scheduling, students may call for an appointment (ext. 46023) and Student Health will do its best to accommodate them., For after-hours emergencies, students may be seen in the Mount Sinai Urgent Care Center or the hospital Emergency Department. Students must bring their insurance information for all urgent and emergency visits. Visits will be billed to the student's insurance, but the student remains responsible for any co-payments or for any services not covered by insurance. If the student needs to be admitted, s/he will be given the first available bed on a semiprivate service.

All students must make arrangements to have a comprehensive physical examination performed by their private physician prior to matriculation. All student health forms are available on the enrollment website and must be completed and submitted to the Student Health Center prior to matriculation.

All correspondence with this office is completely confidential; there is no correspondence with the school by this office whatsoever — unless specifically requested and formally endorsed in writing by the student. No record of any contact is made available to or accessible to the school.

Rapid access to strictly confidential psychiatric consultation, counseling, treatment, and referral is available to students through the student mental health service. The Student and Trainee Mental Health Program (STMH) through the Department of Psychiatry provides initial consultations, ongoing psychotherapy, and medication management for those graduate students in need of mental health services. The student’s insurance will be billed for all services and the student will not be responsible for any copay. To make an appointment for an initial consultation, you can either write to the STMH email account (STMH@mssm.edu) or call the program at 212-659-8805.

Please see the STMH website for more information about the program.

Emergency psychiatric services can be initiated by contacting the psychiatrist on-call through the page operator (212) 241- 5581, by calling the Psychiatric Emergency Service at 212-241-5637, or by direct unscheduled presentation to the emergency room where it is never necessary to call in advance. STMH has also partnered with to establish a dedicated 24/7 mental health support and crisis hotline number for our students and trainees. This hotline connects you to trained behavioral health counselors who use evidence-based policies and practices – the number is 212-241-2400 or 1-866-640-4777 (school code: ICAHN). Please see the STMH website for more information.

Student access to counseling and mental health services is a private health matter of the utmost importance. The rule of complete confidentiality always applies, as in any relationship between a therapist and patient. No person or office is notified or informed at any point that a student (or dependent) has seen or is seeing a counselor or psychiatrist through the Student and Trainee Mental Health Program. Student use of the service is not made known to the school and is never recorded on any transcript.

The Real Estate Division is open Monday through Friday, except holidays, from 9:00 A.M. to 5:00 P.M. In addition, a voice mail system will take messages during evenings, weekends, and holidays. For any unresolved problems with residential building services or repairs, you may ask for an appointment with the Director of Enrollment Services, who acts as liaison between students and Real Estate. For questions about Aron Hall housing, see the Housing Coordinator in the Real Estate Office. For additional information, including lease terms, guest visitation policy, room transfer policy, and subleasing policy, please visit the website at: https://icahn.mssm.edu/education/students/housing or contact:

ISMMS Real Estate Office

1249 Park Avenue

1st Floor New York, NY 10029

Tel: (212) 722- 5096

Fax: (212) 831- 3093

Academic Informatics and Technology (AIT), with the Gustave L. and Janet W. Levy Library at its core, serves as the information resources and technology hub for all students, residents, fellows, and the clinical and basic science faculty of ISMMS, regardless of where they are across the City and around the world. AIT includes the Levy Library, Archives and Records Management, Academic IT Support Center (ASCIT), Instructional Technology Group (ITG), and Multimedia Services.

The Office of International Personnel together with the Graduate School of Biomedical Sciences co-ordinate services for international students who have been accepted to one of the School’s residential graduate programs. The F-1 student visa for Icahn School of Medicine at Mount Sinai’s international students is sponsored by ISMMS.

All international students must register with the Office of International Personnel within 15 days of matriculation at ISMMS and must notify this Office of any changes in their academic program, enrollment status or if they plan to leave the country to preserve their visa status. Students must show proof of a valid I-20 before the fellowship package can be activated. It is the student’s responsibility to make sure that s/he is always in status, as mandated by the United States Homeland Security.

All visa questions should be addressed to the Office of International Personnel at (212) 241-8300.

The Graduate School has partnered with WellConnect to establish a dedicated 24/7 mental health support and crisis hotline number for our students and trainees. This hotline connects students to trained behavioral health counselors who use evidence-based policies and practices. The number is 212-241-2400 or 1-866-640-4777 (school code: ICAHN), and the website is https://wellconnect.personaladvantage.com/

WellConnect also offers other services and resources such as legal and financial consultations, 5 free short-term counseling sessions, and more. Please see their flyers linked below for more information, and the table for a breakdown of who to call for each situation.

The Graduate School is home of the Office of Career Services & Strategy (OCSS). Under the Student Affairs umbrella, the mission of OCSS is to educate and equip members of the Graduate School community (PhD and master students) with the knowledge, skills, and confidence to pursue lifelong career success. Through services such as individualized career coaching sessions, skills development workshops, special events, and online resources, OCSS is committed to help you identify your career direction, enhance your competitiveness in the job market, and connect you with employers and alumni in the larger Mount Sinai network. Whether you want to a coaching appointment to set up a coaching appointment to discuss networking strategies, have your CV/resume reviewed or attend a workshop on interview preparation, OCSS is here to support your career development needs every step along the way.

Additionally, the Graduate School is a charter member of the New York Science Alliance, a citywide consortium hosted by the New York Academy of Sciences. The Alliance coordinates workshops and events with dynamic speakers that students can participate and attend. The Graduate School is also a proud sponsor of the bi-annual “What can you be with a PhD?” career symposium on science and technology with other biomedical sciences research and academic institutions in the tristate area.

For students in the PhD in Biomedical Sciences or Neuroscience, MD/PhD, or PREP program, Mount Sinai has made it a priority to provide convenient and affordable housing.

Students living in on-campus housing are required to follow all regulations contained in the occupancy agreement, in “A Guide to Living in Mount Sinai Housing,” and in other documents provided by the Real Estate Office.

Further information about housing options and policies can be found on the Real Estate Office’s Student Housing website. Questions regarding housing should be directed to the Real Estate Office, using the contact information on this website, rather than to the Graduate School of Biomedical Sciences.

The goal of Disability Services at the Icahn School of Medicine at Mount Sinai is to provide a physically and educationally accessible educational environment so that each student is viewed on the basis of ability, not disability.

The Student Disability Services Office (DS) staff work with all students in the School of Medicine and the Graduate School to facilitate equal access for students with disabilities by coordinating reasonable accommodations through a variety of support services (including access modification, learning related technology, and extended test times).

Individually designed accommodation plans and services are determined based on the documented needs of each student in conjunction with their program requirements and are created to match the specific disability-related need of each student with those program requirements in mind.

Students register with DS by submitting the Application for Accommodations and Services. The application and instructions are provided on the DS website. The site also provides the Disability Policies as well as Resources for Faculty and Students.

Students who do not have documentation of their condition, and /or who believe they have an undiagnosed condition, should contact the Director of Student Disability Services to discuss their circumstances further.

The Director of Student Disability Services, Christine Low, LCSW-R is available at .

Implementing Disability Accommodations

Once you have completed the registration process with Student Disability Services (DS) and received your accommodation letter, you can initiate implementing your accommodations. To begin email the people designated below, you are only required to share the following:

1. Confirmation of your registration with the DS Office.

2. The accommodation letter from DS.

For graduate school courses: Please contact your course director and provide them with your accommodation letter.

For medical school courses: Please email Leah Zaretsky, Associate Program Director (), or Andi Savage, Program Coordinator (), and provide your accommodation letter.

The School and the Department of Psychiatry have collaboratively established several confidential pathways of access to mental health care and enriched available resources beyond those afforded by the basic mental health insurance plan. The intent of this service is to provide direct access to specialized consultation with an absolute minimum of administrative complexity. When ongoing treatment is desired and indicated, informed referrals into affordable care are provided.

• Self-Referral – Students may freely seek and establish mental health services independent of the Student and Trainee Mental Health Service, or any other campus framework, by any means of their choosing, and fully utilize their mental health insurance benefit. In this pathway of access, if insurance is utilized by the student, pre-approval of insurance must be obtained. Students selecting this pathway for their care should be mindful of several considerations including the distinction between “in-network” and “out-of-network” terms for insurance reimbursement (please refer to the terms and conditions of the student health policy for details).

• Student Health Referral – Students may obtain a direct referral to a Mount Sinai clinician via Student Health Service at (212) 241- 6023. Referrals are made by Student Health to the “out-of-network” voluntary and full-time faculty on the roster described above. Referral requests remain strictly between Student Health, the student, and the clinician. No records of any kind are made available or are accessible to the Dean's Office or medical school administration.

  • Referrals conducted by Student Health are made in a general manner, without triage or consultation such as is provided by the Student Mental Health Service. Student Health will not conduct a formal clinical psychiatric assessment or inquiry to inform this referral.

  • After a name has been provided to the student, the next step is to obtain pre-approval of insurance to proceed into care with this “out-of-network” referral. “Good-faith” responsibilities for students will apply with regard to financial arrangements.

Sexual Assault ISMMS is committed to maintaining a supportive and safe educational environment, one that seeks to ensure the wellbeing of all members of its community. Those who believe that they are the victims of sexual assault should:

• Immediately call the NYC police department at 911. Also, call the Mount Sinai Security Department at (212) 241-6068.

• Get medical attention. Campus security will provide transportation or escort to the Mount Sinai Hospital Emergency Department for emergency medical treatment and evidence collection. A counselor from the Sexual Assault and Violence Intervention (SAVI) program will be available to assist victims.

Program of the Academic Informatics and Technology group serves the Mount Sinai community by:

• Identifying the appropriate retention for all records created and maintained at Mount Sinai, regardless of their format

• Helping departments to manage the records throughout their life cycle

Students’ personal security is of paramount importance. For this reason, Security will, upon request, provide escorts within Mount Sinai and to on-campus residences. Call ext. 46068 approximately 10 to 15 minutes prior to departure.

Security measures at Mount Sinai are reviewed continuously to provide a safe environment for all who use its facilities. A committee of the Student Council addresses housing and security issues and meets on a regular basis with Security to discuss matters of concern.

Security Office Contact Information

The Security Office is located at 1468 Madison Avenue, MC level, AMC-203.

The Academic IT Support Center supports students, faculty, and staff through:

• Distributing site-licensed software

• Assisting with resolving hardware and software computing issues

Harassment has become an increasingly prominent national concern in the workplace and in academic institutions. ISMMS regards any behavior that is harassing, discriminatory, or abusive as a violation of the standards of conduct required of all persons associated with the academic mission of the institution. The ideal of American medical, graduate and postgraduate education is to create an environment that nurtures respect and collegiality between educator and student. In the teacher/student relationship, each party has certain legitimate expectations of the other. For example, the learner can expect that the teacher will provide instruction, guidance, inspiration, and leadership in learning. The teacher expects the learner to make an appropriate professional investment of energy and intellect to acquire the knowledge and skills necessary to become an effective physician or scientist. The social relationships required in the achievement of this academic ideal – mentor, peer, professional, staff – require the active trust of partnership, not the dependence of authoritarian dominance and submission.

