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.

Students who are granted full-time equivalency will be designated as "full-time" by the Registrar. International graduate students who enroll in less than 9 credits and who are not eligible for full-time equivalency may jeopardize their visa status and should consult with the Office of International Personnel.

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

• Guidelines for Registration and Cross-Registration

  • Add/Drop

  • Maintenance of Matriculation

  • Full-Time Equivalency

  • Courses Taken at Partner Institutions

  • Visiting Scholars

  • Non-Matriculating Status and Course Auditing

  • Registration Holds

  • PhD Student Registration

• Grading Policies

  • Grading, Course Examinations, and Missed Examinations

  • Calculation of GPA

  • Retaking Courses to Improve GPA

  • Graduate School Grade Appeals Process

  • Transfer Credits and Course Exemptions/Waivers

• Satisfactory Academic Progress Policy

  • Time to Degree Policy

  • Academic Standing

  • Committee for Academic Review (CAR)

    • Membership of CAR

    • Appeals Process

  • Program-Specific Criteria for Satisfactory Academic Progress

• Leave, Withdrawal, and Readmission

  • Leave of Absence (Voluntary)

  • Leave of Absence (Involuntary)

    • Administrative Leave

    • Academic Progress Leave

  • Parental Leave

  • Return from Military Service

  • Withdrawal and Readmission

  • PhD in Biomedical Sciences and Neurosciences Vacation Policy

• Transcripts

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.

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).

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 Maintenance of Matriculation 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.

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.

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.

• CUNY GC courses may not be taken as a substitute for a program’s core course requirements.

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 Cooper Union affiliation webpage.

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.

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.

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.

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.

Official Audits

A full-time matriculated student may audit a course with the permission of the course director. Students auditing a course do not write examinations or papers and do not necessarily participate in class discussions. However, auditors should clarify expectations at the start of the course with the course director and may be required to fully participate in the class. A completed Course Audit Form, with all required signatures, must be submitted to the Office of the Registrar prior to the end of the add/drop period. An audited course will appear on the student’s transcript with the designation “AU”. Students cannot receive credits for a course being audited.

Non-Matriculating Students and Audits

Non-matriculated students, including employees, who wish to audit a course and have the audited course appear on a transcript as “AU” will be billed at the same rate as for courses taken for credit. All students wishing to take a class must submit complete the admission application to the Graduate School as a non-matriculated students and submit a Course Audit Form to the Office of the Registrar. Employees may petition the Dean of the Graduate School for a waiver of course fees. Decisions are at the discretion of the Dean.

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

• Retaking Courses to Improve GPA

• Graduate School Grade Appeals Process

• Transfer Credits and Course Exemptions/Waivers

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.

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.

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.

Students seeking to improve their GPA may retake a course with Program 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.

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.

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.

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.

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

• MD-MSCR/Portal Program

• MS in Biomedical Sciences

• MS in Biomedical Data Science

• MS in Biostatistics Program

• MS in Genetic Counseling

• MS in Healthcare Delivery

• Master in Health Administration

• Master of Public Health

• Master of Science in Epidemiology

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:

   • When the matter under review does not fall within the jurisdiction of CAR, it is either returned to the program for action or directed to a different review group (for example Curricular Affairs, COPHE, etc.)

   • When the matter under review is minor, routine, and/or does not require an investigation, the Executive Committee can propose a plan of action to the appropriate subcommittee of CAR for a vote of approval. This vote can be done at a meeting of the group or via email.

   • When the matter under review requires a more in-depth review or an investigation, the Chair of CAR will call a meeting of the appropriate subcommittee of CAR for consideration of the matter. The Chair and Senior Associate Dean will work together to collect necessary documents to be distributed to the committee and invite guests to present pertinent information to the committee.

     • The Senior Associate Dean will also assign a senior senior Graduate School staff person to help guide the student through the CAR process. This person is not an advocate/advisor but serves only as a guide through the CAR (and possible appeal) process.