ISMMS is responsible for providing a work and academic environment free of sexual and other forms of harassment. The institution may pursue any complaint of harassment known to it in order to achieve this goal. A Grievance Committee (the “Committee”) was established in 1992 to serve as an educational resource to the medical school community on issues relevant to harassment and to address complaints of sexual harassment and other forms of harassment and abuse as defined below. Complaints about implementation of school policies concerning appointment, promotion, and distribution of resources, including notification requirements associated with these policies, will not be addressed by this Committee unless they involve, in addition to those complaints, an allegation of harassment or abuse as defined below. The Committee (and an appointed Investigative and Hearing Board (the “Board”) below, if any) may only consider complaints of harassment and abuse brought by any faculty member, medical or graduate student, house staff or postdoctoral fellow against any other such member of the School community. Complaints by and against other employees of ISMMS will be handled by other appropriate existing grievance mechanisms (e.g., those available through Human Resources). The Committee may act (at the Committee’s discretion) before or after other action(s) an individual may take to exercise his/her/their rights both within and outside the institution.

The Gustave L. and Janet W. Levy Library is the core of the Academic Informatics and Technology department, supporting the education, research, and clinical information needs of the Mount Sinai Health System. The library provides an extensive collection of resources covering biomedical information, patient education, and more, all accessible both on campus and remotely. The library is located on Annenberg 11, and serves as an inviting environment designed to facilitate research, study, teaching, and collaboration The library offers custom classes, research consultations with librarians; mobile resources and apps; online interlibrary loan and document delivery; and printing, scanning, photocopying, and phone charging stations.

Purpose and Scope

This policy clarifies expectations for educator actions and behaviors related to mistreatment and other unprofessional behavior directed at students and trainees. It details how learners can report mistreatment and unprofessional behaviors directed at them and how the Icahn School of Medicine at Mount Sinai (ISMMS) Undergraduate Medical Education (UME) program, Graduate Medical Education (GME) program, and Graduate School of Biomedical Sciences (GSBS) and the ISMMS affiliated hospitals (collectively “Mount Sinai”) review and handle such reports. This policy also provides a process for reporting and recognizing positive behaviors and excellence in teaching or mentoring.

Mount Sinai is dedicated to providing its students, postdocs, residents, clinical fellows, faculty, staff, and patients with an anti-racist learning environment of respect, dignity, equity, inclusion, trust, and support that protects civil and professional discourse and is free from mistreatment and other unprofessional behaviors directed at students and trainees. Mount Sinai is also committed to ensuring an environment in which students and trainees feel free to report such behaviors without fear of retaliation.

Educators (defined broadly to include anyone in a teaching or mentoring role, including faculty, postdocs, residents, clinical fellows, nurses, staff, and students) bear significant responsibility for creating and maintaining this environment. As role models and evaluators, educators must practice appropriate professional behavior toward, and in the presence of, students and trainees, who are particularly vulnerable given their dependent status.

Everyone at Mount Sinai deserves to experience a professional learning and working environment. These guidelines supplement the institutional policies on professional conduct, discrimination, harassment, grievances, and sexual misconduct; will assist in developing and maintaining optimal learning environments; and encourage educators to accept their responsibilities as representatives of ISMMS in their interactions with colleagues and patients. This policy is closely aligned with our institution’s Cultural Transformation efforts, the ISMMS Racism and Bias Initiative, and related policies.

Mistreatment and unprofessional behaviors directed at students and trainees interfere with the learning environment, adversely impact well-being and the trainee-mentor relationship, and have the potential for negatively impacting patient care and research. Inappropriate and unacceptable behaviors can promote an atmosphere in which mistreatment and unprofessional behaviors directed at students and trainees is accepted and perpetuated in medical and graduate education. Reports relating to the clinical setting will be reviewed in accordance with the principles detailed in this policy as part of the relevant hospital’s quality assurance program.

It is the policy of ISMMS that all decisions regarding educational and employment opportunities and performance are made on the basis of merit and without discrimination because of race, gender, color, creed, age, religion, national origin, citizenship, disability, veteran status, marital status, sexual orientation, genetic predisposition, or any other characteristic protected by law. Sexual harassment is defined as a form of sex discrimination and, therefore, any sexual harassment at the school will constitute a violation of the medical school's nondiscrimination policy.

ISMMS is committed to the realization of these goals. Every decision affecting faculty, house staff, fellows, graduate students, employees, and medical students and other members of the medical school community rests solely on demonstrably valid criteria of merit, competence and experience.

Additional information concerning Mount Sinai's Affirmative Action Program, its interpretation and/or application may be obtained from the Affirmative Action Office located at 1245 Park Avenue, Ground Floor.

Certain behaviors are inherently destructive to the relationships that are required in a community organized to provide medical and graduate education. Behaviors such as violence, sexual and other harassment, abuses of power and discrimination (based on race, color, religion, national origin, gender, sexual orientation, veteran status, age, disability, citizenship, marital status, genetic predisposition or any other characteristic protected by law) will not be tolerated.

Sexual Harassment

Sexual Harassment is defined as unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or academic success.

• Submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting such an individual.

• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile, or offensive work or academic environment. Sexual harassment is a violation of institutional policy and of city, state and federal laws. Sexual harassment need not be intentional to violate this policy.

• Examples of sexual harassment include, but are not limited to:

  • Sexual assault

  • Inappropriate sexual advances, propositions or demands unwelcome physical contact

Discrimination

Discrimination is defined as actions on the part of an individual, group or institution that treat another individual or group differently because of race, color, national origin, gender, sexual orientation, religion, veteran status, age, disability, citizenship, marital status, genetic predisposition or any other characteristic protected by law. Discrimination or harassment on the basis of these characteristics violates federal, state, and city laws and is prohibited and covered by this policy.

Abuse

Abuse is defined, for purposes of this policy, as behavior that is viewed by society and by the academic community as exploitative or punishing without appropriate cause. It is particularly objectionable when it involves the abuse of authority. Examples of behavior, which may be abusive, include, but are not limited to:

• Habitual conduct or speech that creates an intimidating, demeaning, degrading, hostile, or otherwise seriously offensive working or educational environment

• Physical punishment

• Repeated episodes of verbal punishment (e.g. public humiliation, threats and intimidation) removal of privileges without appropriate cause

All students are held to the Mount Sinai Health System’s Infection Control Policies and Procedures. During orientation, students will be introduced to these policies and procedures. Further training is coordinated by each degree program. Students who experience needle stick accidents and accidental blood/body fluid in the medical school will be supported (An exposure may be a percutaneous injury, such as a needle stick, cut with a sharp object or bite, contact of mucous membranes, contact of tissue, contact of skin when the exposed skin is chapped, abraded, or afflicted with dermatitis, or the contact is prolonged or involving an extensive area with blood or tissue or body fluids.). It is expected that students follow the published protocols immediately as anti-retroviral therapy for HIV exposure, if recommended, should commence immediately. Exposure to hepatitis B or C may require therapy or further follow-up. Care, evaluation, and expert advice must be available to students regarding relative risks, options for therapy, and follow-up. Coordination of multiple affiliate sites has been accomplished so that students have a clear idea of the protocol to follow and students receive state-of-the-art care. Students must attend annual seminars conducted by infection control experts and documentation of attendance will become a permanent part of the student's file. Students must follow protocol after a needle stick or other blood/body fluid exposure. All exposures should be reported to Student Health. For complete information, view the Infection Control Handbook.

One of the most serious issues facing the Mount Sinai Hospital students, employees, and patients is the threat of fire. The risk is increased because work conducted in clinical, research and other laboratories may involve flammable liquids and other hazardous substances. In addition, the use of specialized equipment such as lasers and other ignition sources utilized in oxygen-enriched atmospheres increases the threat of fire. This threat is far more critical in patient care areas since patients are often incapable of self- preservation. It is critical to student safety as well as patient well-being that students know what to do in the event of an actual fire. This knowledge is imparted through participation in fire drills and fire safety training in-services.

The ISMMS Intranet, http://intranet1.mountsinai.org/, under Core Administrative Services and Fire Safety Tabs, includes a link to the MSMC video entitled “CODE RED”. Students should take the time to view this important informational video and participate in local fire drills.

While individuals might perceive behaviors differently, examples of unprofessional behaviors prohibited by this policy include, but are not limited to being:

• threatened with physical harm or physically harmed

• required to perform personal services

• subjected to offensive remarks related to gender, sexual orientation, national origin, race, color, religion, or any other category protected by law

• denied opportunities for training or rewards based upon membership in a protected group

• subjected to lower evaluations or grades solely because of membership in a protected group

• publicly embarrassed or humiliated

• subjected to unwanted sexual advances

• asked to exchange sexual favors for grades or other rewards

• subjected to the threat of revoking visa status for foreign nationals

Mount Sinai has a zero-tolerance policy towards unprofessional behaviors directed at students and trainees. Zero tolerance means that all reported incidents are scrutinized and result in an action plan that may include feedback, remediation, or disciplinary action. Although under certain circumstances unprofessional behavior directed at students and trainees may require disciplinary action, we recognize in such episodes an opportunity to develop, improve, and remediate behaviors that detract from a learning and working environment of which we can all be proud.

The Clery Act (otherwise officially known as the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act) is a federal law requiring US colleges and universities receiving Title IV funding to disclose information about particular crimes on and around their campuses as well as safety related policies. ISMMS publishes annual security reports to fulfill this requirement. These reports are available on the ISMMS Consumer Information website as well as in the Security Department.

The policy of the School of Medicine regarding alcoholic beverages in the Patricia and Robert Levinson Student Center is to maximize student utilization of the Center while assuring that clear policies are in place. Alcohol is permitted in the Student Center at events sponsored by student organizations or Departments within ISMMS under the following circumstances:

• A student-run organization that is recognized by Student Council is sponsoring the event.

• No student or guest under the age of 21 will be served or permitted to consume any alcoholic beverage.

• Alcoholic beverages are not sold at the event.

• Alcohol must not be taken out of the Student Center into other areas of Mount Sinai.

• Serving alcoholic beverages is always in the context of serving food and non-alcoholic beverages. A specific student (or students) is identified as responsible for the event.

• The responsible student will monitor the event so that anyone who is clearly intoxicated is not served any more alcohol.

• If a person has become intoxicated, steps should be taken to try and help the individual sober up prior to leaving the party.

• The responsible student monitoring the event must make certain that any person that has become intoxicated will not be allowed to drive. Cab fare should be provided, if necessary, or an escort should be provided to ensure that the person gets home safely.

• The Administrative Director of Student Affairs is notified in writing about the event at least one week in advance with the clear statement that alcoholic beverages are planned as part of the food and beverage service serving as the application for a permit.

• Funding for alcoholic beverages will not come from tuition resources or the Department of Medical Education budget.

• There MUST be a written permission from the Event Coordinator of Student Affairs prior to the event. The person(s) responsible for the event must have the permit with them at the event.

• The Security Department will be notified that alcohol will be served at the event.

Under no other circumstances should alcoholic beverages be used or available in the Levinson Student Center. Please contact the Event Coordinator of Student Affairs with any questions.

Reporting and Consulting Mechanisms

Students can learn about the process of reporting mistreatment on the Mistreatment and Unprofessional Behaviors Directed at Students and Trainees website.

Students can report mistreatment through the ISMMS Experience Report.

Students and trainees may seek advice and guidance about how to handle mistreatment and unprofessional behaviors directed at them and are encouraged to formally report these incidents. There are several ways for learners to share their concerns, including through real-time reporting mechanisms and mechanisms for periodic review (course evaluations or periodic surveys). All reports, whether made in real-time or during periodic review, must be submitted via the Feedback Form or as specified on this page. Reports will be reviewed by the respective office that oversees the learner/trainee. The person submitting a real-time report can also designate whether he or she wants to have the concern addressed immediately or to delay the review until a period of time has passed. Anonymous reports of mistreatment and unprofessional conduct may be submitted; however, Mount Sinai’s ability to investigate an anonymous report may be limited. Reports of alleged mistreatment and unprofessional behavior directed at students and trainees will be reviewed and handled in a timely manner. Seeking advice or guidance is not considered filing a report. Reports may only be made through the Feedback Form referenced above or the avenues specified on this page.

Mount Sinai prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the . The notice of nondiscrimination is located at .

Protection for Retaliation

Retaliation against or intimidation of any individual who seeks advice, raises a concern, or reports unprofessional misconduct or mistreatment in good faith will not be tolerated. Anyone who deliberately makes a false accusation with the purpose of harming or retaliating against another member of the ISMMS community will be investigated and appropriately addressed.

Contact Information

Compliance Hotline: 800-853-9212

GME Office: 212-241-6694

Office of Human Resources: 212-241-4097

Ombuds Office: 212-659-8848

Title IX Coordinator: Rebecca Anderson 212-540-8669 or

The Ombuds Office is a strictly confidential resource for all graduate and medical students, postdoctoral fellows, residents and faculty at ISMMS and throughout the Mount Sinai Health System. Dr. George W. Huntley, PhD, is the Ombuds for the Graduate School of Biomedical Sciences, serving graduate students in all programs and postdoctoral Fellows. This confidential office provides an impartial and informal venue for promoting fair and equitable conflict resolution for individuals or groups who have identified problems in their workplace, research labs or studies. The Ombudsperson offers advice, facilitates meetings, helps negotiate solutions and/or provides information for referral or additional Institutional resources. For further information or to set up an appointment, please contact Dr. George W. Huntley, 212-824-8981, ; or see .

This chapter covers campus-wide policies, regulations, and requirements for the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this chapter.

All incoming students are required to undergo drug/alcohol screening. Subsequently, drug/alcohol testing may be requested of any student, at any time, including:

• When concerns about substance use issues arise.

• When any student returns from a leave of any kind.

Social media are internet-based applications, which support and promote the exchange of user-developed content. Some current examples include Facebook, Twitter, Wikipedia, TikToK, and YouTube. Posting personal images, experiences and information on these kinds of public sites poses a set of unique challenges for all members of the Mount Sinai community, including employees, faculty, house staff, fellows, volunteers and students (collectively “Personnel”). All personnel have responsibility to the institution regardless of where or when they post something that may reflect poorly on Mount Sinai. Mount Sinai is committed to supporting students' right to interact knowledgeably and socially; however, these electronic interactions have a potential impact on patients, colleagues, Mount Sinai, and future employers’ opinions. The principal aim of this Guideline is to identify student responsibilities to Mount Sinai in relation to social media and to help students represent themselves and Mount Sinai in a responsible and professional manner. The full Guideline may be found .

Access to the Internet is provided as a communications tool and an information resource to facilitate the performance of job- or academic-related functions. This policy applies to any Internet service accessed on or from a Mount Sinai Health System facility, provided by the school, accessed using school-owned equipment, or used in a manner that identifies the individual with the ISMMS or Mount Sinai Health System. The Mount Sinai Health System reserves the right to review any information, files, or communications sent, stored, or received on its computer systems.

Inappropriate use of the Internet may result in loss of access privileges and in disciplinary action up to and including dismissal. Students, faculty, and employees are prohibited from using Mount Sinai Health System-provided Internet services in connection with any of the following activities:

• Engaging in illegal, fraudulent, or malicious conduct

All students, faculty, and employees should use only the provided hardware, software, or services which they are authorized to use.

All hardware devices using school or hospital email, file, or collaboration services, including personal laptops, must be encrypted, while ActiveSync must be installed and enabled for personal smartphones. Thumb drives or any storage devices that contain protected health information (PHI) or other confidential information must also be encrypted. For more information or support, please contact the Academic IT Support Center (1.212.241.7091, email: ASCIT@mssm.edu).

Individuals may not extend their use of the resources described for any purpose beyond their intended use or beyond those activities sanctioned in school policy statements.

In particular, no one may use hardware and software:

• To acquire personal profit or gain

• To harass, threaten, or otherwise invade the privacy of others

• To initiate or forward email chain letters

• To cause breaches or disruptions of computer, network, or telecommunications systems

• To initiate activities which unduly consume computing or network resources

• To transmit sensitive or proprietary information to unauthorized persons or parties

It is a specific violation of these guidelines to provide account passwords to individuals who are not the owners of the accounts or to obtain passwords to or use others’ accounts.

It is against this policy to copy or reproduce any licensed software or media, except as expressly permitted by the license. Unauthorized use or distribution of software, media, or digital content is a violation of this policy.

Individuals who violate the aims of this policy will be subject to disciplinary action or to referral to law enforcement authorities without prior notification of those who have sent or received such messages. ISMMS IT personnel are authorized to monitor suspected violations and to examine items stored on any school storage medium by individuals suspected of violating this policy.

ISMMS expects that all persons who use school computing hardware, software, networking services, or any property related or ancillary to the use of these facilities will abide by the following policy statement:

School information technology resources are provided with the expectation that the school community will use them in a spirit of mutual cooperation. Resources are limited and must be shared. Everyone will benefit if users avoid activities that cause problems for others who use the same system.

Any access to or sharing of protected or confidential information must comply with Mount Sinai Health System policies, including HIPAA, the Family Education Rights and Privacy Act, and the appropriate use of technology guidelines defined in this document. Remember that compliance begins by being aware whether your communication could contain protected or other confidential data and by taking the appropriate steps to secure such content. Your responsibilities within the Mount Sinai Health System extend to a variety of other forms of daily communication, including public areas, telephone use, texting, and social media technologies.

All hardware, software, and related services are supplied by the school for the sole purpose of supplementing and reinforcing the school’s educational, research, and clinical goals as set forth in the student and faculty handbooks and other mission statements of the school. These documents may be found elsewhere.

All members of the School community, including faculty, students, organizations, members of the staff of the School, and all visitors and other licensees and invitees, are expected to obey all national, state and local laws.

All members of the School community are prohibited from conduct which is proximate cause of or does unreasonably and unduly impede, obstruct or interfere with the orderly and continuous administration and operation of the School in the use of its facilities and the achievement of its purposes as an educational institution, or in its rights as a campus proprietor. Such conduct shall include, but is not limited to, that which is the actual or proximate cause of any of the following:

• Unreasonable interference with the rights of others

• Intentional injury to School property

• Unauthorized occupancy of classrooms, laboratories, libraries, faculty and administrative offices, patient care facilities, auditoriums, public halls and stairways, recreational areas and any other facilities used by the School (unauthorized occupancy being defined as failure to vacate any such facility when duly requested by the Dean, an Associate Dean, Assistant Dean, Hospital Administrator of similar responsibility or chair of a department of the School)

• Malicious use of or intentional damage to personal property, including records, papers and writings of any member of the School community

• Any action or situation which recklessly or intentionally endangers the mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization

Violations of these policies and regulations by students shall be referred to the Dean of the Graduate School. Students in violation may be expelled in addition to any other criminal or civil penalties.

Nothing contained in any of the foregoing Rules and Regulations is intended to nor shall it be construed to limit or restrict freedom of speech or of peaceful assembly, or other individual rights guaranteed by the Constitution.

The administration and faculty of the School are committed to providing a safe and healthy learning environment for all students. Students should conduct themselves appropriately everywhere on the campus of ISMMS, and at affiliated institutions. Appropriate behavior is mandatory when participating in patient care or attending any functions at which patients may be present. In small group seminars, as well as during clinical activities, students are evaluated not only on their fund of knowledge and ability to use this knowledge but also on their responsibility, dependability, reliability, maturity, motivation, attitude, honesty, integrity, and ability to relate and interact effectively with others.

Equally important, however, is the realization that one's responsibilities do not end with individual behavior but also include not tolerating inappropriate behavior among others. While formal mechanisms, outlined in other sections, exist to provide due process for any specific allegations of inappropriate behavior, general issues should be able to be discussed freely among peers, faculty, and administration. Concerns requiring confidentiality should be discussed with the Dean of Graduate School, individual faculty advisors, or through the School’s Ombudsman Program.

The following statement describes ISMMS’s policy regarding substance abuse for all employees, which include faculty, administration, house staff, students, graduate students, fellows, bargaining and non-bargaining unit employees. The school has a significant interest in ensuring that the educational and work environment is free from the hazards to patients, employees, students, and visitors that are created due to the unauthorized use of alcohol, drugs, or controlled substances.

The illegal sale, manufacture, distribution, or unauthorized use of drugs or controlled substances off-duty whether on or off medical school premises or reporting to classes or clerkships under the influence of un-authorized drugs or controlled substances may constitute grounds for immediate dismissal.

The unauthorized use or possession of alcoholic beverages on medical school premises or reporting to School under the influence of alcohol also may constitute grounds for immediate dismissal.

The school may in its discretion take appropriate disciplinary action up to and including dismissal or termination from employment against anyone who has violated the above rules.

Any employee or student who is suspected of being under the influence of any alcoholic beverage or drug while on duty and who refuses to be medically evaluated or to release the results of such evaluation to the medical school (as employer) or appropriate administrative officer of the School will be relieved from duty and will be subject to disciplinary action up to and including dismissal.

The Drug-Free Workplace Act of 1988 requires ISMMS, as a Federal grant recipient and contractor, to certify that it will provide a drug-free workplace. This is accomplished by providing to each employee or student engaged in a federal grant or contract, a copy of the School’s Drug-Free Workplace policy and statement, and requiring that as a condition of employment under such a grant or contract the employee will:

• Abide by the terms of this Statement; and

• Notify the Director of Human Resources and Labor Relations or his/her/their designee of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction.

A Drug-Free Awareness Program has been established to inform all employees about the dangers of drug abuse in the workplace, The School's policy of maintaining a drug-free workplace, the available drug counseling, rehabilitation and employee assistance programs, and the potential penalties for drug abuse violations.

The Employee Assistance Program (EAP) offers professional guidance counseling and a referral service for substance abuse, as well as other concerns, to students, employees and their immediate families free of charge. For confidential information, contact EAP at (212) 241-8937.

Just as students are expected to behave in an appropriate and professional manner at all times, so also are faculty, staff, and other employees. Any allegations concerning harassment, abuse, or inappropriate professional behavior should be brought directly to the attention of one of the Associate Deans of the Graduate School or to a member of the Harassment Committee and Grievance Board.

The Executive Faculty has approved the following statement of principles concerning interactions among faculty, house staff, and students.

All interpersonal interactions at ISMMS will be conducted in an atmosphere of respect and concern for the dignity of every individual. Under no circumstances will patients, students, faculty, or staff of Mount Sinai be treated, spoken to, or spoken about in a demeaning manner. Insulting language or behavior must not be tolerated. Faculty, house staff, and students are encouraged to speak up directly and immediately against unacceptable behavior or speech. If a student feels that it would be unwise to pursue such a matter directly, she/he/they should discuss the issue promptly with an appropriate academic supervisor, administrative supervisor, or dean.