     • The student must be given an opportunity to make an in-person statement to the subcommittee and to answer any questions committee members might have.

     • The student should also be given an opportunity to invite faculty or other relevant people to speak to the subcommittee on the student’s behalf.

     • The student is allowed to bring an observer to the proceedings. This is person cannot answer/ask questions, but instead is there only to help the student remember what happened during the meeting.

   • During the review, it is possible that the subcommittee requires additional documentation or would like to interview additional people. The Chair and Senior Associate Dean will make arrangements for such requests.

   • Once the subcommittee has considered all available information, it will render a decision regarding the validity of the complaint against the student and provide a written plan for corrective action. This could include a remediation plan or disciplinary action. Once the committee has reached a decision, the CAR Chair and the 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 by CAR. During this discussion, the student must be informed of the process available for an appeal of the decision (see details regarding the appeals process).

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.

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, MSBDS, 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.

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)

• Parental Leave

• Return from Military Service

• Withdrawal and Readmission

• PhD in Biomedical Sciences and Neurosciences Vacation Policy

Students have the right to appeal actions taken by a review committee or the Dean of the Graduate School. Refer to Figure 1 for the appeals process hierarchy.

Students may direct an appeal to the committee or person immediately above the committee/person who rendered a decision. All appeals must be made in writing with a detailed description of the basis for the appeal no more than 15 days after a decision is communicated. In reviewing appeals, the Committee for Academic Review or the Dean of the Graduate School will consider whether the decision below was arbitrary or capricious, including whether proper procedures were followed. An appeal to the Dean of Academic and Scientific Affairs may only address whether proper procedures were followed and whether the sanction is appropriate. The Dean of Academic and Scientific Affairs will accept factual findings by previous reviews.

A person hearing an appeal may choose, at his/her/their sole discretion, to convene an ad hoc committee to hear the appeal. The person/committee hearing an appeal may collect any information deemed necessary to render a decision. The student will be given an opportunity to meet with the person/committee hearing the appeal. At the conclusion of the appeal process, a written decision will be issued.

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

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.

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.

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.

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.

Students who adopt a child will be entitled to the same 8-week parental leave described above for the birth of a child, to be taken in any combination of pre- and post-adoption time.

Non-birthing parents will be allowed 2 weeks of paid parental leave for either childbirth or adoption. The leave can be taken as needed either before or after the arrival of the child.

If a graduate student receives a stipend from a dissertation advisor, and if continuing the stipend for the period of the parental leave constitutes a hardship for the dissertation advisor, the dissertation advisor should discuss the possible limitations of continuing the student’s support during the period of the parental leave with the Dean of the Graduate School. The Graduate program may participate in working with the dissertation advisor in an effort to continue stipend support of the student.

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.

Voluntary Withdrawal: A student may voluntarily withdraw from school at any time, upon application to the Director of the MD/PhD program (for MD/PhD students) or the Graduate School’s Senior Associate Dean for Student Affairs (for PhD, Master’s students). The request must be made by submitting a Request for Withdrawal Form. The School may require an Administrative Evaluation prior to acceptance of a withdrawal. Failure to comply may result in dismissal. For further information on withdrawing from a specific program, refer to the program-specific chapter of this handbook.

Administrative Withdrawal: In certain circumstances, a student may be administratively withdrawn from the school at the discretion of the Dean or their designees. Examples include a student who has exceeded two years on medical or personal leave or a student who fails to meet satisfactory progress. Other reasons include noncompliance with an institutional, programmatic, and/or administrative requirement or policy. Students who have been administratively withdrawn from a program have the option to appeal the decision.

Clearance: Clearance to withdraw is required. Students must submit the Request for Withdrawal Form.

Readmission: Students who wish to reapply to a program following any type of withdrawal can do so by adhering to the same application protocols outlined by the admissions office for all applicants.

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.