Following are recommendations regarding the implementation of these principles:

• Chairs of all departments will address these issues at a departmental administrative meeting or grand rounds every year

• Directors of training and course directors are encouraged to discuss (in a non-threatening format), with faculty and house staff, the etiology of inappropriate behavior and engage their collaboration in developing and implementing improvements

• Directors of training and course directors will ask for student evaluations of this aspect of their experience as part of their evaluations with every group of students

• Faculty and house staff will be advised that while appropriate personal behavior is absolutely necessary, it is insufficient. It is also required that inappropriate behavior or language on the part of others must not go without comment

• The Dean will issue an advisory regarding this policy to all faculty, house staff, and students. New members of the faculty, house staff and student body will be given copies of this advisory.

• The Executive Curriculum Committee will periodically assess students' experiences to gauge the effectiveness of this initiative.

In addition to ensuring that one's device is encrypted, students must select an email encryption option if sending PHI or other confidential information to an external recipient.

To activating the email encryption option:

• Microsoft Exchange users should include the word [secure] within square brackets in the subject line of the message. The recipient will be asked to self-enroll when the message is opened. The secure send mechanism can be used in any email client (e.g., Outlook, Outlook Web Access, smartphone).

• Google Apps users should install the Virtru add-on to the browser and/or device (go to for instructions). When composing a message, select the “Virtru Protection is on” option.

Spam and Inappropriate Use of Messaging Tools

ISMMS systems, including email, are intended for official business use. Inappropriate use may result in disciplinary actions and loss of access privileges. Unsolicited mass emailing of materials not related to school business is considered spam and may result in the loss of access privileges.

Student Privacy, Secure Email, and Phishing

Students should remember to take care when opening attachments or following links contained in email messages. Students should verify with the sender of the message if receiving an unexpected attachment or an email that contains suspicious links. Students should be especially cautious of emails that have been quarantined. Unless one is expecting a quarantined message, students should not release the email.

Students should also take care with any messages that ask you to provide private information (e.g., birthdays, social security number, credit card numbers, user account passwords). These messages might actually be phishing attempts by persons pretending to be from legitimate companies or organizations. When in doubt, students should contact the party requesting the information for confirmation. Users should not rely on the contact information contained in the email but use the contact information typically found on the company website or on the back of a bank or credit card.

The Family Educational Rights and Privacy Act (FERPA) of 1974 and its subsequent amendments afford students certain rights with respect to their educational records.

As detailed below, students have the right to:

• Inspect and review their education records.

• Seek amendment of their education records if they believe them to be inaccurate, misleading, or otherwise in violation of their privacy rights.

• Consent to certain disclosures of personally identifiable information contained in their education records.

• File complaints with the Department of Education concerning any alleged failure to comply with FERPA’s requirements.

For more information on institution’s FERPA policy, consult the .

All hardware devices, including students' own devices and personal laptops, on which school email, file, or collaboration services are used must be encrypted. AirWatch MDM must be enabled for personal smartphones. Thumb drives or any storage devices that contain PHI data must also be encrypted. For more information or support, students should contact the Academic IT Support Center (1.212.241.7091, email: ASCIT@mssm.edu). Students, faculty, and employees are responsible for ensuring that their devices are password enabled and encrypted.

The key points of the above policies are as follows:

• Students may use only an ISMMS email account to communicate protected or confidential information. Emails containing PHI, financial information, or other confidential ISMMS information and/or social security numbers may not be sent or redirected to non-ISMMS email accounts.

• The minimum necessary amount of PHI should be disclosed via email. When at all possible, student should use the Medical Record number, rather than the patient name, as the patient identifier.

• Messages that leave the Mount Sinai Health System network and contain PHI or other confidential information must be encrypted using the ISMMS IT-approved solution described as follows.

• Messages sent within the Mount Sinai Health System network are automatically encrypted.

• Encryption will not prevent misdirection or unintended forwarding of a previous string of emails. Extreme caution must be exercised to prevent such risks. Students should be aware of their generated content.

Email and collaboration technologies, including Google Apps for Education, are provided to assist and facilitate scholarly communication and collaboration. These technologies are provided for official business and educational use in the course of assigned duties. The school reserves the right to access and disclose all messages sent over its electronic mail systems for the purposes of monitoring security breaches and investigating inappropriate usage as defined in this policy. The Mount Sinai Health System is obligated to comply with legal subpoenas, court orders, and similar lawful requests from external regulators or authorities.

Inappropriate use of email and/or collaboration technology may result in loss of access privileges and disciplinary action up to and including dismissal. Inappropriate use includes but is not limited to:

• Unauthorized attempts to access others’ email accounts

• Transmission of protected and/or confidential information to unauthorized persons or other organizations

• Transmission of obscene or harassing messages to any other individual

• Transmission of offensive material, solicitations, or proselytization for commercial ventures, religious or political causes, or other non-job-related solicitations

• Any illegal, unethical, or other activity that could adversely affect the Mount Sinai Health System

All PhD students will be expected to fulfill the following course requirements for the PhD degree:

1. Core Curriculum – During the first year, students complete either their BMS or NEU core curriculum.

2. Laboratory Rotation – At least one rotation or equivalent (except for transfer/ advanced students) must be completed. See detailed description below.

3. RCR: Responsible Conduct in Research – Fall semester, first-year (except MD/PhD students who take the course during the first year in their PhD phase)

4. Rigor and Responsibility – Spring semester, first-year (except MD/PhD students who take the course during the first year in their PhD phase).

5. Biostatistics – Fall or Spring semester, first-year (except MD/PhD students who take the course during the first year in their PhD phase)

6. Advanced Coursework – Advanced coursework is required as defined by each MTA. See the , for a description of the individual course requirements, typical MTA requirements, and criteria for advancement to candidacy.

7. Transfer Credits – Students who have completed relevant graduate courses elsewhere will be granted exemption and/or graded credits at the discretion of the Dean, in consultation with the course and MTA Directors. See corresponding policy in for details of this policy.

After the rotation period, students are expected to:

1. Formally choose a research mentor.

2. Decide on the Multidisciplinary Training Area if he/she/they has not already done so. The MTA will be the student’s area of focus for his/her/their advanced coursework, journal clubs, and seminars.

3. Choose three members for an Advisory Committee with whom they will be meeting at least once each semester to assess progress.

All students will need to meet the following degree requirements in order to successfully earn the PhD degree:

• Complete a minimum of 72 credits, with an average grade of B or better in all required core courses (i.e., Biostatistics and Core) and a cumulative GPA of 3.0 or higher.

• Complete at least 14 letter-graded credits of coursework

• Submit and successfully defend a Thesis Proposal

• Write an original dissertation that is accepted by the student’s Thesis Committee and is defended orally in front of a panel of experts.

• Deposit Thesis on Proquest

• Submit all required forms including student checkout form

See

PhD students are required to meet key program milestones, register for all required courses, and complete all general program requirements to ensure timely completion of the degree. The maximum time limit for completing all PhD degree requirements is seven years after matriculation in the PhD Program. Students can review a detailed roadmap of all essential milestones for the PhD program. Students who do not meet program deadlines will be subject to disciplinary action, up to and including academic probation and expulsion.

Key PhD Milestones/Deadlines

See Standards for Maintaining Satisfactory Progress

Part II. of the Student Handbook covers the programs of study at the ISMMS Graduate School of Biomedical Sciences. Students can find the following information in this section.

• Chapter 1 - PhD in Biomedical Sciences and Neuroscience

• Chapter on Multidisciplinary Training Areas

• - MD/PhD Program

• - Clinical Research Education and MD-MSCR/Portal Program

• - MS in Biomedical Sciences (MSBS)

• - MS in Biomedical Data Science and AI (MDSAI)

• - MS in Biostatistics

• - MS in Genetic Counseling

• - MS in Healthcare Delivery Leadership (MSHCDL)

• - Master in Health Administration (MHA)

• - Graduate Program in Public Health

Mount Sinai Medical Center has an obligation to ensure that its trustees, faculty, employees and other staff and students adhere to the highest standards of ethical conduct free from any improper external influence or any appearance of impropriety. Situations can occur in which an independent observer might reasonably conclude that the potential for individual or institutional conflict could influence the manner in which individuals carry out their responsibilities or the decisions made by the institution. Even in the absence of an actual conflict of interest, such situations may require actions to minimize the appearance of a conflict.

At the same time, Mount Sinai understands that such individuals and their close family members may have relationships that could raise perceived or actual conflicts of interest, but could benefit Mount Sinai if carefully examined and properly managed.

In order to safeguard the integrity of both Mount Sinai and its constituents, Mount Sinai has adopted a rigorous conflicts policy predicated on full disclosure and appropriate management of any possible conflict of interest. This Policy on Business Conflicts of Interest (the “Policy”) identifies those persons or entities covered by this Policy, sets out the requirements for disclosing potential business conflicts of interest, and specifies the procedures for reviewing such disclosures and determining what measures, if any, should be instituted to manage the conflict.

This Policy is intended to cover conflicts that arise out of business relationships. Mount Sinai has related policies that cover other types of conflicts, such as Mount Sinai’s Policy on . For more information, please review the , found in the drop-down menu on the corresponding webpage.

This chapter covers the PhD in Biomedical Sciences and Neuroscience Program. Students can find the following information in this section.

The Mount Sinai Health System (“MSHS”) engages in basic and applied research for the purpose of advancing healthcare and wellbeing, to further understanding of the mechanisms of disease, and to improve the diagnosis, prevention, prognosis, and treatment of disease. MSHS encourages members of its community to publish, disclose, and discuss the results of such research to serve the public interest and advance knowledge in their respective fields. Prompt and open dissemination of research findings is essential to the fulfillment of the MSHS's commitment to excellence in education, research, and patient care.

If intellectual property is developed by an employee of Mount Sinai or invented at Mount Sinai facilities under the supervision of Mount Sinai personnel, the intellectual property is owned by Mount Sinai. Each inventor must assign his or her rights in the intellectual property to Mount Sinai. This includes all faculty, staff, fellows, trainees, post-docs, and graduate students who have an appointment at Mount Sinai. Please review for more information.

Seminars, works-in-progress, and journal clubs are central to the educational program. The opportunities to regularly encounter scientists and build critical analysis and presentation skills are of major importance. All students who have not yet passed the thesis proposal are required to register and participate in seminars, WIPs and journal club activities. These remain required courses by some MTAs and T32 training grants for the duration of the PhD (please check with your MTA directors).

First-year students will fulfill the journal club requirement within their Core Curriculum. They are encouraged to attend additional seminars and journal clubs in areas of their particular interest or areas that they wish to explore.

Advanced students are expected to participate in the journal club and seminar activities of their MTAs, as well as laboratory journal clubs, departmental seminars, and WIPs recommended by their dissertation advisor.

See Standards for Maintaining Satisfactory Progress

The goal of the PhD program is to prepare students to take creative and sophisticated approaches to new scientific problems in various career settings. Graduating students are awarded the PhD degree in biomedical sciences or in neurosciences by ISMMS in New York City.

Students are at the heart of these investigative activities as partners in the work. They receive the most significant part of their doctoral training in a mentor-student relationship leading to the PhD dissertation. This research centerpiece of their training is preceded by a period of exploration of the Graduate Faculty and Multidisciplinary Training Areas in a year of core courses, special seminars/journal clubs, and laboratory rotations. It is further enhanced by an individualized program of advanced coursework within one of seven Multidisciplinary Training Areas, a format at the cutting-edge of modern science research training.

Website: https://icahn.mssm.edu/education/phd/biomedical-sciences

Email: phd@mssm.edu

MD/PhD students complete summer rotations:

• In year 1, MD/PhD students rotate in one lab for ~4-5 weeks.

• Going into year 2, MD/PhD students generally complete 2 more rotations, each of 4-5 weeks.

• Rotations need not be identical in length.

Entering students are assigned a graduate faculty advisor who will handle student questions about courses, rotations, or problems that surface throughout the first year. This faculty advisor is generally from the first choice MTA on the student’s application to the Graduate Program. In cases where the student is unsure about their choice of MTA, a second advisor from another MTA may be assigned. Once a student selects a dissertation advisor and a Multidisciplinary Training Area, with the help of the research mentor, he/she/they selects an Advisory Committee.

Also available to MD/PhD students are the Physician-Scientist Career Advisors, and peer networks, the Office of Diversity and Inclusion, and the Office of Well-Being and Resilience.

It is crucial that students, Advisory Committees, and/or Program Directors monitor the students’ progress throughout the duration of their academic training. Continued financial support is contingent upon maintaining satisfactory progress at all times. Additionally, failure to achieve and maintain satisfactory progress, after counseling is sought from the Program, Advisory Committee and/or Dean of the Graduate School, can result in academic probation and ultimately, dismissal from the Program. Students who do not complete their degree within the maximum duration allowed will be dismissed from the program.

The maximum registered time by which a PhD student must complete all doctoral requirements is 7 years for Biomedical Science or Neuroscience (see Time to Degree Policy), and 6 years in the PhD phase for MD-PhD students (see MD/PhD Timeline). By the end of their 6th year in the PhD program (5th year for MD-PhD students), students must have received from the committee a signed Progress Form indicating that they have the approval to proceed with scheduling their dissertation defense in the next 3-6 months. If this step does not occur by the end of the 6th year (5th year for MD-PhD students), the student will be referred to the Committee for Academic Review (CAR) for a status evaluation. This referral can be initiated by any member of the student's advisory committee, the dissertation mentor, an MTA director, or any member of the GSBS leadership team.

Upon entry into the 6th year of a PhD program, a student can no longer switch labs. If, at end of the 6th year, the PI, advisory committee, and CAR do not think sufficient progress has been achieved and the PI will not continue to support the student, the student will be dismissed from the program.

To request an extension or discontinue the PhD, the advisory committee/mentor should prepare a written recommendation, including a certification of progress, and a detailed timetable, including deadlines, for completing or discontinuing the dissertation. The recommendation and supporting documentation, signed by the student (in the case of requested extension), must be forwarded to CAR. CAR will review and recommend to the Senior Associate Dean for PhD Programs whether to grant an extension or discontinue the PhD. The Senior Associate Dean for PhD Programs, based on the recommendation from CAR, will consult with the Dean of the Graduate School to approve the extension, which will be communicated to the student by the Graduate School.

When an extension is not granted, a student may appeal that outcome, in writing, to the Dean of the Graduate School within 5 days of notification.

Under exceptional circumstances, the dissertation advisor, with the support of the student’s Advisory Committee, may petition the Dean of the Graduate School in writing to let a student continue their studies beyond the 7-year time limit for PhD students or 6 years in the PhD phase for the MD/PhD program. For those receiving a stipend, there is no guarantee that full stipend support will continue under these circumstances. Each case will be reviewed and approved by the Dean of the Graduate School of Biomedical Sciences.

Satisfactory progress is maintained in the following ways for PhD students by:

• Reaching and passing each of the Program Milestones by the required deadlines (see details in section on ) and submitting of registration and documentation memos on time.

• Matriculating on a basis

• Registering on time, on or before the registration deadline for each term, and maintain continual enrollment until the degree completion.

If the dissertation advisor is dissatisfied with the academic progress of a student and is considering removing the student from the laboratory the following steps must be taken:

1. The advisor will document sources of dissatisfaction.

2. The advisor will have direct discussions with the student to clarify the issues and to set a plan to correct the problems. A summary of the discussions should be documented by the advisor.

3. If dissatisfaction continues, mediation between the student and advisor should be sought by meeting with the MTA Director and the student’s Advisory Committee.

If the student is placed on probation and fails to achieve sufficient academic progress during the following semester, the Committee for Academic Review will review the student’s status and may recommend dismissal from the PhD program.

A. Responsibilities of a departing research mentor and newly assigned research mentor at Mount Sinai When a research mentor relocates to another institution, the mentee will need to realign their mentoring team, whether the mentee stays at ISMMS or relocates with the mentor while remaining enrolled at ISMMS. In all cases, the student must have a primary mentor who is a mentoring faculty of the GSBS. All formal mentors will be non-voting members of advisory committees. If a student’s new mentor was formerly a member of the student’s thesis advisory committee, that advisory role will need to be assumed by appointment of a new member who is a mentoring faculty of the GSBS.

The relocation of a research mentor presents three options for a new mentoring arrangement:

i) If the student has not yet passed their qualifying exam, they may opt to change their laboratory and begin their PhD with a new research mentor, project, and possibly multidisciplinary training area (MTA). This will require the same rotation, laboratory declaration, and mentor selection procedures that would be applicable to a new student. If the research mentor departs during the student’s first year, and the new mentor is willing to take the student as a mentee immediately, then this can occur with the new mentor assuming financial and training responsibilities for the student. If new rotations are required, the student will receive a 3-month window of support from the GSBS to pursue these rotations prior to selecting a new laboratory. The student and new Mentor must submit a new laboratory declaration form electronically to the Manager of PhD programs in Biomedical Sciences and Neuroscience to document any changes in the mentoring team.

A. Responsibilities of former and new research mentors A mentorship change may be necessary based on irreconcilable differences or incompatibility between the research mentor(s) and mentee – whether based on scientific, academic, or personal issues – such that the mentoring partnership is no longer productive. In such cases, there are two possible outcomes that affect the role(s) of former and new mentors:

i) The mentee ceases to work on the former project. If no data, protocols, or code from the former research mentor’s laboratory is to be published, included in a thesis, or publically reported in any way, the former mentor no longer has responsibility for the mentee’s publication or reporting activities. If data, protocols, or code generated by the mentee in former mentor’s laboratory is to be published, the former mentor must document in writing (as part of the transition plan) that the former mentee will gain (co)authorship in accordance with ISMMS’s policy on authorship. If data, protocols, or code generated by the mentee in the former mentor’s laboratory is to be included in their PhD thesis, the former mentor and mentee must document inwriting such inclusion as part of the transition plan, and such an agreement must be approved by the Senior Associate Dean for PhD Programs, and recorded electronically in the student’s file. If the former mentor does not agree that the former mentee’s work is worthy of publication, including in the former mentee’s thesis, the dispute must be referred to, and handled by, the departmental Chair, similar to other authorship disputes.

ii) The mentee continues their research project in the laboratory of a new mentor. The former research mentor must approve in writing (and record electronically in the student’s file) the mentee’s continuation of a project originated in their laboratory. The new mentor assumes all the training responsibilities of any PhD mentor in research, academic progress, career development, etc. Continuation of the mentee’s research project must be accompanied by details of financial costs for experiments and publications, as well as plans for authorship, data sharing, and data usage, as would be part of any formal research collaboration. Such details must be included in the transition plan, approved by the Senior Associate Dean for PhD Programs, and recorded electronically in the student’s file. In addition, if any data, protocols, or code derived by the mentee in the former mentor’s laboratory is to be included in the PhD thesis, written permission for such inclusion must be provided from the former mentor prior to submission of the thesis. Such permission should be sought by the chair of the thesis advisory committee, and forwarded to the Senior Associate Dean for PhD Programs. If the former mentor does not agree that the mentee’s work is worthy of publication or inclusion in the former mentee’s thesis, the dispute must be referred to, and handled by, the departmental Chair, similar to other authorship disputes.

iii) The student opts to change their laboratory and start a new PhD research project with a new research mentor, project, and/or MTA. This scenario will require the same rotation, laboratory declaration, and research mentor selection procedures that would be applicable to a new student. If the research mentor departs during the student’s first year, and the new mentor is willing to take the student as a mentee immediately, then this can occur with the new mentor assuming financial and training responsibilities for the student. If new rotations are required, the student will receive a 3-month window of support from the GSBS to pursue these rotations prior to selecting a new laboratory. Procedures for the latter scenario can be found in Chapter 2, Funding Package and Direct Compensation. The student must submit a new laboratory declaration form electronically to the Manager of PhD programs in Biomedical Sciences and Neuroscience to document any changes in the mentoring team.

B. Responsibilities of the mentee If changes to the mentoring team are a result of unresolved disputes, the mentee will be responsible to continue their studies as outlined in the agreed mentoring plan. The overall academic responsibilities will remain those imposed by the GSBS and the MTA. Depending on the post-dispute agreement, in cases where the student is continuing the same research project in a different laboratory, the mentee, through the new mentor, may be required to communicate research results to the former research mentor. In all situations, mentees must abide by publication and data use rules under which their research was performed; this may affect plans for publication, thesis writing, and data reporting into public databases and at scientific meetings. If the former mentor agrees to publication or presentation of data, protocols, or code derived by the mentee while they were in the former mentor’s laboratory, permission from the former mentor must be obtained in writing and forwarded to the Senior Associate Dean for PhD programs and the Manager of PhD Programs, who will record such permission electronically in the student’s file.

C. Responsibilities of the MTA director and thesis advisory committee interactions with research mentor(s) and mentee (including thesis proposal and thesis defense exams) If changes to the mentoring team are a result of unresolved disputes, the new MTA and/or thesis advisory committees continue to assume the same roles as otherwise set forth in this Handbook in ensuring the completion of the academic requirements of the PhD as outlined above for changes induced by mentor relocation.

See Standards for Maintaining Satisfactory Progress

The thesis advisory committee is an important, independent panel that complements the guidance provided by the student’s research mentor. This committee should consist of at least three faculty members from the Graduate School who can offer valuable advice and support to the student. The committee members should be selected after discussions between the mentor(s) and the student. The student should establish the thesis advisory committee within a three months following the laboratory declaration and submission of the Dissertation Advisor/MTA Declaration form.

The thesis advisory committee must meet with the student at least once per semester starting from the point of laboratory declaration. It is the responsibility of the student to ensure these meetings occur each semester, and that the appropriate progress reports are submitted electronically to the PhD program manager. Early meetings will focus on developing aims for a research proposal to act as the basis of the qualifying exam, as well as review initial progress and the relevant literature. At any time, the thesis advisory committee also acts to advise and support the student with their training experience, academic progress, and career development. Throughout the student’s candidacy phase, the thesis advisory committee plays an important role in working with both the mentor and mentee to refine and resolve any substantive or professional divergences.

The qualifying exam, comprising a thesis proposal (written document and oral defense) and discussion of relevant general knowledge from core classes, confirms candidacy for the Doctor of Philosophy degree. This exam is evaluated by the thesis advisory committee, plus an MTA director or their delegate (a senior faculty from their MTA). PhD students should successfully complete the qualifying exam by the end of their fourth semester (June 30th), and MD/PhD students by the end of their first year in the PhD-phase (MP1). Further details regarding registration and expectations for this exam can be found in “Thesis Proposal” to follow.

Following confirmation of candidature, the thesis advisory committee continues to advise on research directions and scope, preparations for thesis defense and publications, as well as responsible generation and handling of data arising from their research in the mentor’s laboratory. The thesis advisory committee will also advise on career development and on any other challenges or difficulties students may encounter during their PhDs. On occasions where additional help or focusing of effort is required, the thesis advisory committee may require more frequent meetings.

See

Core Curriculum

All PhD students must complete a Core Curriculum. The Core Curriculum will vary depending on the training area and the specific PhD degree (Biomedical Sciences or Neuroscience). The Core Curriculum provides the students with a strong set of general concepts and vocabulary that underpins much of the cutting-edge biomedical research in their area of interest.

All MD/PhD students take "Biomedical Sciences for the MD/PhD Student" as their Core Curriculum. This Core has been developed with the unique training needs of the dual MD and PhD degree students.

Students in the PhD in Biomedical Sciences program will complete the Biomedical Sciences Core, a yearlong course that consists of six units. They are BMS Fall: Enzymes and Metabolism; Genetics and Genomics and Gene Expression and Biological Chemistry); BMS Spring: Cell Biology; Development and Regeneration and Mechanisms of Disease.

Laboratory rotations are an important part of the first year of the Graduate Program. They give students the opportunity to experience different research projects, different laboratory and mentoring styles, and allow the faculty to assess the interests and aptitude of the students. All PhD and MD/PhD students must complete rotation(s) in laboratories before declaring a dissertation advisor and a Multidisciplinary Training Area. While it is acceptable to join a lab after 1 successful rotation, students are encouraged to find two matches before terminating their rotations and joining a lab. If an incoming student worked as a research technician in an ISMMS laboratory prior to becoming a graduate student, they may choose their former employer as their dissertation advisor, but only after rotating in at least one other laboratory. The rotation facilitates the choice of dissertation advisor and also offers students exposure to problems and techniques of interest to them.

THE GOAL OF THE ROTATION IS TO FIND A LAB. This should be an environment that provides a training experience in which students can thrive and reach their full potential.

See

Rotation guidelines are as follows:

• Students are encouraged to use web resources and the current student body to explore possible labs before and during discussions with their advisors. Students are urged to consult multiple sources including current and previous laboratory members to gain a better idea of the laboratory’s approach to science and training and the success of previous trainees.

Students matriculate in the PhD program without a formal commitment to a particular training area, unless interested in the neuroscience program. While students affiliate closely with a group of researchers in an initial area of interest, they are encouraged to consider new combinations or interests during the first year. Students pursue a series of rotations through diverse research laboratories before formally . See detailed chapter on MTAs .

This section covers advising for the PhD in Biomedical Sciences and Neuroscience Program. Students can find the following information in this section.

Selecting a Research Mentor The choice of a research mentor and an associated multidisciplinary training area (MTA) by the student (mentee), as well as the mentor’s acceptance of the mentee, should be regarded as a mutual commitment. This partnership is based on the understanding that the student will remain with their chosen research mentor until the thesis is completed. Students should select a mentor only after completing a period of research rotation. Both mentor and mentee should use the as a basis to make sure that both parties are aware of their respective responsibilities and expectations, and apply the knowledge and skills from the “Responsible Conduct of Research” training (Course Code BSR1021). Such a partnership relies on open and transparent lines of communication to ensure understanding of the mentoring partnership and enhance the mentee’s training experience.

Students must understand that their research mentor is a primary mentor, providing research direction and career guidance. Research mentors are expected to foster the student’s independence, encourage collaborative work, presentations, and departmental seminar participation, introduce the student to colleagues, assist with manuscript writing and submission for publication, help identify and address strengths and weaknesses, and support career development. However, other faculty who take particular interest in the student’s growth and development as scientists may also serve as important mentors. Students are encouraged, with the guidance of their mentors and advisors, to develop relationships with those faculty whom they feel can provide significant research, career, and personal guidance, and may choose to include these faculty members on their thesis advisory committee (see section on to follow).

Students and faculty are urged to understand that the advisory system is their strongest ally in identifying and helping to resolve problems, in maintaining a realistic set of expectations for progress, and as a source of extra ideas and new approaches. Students should take the initiative in scheduling meetings. Timely meetings are imperative.

Students should recognize that their thesis advisor is usually their most important mentor, someone who can advise the student on research directions and may also provide career guidance. It is expected that thesis advisors provide opportunities for the student to develop independence, encourage the student to participate in collaborations, presentations, departmental seminars, introduce the student to colleagues, help the student to learn about writing and submitting manuscripts for publication, help the student to identify and work with their strengths and weaknesses and be committed to help the student make the next move in their career development. However, other faculty who take particular interest in the student’s growth and development as scientists may often also serve as important mentors. Students are encouraged to develop relationships with those faculty whom they feel can provide significant research, career, and personal guidance.

Formal progress reports must be filed twice annually with the Graduate School Office. To meet this requirement, students are expected to meet each semester with the full Advisory Committee. The student should review the and correct/update as necessary. The Advisory Committee must use the last page of the Progress Form to evaluate the student’s progress, clearly identify strengths and weaknesses and indicate plans for development. All members of the Advisory Committee should then sign and date the Progress Form.

The Thesis Proposal Committee is composed of the Thesis Advisory Committee with the possible addition of an MTA co-director or another senior MTA faculty member designated by the MTA-Director(s) who will serve as chair of the committee for the Thesis Proposal exam. If an MTA co-director or other senior MTA faculty member are already a member of the Thesis Advisory Committee, no additional members are needed for the Thesis Proposal Committee. If the chair of the Thesis Advisory Committee does not have extensive experience with Thesis Proposal Exams, an MTA co-Director or a senior MTA faculty member (delegated by the MTA co-Directors in consultation with the trainee and their Thesis Advisor) will be added to the committee to serve in this role. The chair of the Proposal Committee must meet the same criteria as the chair of the advisory committee. Participation of nonvoting members of the advisory committee in the Thesis Proposal exam is optional; if they are present, they must remain silent.

The Chair of the Committee must enforce all rules of the Examination, including those pertaining to the role of the dissertation advisor, as outlined below. In addition, each student is strongly encouraged to discuss the expectations of the Thesis Proposal Committee Chair as they develop their Thesis Proposal.

The meeting should be structured as detailed in the Thesis Proposal webpage

If the Committee determines further work necessary, the Chair will provide this information, in writing, to the student. A copy of this memo, detailing conditions and deadline, must accompany the Voting Form, which should be submitted electronically within two days of the proposal presentation. The Chair of the Committee will report the discussion to the dissertation advisor.

It is possible for a Committee to consider a student’s performance satisfactory for the oral presentation of the work achieved and work planned, but still consider the written proposal to be inadequate (in detail, style, citation quality, figure/table/legend presentation, etc.). The student may only be permitted one re-take the oral presentation, but the Committee may ask for as many revisions of the written proposal as are necessary to achieve a satisfactory proposal. This process can occur under the supervision of a subcommittee and must be completed before the student can be advanced to Candidacy.

Advancement to Candidacy

Students will automatically be advanced to candidacy after all the General Program Requirements, the Advanced Coursework for the MTA, and the Thesis Proposal Exam have been successfully completed.

Specific criteria for the members of the Thesis Advisory Committee are:

1. Committee Chair: The chair is a voting member of the committee chosen by the MTA co-directors in consultation with the trainee and their Thesis Advisor. This Committee Chair is typically an MTA co-director or their designee. The chair must be someone who does not directly collaborate on the student’s project, will not co-author papers or abstracts with the student, has no financial conflicts of interest with the student or project, and does not supervise the work.

2. Thesis Advisor: The PhD Thesis Advisor is not a voting member of the committee and is a silent observer at the Thesis Proposal and the Thesis Dissertation. However, after committee meetings, the Thesis Advisor should discuss the feedback of the committee with the student and advise on how to act on their advice as the project evolves.

3. Voting members: There are a minimum of three voting members: two voting members in addition to the chair. Voting members must be faculty of the Graduate School and the MTA to which the student belongs, have no financial conflicts of interest with the student or project, and cannot directly supervise the student’s work. None of these voting members can have financial or scientific conflicts of interest with the student. This includes that no voting members can directly supervise the student or collaborate on the student’s project.

4. Non-voting members: One or more non-voting members can attend the committee meetings. These might include a clinical/translational (C/T) investigator, who need not be a member of the Graduate Faculty, to provide feedback about C/T impact of the research (encouraged for MD/PhD students) or others with particular expertise of value to the trainee, including collaborators. Individuals other than the Thesis Advisor who are directly involved in supervising the work (e.g., a computational mentor or co-advisor) can also attend committee meetings. In addition, experts who are not members of the training faculty of the GSBS may be invited to attend ad hoc to extend their expertise in one or more meetings.

The Thesis Proposal consists of the presentation, written and oral, of a research proposal that is based on the thesis work already begun by the candidate. For additional detailed instructions, refer to the Thesis Proposal webpage.

The thesis proposal should:

• Be based on the student's own work, not that of the research mentor

• Allow the student to organize his/her/their thoughts and plans and place them in perspective

• Allow the research mentor and the student's Advisory Committee to assess the level of scientific sophistication of the student

• Provide both the student and the Committee a measure against which to determine subsequent progress.

The Committee should evaluate the student’s ability to:

• evaluate and synthesize relevant literature

• articulate and elaborate on the aims

• show and evaluate preliminary data

Successful passage of the Thesis Proposal should be completed by the end of the fourth semester (June 30th) for PhD students, and by the end of the first year in the PhD-phase (June 30th) for MD/PhD students. To schedule the Thesis Proposal (or re-examination), the student should check the proposed date and time with the Examination Committee members before submitting the Thesis Proposal Registration Form. The student needs to submit the Registration Form, with the appropriate signatures, to the Graduate School for approval, at least 4 weeks before the scheduled dates of these Examinations. Failure to register in a timely manner may result in the cancellation of the Examination. If a student does not register for an Examination that is conducted, the Graduate School reserves the right to require a re-examination or to require a notarized statement from the student and the Examination Committee certifying the number of times the student has been examined. The Chair of the Examination Committee complete the Thesis proposal voting form at the completion of the examination. If the Committee determines that a re-examination must occur, or that revisions must be made to the Thesis Proposal, the details, including a deadline within the allowable time, must be communicated to the student, in writing.

No extensions will be granted except under extenuating circumstances. Requests for extensions of established Examination deadlines should be made at least one month prior to that deadline. Request for an extension should be made by completing the Thesis Proposal - Request for Extension form and turning it in to the Senior Associate Dean for Student Affairs; final decision are made by the Dean of the Graduate School. Students who fail to meet the Examination deadlines will be placed on academic probation.

See

The written proposal should be emailed to the committee no later than three weeks prior to the scheduled oral exam. Committee members may reschedule the Examination if not given the appropriate amount of time to prepare.

The committee members should read the proposal prior to the exam, and while they can provide informal feedback to the student if they wish, they cannot convey their consideration as to whether the document is acceptable or requires revision prior to the meeting of the committee at the oral exam.

Since the Committee members will have read the written document before this presentation, the student should use this opportunity to give a brief summary of the particulars of the research and the proposal. This presentation should not be a reiteration of the written proposal and should be limited to 20 minutes, a time limit that should be enforced by the Chair of the Committee. Prior to the presentation, the student should discuss, with the Chair of the Committee, whether he/she/they would prefer uninterrupted presentation vs. one in which questions will be asked as they arise during the presentation. If the latter is chosen, the 20-minute time limit does not apply. If the former format is chosen, there will be a questioning period following the presentation.

In either case, the student should be able to answer questions about the specifics of the proposal as well as general knowledge of the field as related to the proposal. The student should be able to defend the rationale for the particular approach(es) being used and explain how this will answer the questions being asked. Potential problems should also be anticipated with alternative approaches that could be used. Students will not be expected to defend these alternatives in great detail.

A. Disputes between research mentor(s) and mentee Disputes between the research mentor(s) and mentee range in origin and severity, and can be reported by either or both parties. Open communication between the mentor(s) and mentee is the key to avoiding disputes and, when they occur, resolving them. In cases where resolution cannot be reached in communications between the parties, there are procedures and resources that aim to resolve disputes. In the event that the mentor(s) and mentee cannot resolve their disputes through such procedures and resources, either the mentor(s) or mentee may opt to change the nature of the mentoring team.

i) Scientific disputes. When the research mentor(s) and mentee cannot themselves resolve a scientific dispute, they should promptly present the relevant issues to the student’ thesis advisory committee. After hearing from the research mentor(s) and mentee, the thesis advisory committee must ultimately decide on the scientific issue. If the scientific dispute concerns data ownership, the thesis advisory committee should refer to . Please note that in case of suspected research misconduct by either the student or mentor (with the priviso that disagreements of opinions are not reseach misconduct) the issue should be immediately reported to the Note: Anonymous Reporting is also available at the Hotline: 1-800-853-9212.

ii) Non-scientific disputes. It is critical that all research is carried out in a safe and professional environment. Any form of mistreatment, bullying, harassment, is not tolerated, may violate NIH Anti-Harassment Policy and Guidance, and should be reported to one or more of the contacts listed below. The mentor is responsible to provide a professional laboratory environment, and should be the student’s first contact if they believe they are experiencing inappropriate or unprofessional behavior in the laboratory. If a mentee believes that they are experiencing such behavior by their mentors, they may initially contact an MTA Director, a faculty advisor, or the Senior Associate Dean for PhD Programs. Depending on the nature of the dispute, the MTA Director, faculty advisor and/or Senior Associate Dean for PhD Programs may directly recommend a course of action, refer the matter to a responsible office, and/or refer the mentee for further advice. Mentees may also seek confidential advice from the Ombuds Office (

All PhD students must complete the Thesis Proposal by the end of their fourth semester in the Program. MD/PhD students must present the Thesis Proposal by the end of the first year in the PhD-phase in Program. If a student fails to meet this deadline, he/she/they will automatically be placed on Academic Probation. If Academic Probation is not removed by the end of the next semester, the student will be dismissed from the program. Under extenuating circumstances, students may request an extension of this deadline by submitting the appropriate form to the Dean of the Graduate School prior to the deadline for successful completion of the Thesis Proposal.

The student whose Thesis Proposal is deemed unsatisfactory will usually be given one opportunity to address the particular area(s) of weakness. The conditions and timing for a re-presentation must be established at the time of the initial presentation. However, it must occur within 4 months of the initial presentation. The information concerning a re-presentation should be communicated to the student and the Graduate School Office, in writing, within two days of the initial presentation. If the student (with support of the mentor) wishes to change the membership of the Re-Examination Committee from that of the Examination Committee, she/he/they should discuss this with the MTA co-directors and/or the Dean of the Graduate School, prior to registration for the Re-Examination. In rare instances, the Committee may refuse the student the opportunity to redress the Proposal where students who have failed to show sufficient research progress and ability.

The Committee Chair will choose the outcome of the defense from one of the four options listed below. For guidance on minor and major revisions, please refer to the information provided. Students must deposit their dissertations within specific timeframes according to the outcome of their defense.

Dissertations that are approved as presented or that require only minor revisions may be nominated for distinction.

Approved as Presented: No revisions required. Students must deposit within five (5) weeks after the defense.

Approved Pending Minor Revisions: Minor additions and edits to the text, formatting and organizational changes, the addition of references to existing text, and additions/corrections to the preface. Minor revisions should be completed to the Chair's satisfaction. Students must deposit within five (5) weeks after the defense.

Approved Pending Major Revisions: Inclusion of additional data, the inclusion of additional data analysis, substantial additions to the text (e.g., the addition of subject matter to the introduction or discussion), or rewriting of whole sections. Major revisions must be resubmitted for approval by the Chair and two members of the examining committee. Students must deposit within eight (8) weeks after the defense.

Fail: The committee believes that the dissertation is not acceptable and will provide a detailed written description of the reservations about the examined dissertation and make further recommendations.

ISMMS is proud of its alumni. Most of the students who complete the PhD program pursue a postdoctoral research-training period before entering a more permanent position and most of the MD/PhD graduates complete a residency and/or fellowship. The faculty of the program actively assists and guides the students in identifying an optimal position. After the immediate postdoctoral work, our graduates have gone on to a gratifying array of research positions in academic, medical, and industrial settings. The Graduate School alumni are invited to join the Associated Alumni of the Mount Sinai Medical Center, and they receive a quarterly bulletin that includes alumni and institutional news.

The ISMMS Alumni encompasses graduates of the Medical School and the Graduate School of Biomedical Sciences, former interns, residents and fellows, as well as past and active members of the basic science and clinical faculty. The association is dedicated to promoting enduring relationships among members, furthering ISMMS’s educational and charitable endeavors, and promoting scholarship for students and physicians-in-training, and honoring alumni with awards on an annual basis. Senior students will be asked to enroll in the association upon graduation, and will receive all benefits of membership, but will not be expected to become dues-paying members of the Alumni Association until postgraduate training is completed. The Student Council selects a member to serve as student liaison to the Alumni Executive Board; however, student input and participation in alumni-sponsored programs and activities is always encouraged. The Alumni Office is located in the plaza of the Annenberg Building. Students are welcome to visit the office at any time to speak with staff.

The written document must be in the format of an NIH F30/31. As such, the document should not exceed 7 pages, excluding references. The Thesis Proposal must be submitted to the Thesis Proposal Review Committee at least three weeks in advance of the Oral Presentation. When writing the Thesis Proposal, it should contain:

1. Specific Aims (1 page): Describe the hypothesis(es) you are testing. What are your research objectives? What conclusions could be made from your findings? Be concise, clear and logical. Provide an approximate timetable for accomplishing these aims. Your aims are the test(s) of your hypothesis

2. Research Proposal (6 pages): The research proposal portion typically includes the following sections:

   • A clear statement of the scientific premise. The purpose of this will be covered in the Rigor and Reproducibility course in Year 1.

   • Background/Significance: Provide a critical review – evaluate, don't just cite! – of the most pertinent work that raised the question you are answering, spawned the idea for your plans, made your approach feasible, etc. Critically evaluate what others have done. How does your dissertation relate to other problems or areas of biomedical sciences and/or contemporary biology? Identify any concerns. Explain how your hypothesis and planned accomplishments fit. This is an opportunity to relate your plans to the ongoing tradition in science and explain why your work is important.

   • Preliminary Studies: Describe what you have already accomplished. Where appropriate, provide data, even if preliminary. You do not need an enormous amount of preliminary data; it is far better to take this Examination near the beginning of the project. Explain how these results fit in with your plans.

3. Formatting Instructions:

   • Font: Use single-spaced, 11-point Arial font (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.)

   • Page Margins: Use at least one-half inch margins (top, bottom, left, and right) for all pages.

4. Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes: You may use a smaller type size, but it must be in a black font color, readily legible, and follow the font typeface requirement. Color can be used in figures; however, all text must be in a black font color, clear and legible.

The Dissertation Committee is composed of the Thesis Advisory Committee with the addition of an external committee member. Once constituted as such, the committee is considered the Dissertation Committee. The external committee member must: 1) hold a PhD, MD, or other appropriate advanced degree from an accredited institution; 2) have sufficient research experience and qualifications in the area of the student’s thesis to ensure an appropriate level of rigor for the examination; 3) be a member of a PhD granting institution and 4) not be a faculty member of ISMMS. Like the committee chair, this member must be someone that does/has not directly collaborated on the project of the student, has no coauthored papers or abstracts with the student, has no financial conflicts of interest with the student or project, and has not supervised any aspect of the work. The external committee member is a voting member of the committee. Prior to naming an external member to the committee, the student and mentor should write a brief summary of why the proposed external examiner is qualified for the role and state that they have no conflicts of interest. This document requires approval by the committee chair. Participation of non-voting members of the advisory committee in the Thesis Dissertation exam is optional; if they are present, they must remain silent.

When the student has completed the written dissertation document, it must be read and approved by the Dissertation Committee. The student should submit the Dissertation to each member of the Committee as early as possible, but no later than two weeks before the Defense. Committee members may reschedule the Examination if not given the appropriate amount of time to prepare for it. The Committee shall meet with the student for an oral Defense of the Dissertation. Before the final scheduling of the Defense, it is wise to obtain the Committee’s approval that the work is complete and appropriately presented. The student must register for the defense with the Registrar using the Dissertation Defense and Seminar Registration form. Once the defense has been registered, the Registrar will provide the Dissertation Defense Voting form. The student must include a page with the written document.

The possible outcomes are listed below. Dissertations approved as presented or pending minor revisions may be nominated for distinction.

Approved as Presented: No revisions required. Students must deposit within five weeks after the defense.

Approved Pending Minor Revisions: Minor additions and edits to the text, formatting and organizational changes, the addition of references to existing text, and additions/corrections to the preface. Minor revisions should be completed to the Chair's satisfaction and deposited within five weeks after the defense.

Approved Pending Major Revisions: Inclusion of additional data, the inclusion of additional data analysis, substantial additions to the text (e.g., the addition of subject matter to the introduction or discussion), or rewriting of whole sections. Major revisions must be resubmitted for approval by the Chair and two members of the examining committee and deposited within eight weeks after the defense.

Fail: The committee believes that the dissertation is not acceptable and will provide a detailed written description of the reservations about the examined dissertation and make further recommendations.

The mentor may apply to the Graduate School for reimbursement (up to $450) to defray travel expenses for the “outside” examiner. A letter of request, from the dissertation advisor, for the honorarium should be submitted to . The letter should include the name of the examiner, his/her/their social security number and mailing address. If the funds are being used to defray the cost of travel, original receipts should be sent with the letter of request. We will prepare and submit the check request. Unless otherwise instructed, the check will be sent directly to the examiner. If the dissertation advisor/department is covering a portion of the travel expenses, the letter of request should be sent with a check request (and original receipts), prepared by the dissertation advisor/department, indicating the amount and fund number (with appropriate signature) for the portion covered by the dissertation advisor/department. The Graduate School will complete the request and forward it to Accounts Payable. Unless otherwise instructed, the check will be sent directly to the examiner.

See Standards for Maintaining Satisfactory Progress

Dissertation

When a research mentor thinks his/her/their student is nearing a point of completion, the Advisory Committee should meet with the student and advisor to assess the student’s readiness to write a dissertation. This meeting should take place approximately 6 months before the anticipated dissertation defense. Students should update their list of publications and manuscripts in press on the Progress Report form before this meeting. At this meeting, the Advisory Committee will certify that the student is ready to write his/her/their dissertation and to schedule a defense date. This approval should be granted and a date set only if the student has, at a minimum, achieved the following:

• met all of the required program milestones

• completed all coursework and met the academic standards of the Graduate School

• demonstrated mastery of the literature, conceptual skills, analytical skills, writing and presentation skills, experimental skills, record keeping skills and work ethic meets doctoral-level standards

• contributing intellectually as a lead author, or equivalent, to at least one manuscript, published, in review, or ready for submission in a peer-reviewed journal. An exception to this requirement will require the unanimous approval by the Advisory Committee

When these criteria have been met, the student will be given a green light to enter the dissertation writing phase.

Copies of earlier successfully completed Program Dissertations are available for review in the Levy Library. Guidelines for the dissertation deposit can be found on Graduate School Forms website or at the .

Content

A student should not present tables or figures that are not entirely his/her/their own work unless this is unavoidable because the data are necessary to develop the story; in that case the precise contribution of the student must be made clear and indicated on the contributions page. Detailed methods should not be presented for work not actually conducted by the student, including work done by the Core Facilities or other colleagues; such presentations convey the impression that the student actually carried out the procedures.

See

Students who leave the PhD program may be eligible for transfer to the Masters of Philosophy (MPhil) or the Master of Science in Biomedical Sciences (MSBS) degree programs.

Transfer to MPhil

Students leaving the PhD program may be eligible to earn an MPhil. To be eligible for this exit pathway, students should have fulfilled the following criteria.

• be in good academic standing with a cumulative GPA of 3.0 or higher

• have successfully submitted and defended the PhD Thesis Proposal, and:

• completed the “Request for Transfer from PhD to Master of Philosophy” and have received all the required approvals.

If a student has met all of these requirement, he/she/they will be awarded an MPhil degree.

Transfer to MSBS

Students leaving the PhD program may be eligible to earn an MSBS. To be eligible for this exit pathway, students should have fulfilled the following criteria:

• be in good academic standing with a cumulative GPA of 3.0 or higher

• complete the coursework and credits necessary to fulfill all requirements of the MSBS degree

• demonstrate mastery of the literature in their field commensurate with a Master's-level student

If these criteria are fulfilled prior to the PhD thesis proposal, the student is not required to take and pass the thesis proposal exam

In order to initiate the PhD to MSBS transfer pathway, the student’s PhD Advisory Committee must consent to this plan. Consent from the dissertation advisor is not a requirement but should be obtained when strained relations between the research mentor and student is not a reason for the transfer.

The student must complete Page 1 of the form “Request for Transfer from PhD to Master of Science in Biomedical Sciences” (Page 2 will be completed after the MSBS Thesis is deposited as part of the program checkout process). It is important to note that the student’s transcript will reflect a withdrawal from the PhD Program and matriculation to the MSBS Program.

The research mentor and student, in conjunction with PhD Advisory Committee, will agree on a length of time, not to exceed 60 days, that the student will remain in the lab to finish up experiments and write the MSBS Thesis. During this time the student will continue to receive a stipend. The research mentor must commit to covering the student’s stipend, presumably via the same mechanism that had been supporting him/her prior to the transfer, for the duration of this period.

The student will write and defend an MSBS thesis within the time frame defined in the previous paragraph. The exam committee will consist of the existing PhD advisory committee plus one of the student’s MTA Co-directors (if he/she/they is not already a member of the committee), with the specific Co-Director to be chosen by the student. The student must deposit the thesis within one week of completing the thesis defense

The effective date of withdrawal from the PhD Program and Matriculation to the MSBS program will be the date of the defense, as defined in the above paragraphs. This will allow the student to: 1) receive a stipend; 2) remain in student housing; and 3) receive health insurance.

Once the MSBS Thesis is deposited, the student should complete Page 2 of the form “Request for Transfer from PhD to Master of Science in Biomedical Sciences”. Deposition of the thesis also initiates the process of terminating the student’s stipend, health insurance coverage and housing. These terminations will proceed as per Graduate School and Real Estate Office policies, which are detailed in other sections of this handbook.

Option 1: Students have the option of writing a traditional dissertation. The written dissertation should conform to the guidelines detailed in the Levy Library PhD instructions.

Option 2: Students who wish to use published manuscripts in their dissertation must comply with the following standards regarding inclusion of their published work:

1. When a student is first (or co-first) author on a publication he/she/they can include the entire manuscript as a dissertation chapter. There is no need to rewrite it.

   • The manuscript must be converted into the proper thesis format; typeset pdfs cannot be included in the dissertation.

   • Students must obtain copyright permission from the journal if necessary and follow all journal rules regarding inclusion in a dissertation.

   • When the work represents collaborative research, each chapter should include a page of attributions where the contributions of others are explicitly stated.

2. If a student is a middle author on a published manuscript, the dissertation cannot include the text of the full manuscript. Instead, the student should write a new description of the work that includes only his/her/their data.

3. A paper that has been submitted, but not yet accepted, can also be used as long as the above guidelines are followed. In addition, the following text should be added to the acknowledgements section of the manuscript: “The data in this paper were used in a dissertation as partial fulfillment of the requirements for a PhD degree at the Graduate School of Biomedical Sciences at Mount Sinai."

Either option must involve a substantive piece of original and independent research grounded in an appropriate body of literature and theory.The thesis must contain a Statement of Authorship page which is available on the

Teaching Policy

There is no program-wide teaching requirement, but many students seek to take advantage of the opportunities to teach in a variety of modes and settings either because it enforces the mastery of core material, is intrinsically rewarding or because it is a major part of their career plans. Teaching opportunities include: teaching assistantships for the Core courses; teaching assistantships for additional Medical and Graduate School courses; one-on-one tutoring opportunities for graduate or medical courses; tutoring and special teaching programs at the Life Sciences Secondary School with which ISMMS has a special relationship; student mentorships in the RCR course; and student mentorships in the Introduction to Journal Club course.

Vacation Policy

The vacation policy for PhD students in Biomedical Sciences or Neuroscience is clearly stated in the . Please refer to that section for the complete policy. In brief, PhD students in Biomedical Sciences or Neuroscience receive two weeks of paid vacation each year. Time spent studying for courses, preparing for examinations, etc. is not considered vacation time.

Students are expected to adhere to the General Rules of Conduct. Failure to abide by the rules may result in termination of the defense by the Chair of the examination committee.

The Defense is comprised of two parts:

Open Seminar Open to the scientific community and the examination committee and is hosted by the thesis advisor(s). The seminar will include a 45-minute talk, followed by 15 minutes for discussion. The seminar is presented before the oral defense, but the committee examiners may not ask questions at the public seminar. They will ask questions only in the closed defense examination.

Closed Examination The examination is a closed defense session with the candidate and the Dissertation Committee – no other people are present. The Chair of the committee presides over the defense, beginning with a brief among committee members, without the presence of the advisor(s) and student to consider the oral presentation and decide upon a general focus of the discussion for the defense. Following this, voting committee members question the candidate about their dissertation and research. The thesis advisor(s) is not a voting member of the committee and is a silent observer at the dissertation exam.

The examination will run until the committee agrees that the discussion is completed.

See for an overview of the procedure.

The PhD program offers eight MTAs for students to choose from. Students are required to declare their MTA by the end of the 2nd semester in the program. See the page Role and Responsibilities of Co-Directors of MTAs for more information.

Information about MTAs can be found on the PhD in Biomedical Sciences Website and the PhD in Neuroscience site.

Information about individual MTAs can be found at the links below:

• Artificial Intelligence and Emerging Technologies (AIET)

• (CAB)

• (GGS)

• (IMM)

• (MIC)

• (NEU)

See Standards for Maintaining Satisfactory Progress

Once a student has successfully defended the dissertation, makes all relevant revisions, and is ready to deposit the Dissertation, s/he should deposit the dissertation electronically according to the instructions in the Doctoral Thesis Deposit Instructions document, available on the Levy Library Dissertation and Theses Submissions webpage. Students should submit the Student Checkout form before depositing the dissertation. This form can be found on the Graduate School forms webpage. Failure to do this can result in a delay of the student’s graduation.

MD/PhD students should note the additional requirements/instructions for depositing a dissertation, which are detailed in Chapter 2.

The dissertation may be deposited at any time during the year, but the following deposit deadlines and enrollment requirements determine the date of the degree.

The degree is awarded on September 30, January 31, or the date of ISMMS’s annual Commencement in May. Students depositing by the January or April deadline will receive their diploma at Commencement. Those students who have a dissertation or thesis defense scheduled between April 16th and June 30th MAY be eligible to participate in the spring Commencement ceremony even though they have not met the April 15th thesis/dissertation deposit deadline. In cases where a student is allowed to participate, he/she/they will not receive a diploma at graduation. Instead, a diploma will be awarded on the conferral date (September 30th, of January 31) following the successful defense. Only students in good academic standing will be offered this courtesy. In this case, good academic standing means that all coursework has been completed with passing grades and the student’s mentor/committee fully expect the student will successfully defend his/her/their thesis/dissertation prior to June 30th. If either of these criteria is not met, the student will not be allowed to participate in the spring graduation ceremony.

Additionally, any student whose written document or oral defense was not acceptable to their committee will not be allowed to participate in Commencement until after successfully defending and depositing.

By March 1, students must notify the Registrar of their intent to deposit their thesis on or before the April or September deposit deadlines in order to be included in the Commencement exercises of that year. Commencement information will be sent during the spring semester to the student’s ISMMS email address recorded with the Graduate School Office.

If a student fails to deposit their thesis by the end of their seventh year in the PhD program (6th PhD year for MD/PhD students), their dissertation advisor must petition the Dean of the Graduate School in writing for permission to extend their student status. The petition must include a timetable for completing the dissertation and must also be signed by the student.

It is the dissertation advisor’s responsibility to inform the Graduate School Office, in a timely manner, the expected date that financial support will be terminated.

Students are required to deposit their dissertations within specific time frames based on the outcome of their defense. Dissertations approved as presented or with minor revisions must be deposited within five weeks. Dissertations approved pending major revisions must be deposited within eight weeks.

PhD students can maintain student status, with the stipend and health benefits covered by the dissertation advisor, after the defense, according to the above timetable.

Exceptions to this schedule will only be considered under extenuating circumstances. The dissertation advisor must request this in writing to the Dean of the Graduate School. The request must include a timetable for revisions and must confirm advisor’s financial responsibility for stipend and health coverage.

Student Housing: the Real Estate Office provides 4-5 weeks after the dissertation defense to vacate. Extensions may be granted by the Real Estate Office pending availability.

See