Section 2 Department Policies and Procedures

2.1.1   Forming an Advisory Committee.
2.1.2    Graduate School Forms.
2.1.3    GS-6: Program of Study.
2.1.4    GS-9A: Petition for Committee Member Changes.
2.1.5    GS-16: Report of Preliminary Examination for the Ph.D. Degree
2.1.6    GS-24: Report of Final Examination Results.
2.1.7     GS-25: Application for Graduation.
2.1.8     Reapplication for Graduation.
2.1.9    GS-30: Thesis/Dissertation Submission.
2.1.10  Continuing Registration.
2.2       Assistantship Policies & Procedures.
2.2.1    Eligibility for Departmental Funding.
2.2.2    Duration of Assistantships.
2.2.3    Obligations for Student on Assistantship.
2.3       Office Space Polices.
2.4       Facility and Building Key Policies.
2.4.1    Keys.
2.4.2    Computer Lab.
2.4.3    Email Accounts.
2.4.4    Mail
2.5       Other Administrative Policies.
2.5.1    Travel Policies and Subsidies.
2.6       Appeal and Course Substitution Policies.
2.6.1    Coursework Substitution Policy.
2.6.2    Ph.D. Exam Appeal Policies.
2.6.3    Other Appeal Policies.
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Section 2 Department Policies and Procedures

2.1.1 Forming an Advisory Committee

The graduate experience involves engagement in a host of activities and the simultaneous pursuit of several competing requirements. Careful and comprehensive planning is a must. This planning is done by the student, the advisor, and the graduate advisory committee and should take place early in the graduate career. Comprehensive planning assures that the greatest possible benefit will be gained from graduate study.

Temporary and permanent advisor: Upon entering the graduate program, the Chair of the Graduate Program will serve as temporary advisors. Students are expected to consult with the departmental faculty and choose their permanent advisor within a year of entering the program. The advisor helps the student in planning the pursuit of his or her degree, following the student throughout the graduate career on all matters related to the degree program. A close, cordial, and professional relationship is therefore of the utmost importance. Both student and advisor should work at achieving mutual understanding and respect. It is the student’s responsibility to identify a permanent advisor and a committee, all of whom are willing and qualified to serve. The Department Head and the Chair of the Graduate Program will use their best efforts to facilitate selection of the committee and subsequent changes therein.

The graduate advisory committee is appointed through filing a GS Form 6 with the Graduate School, which is due before the time of the fourth regular semester registration at the latest. The purpose of the advisory committee is to make available to the student a broad range of knowledge and expertise. It aids in general advising of the student and assists in planning the major elements of the program. The committee also evaluates student progress throughout the graduate career and it administers the preliminary and final examination. Members of the committee should be chosen on the basis of the student’s interests, the student’s experience with faculty members, and the advisor’s knowledge and expertise. You may also find it helpful to look at faculty publications as an indicator of the wide diversity of departmental research interests at: https://dare.agsci.colostate.edu/people/faculty/. The makeup of a graduate committee must be approved by the Department Head and, of course, agreed to by the potential members themselves. The committee is not responsible for reminding students of published deadlines or monitoring procedural details. The student should manage such matters independently.

With notification, temporary replacement of a member may be arranged. A member, including the advisor, may resign from the committee and in such cases, the affected student and his or her Department Head will be notified promptly by the departing member. It is then the student’s responsibility to obtain a replacement, assisted as needed by the Department Head and Chair of the Graduate Program. Any permanent changes are recorded through the filing of GS Form 9A with the Graduate School.

Advisory committee for M.S. students: the committee must consist of at least three faculty members. Committee members are as follows: 1) the advisor who serves as chair (or co-chairs of the committee of any appointment type within the department); 2) one or more additional members from the department; and 3) one member from an outside department who is chosen by the student, but appointed by the Vice Provost for Graduate Studies and represents the Graduate School. The outside committee member appointed by the Vice Provost for Graduate Studies must hold a regular, special, transitional, joint, or emeritus/emerita faculty appointment at Colorado State University.

Advisory committee for Ph.D. students: the committee must consist of at least four faculty members. Committee members are as follows: 1) the advisor who serves as chairperson of the committee and who must hold academic faculty rank as a professor or associate professor, (assistant professors may only co-chair per department regulations) of any appointment type within the department; 2) one or more additional faculty members from the department; 3) any non-departmental faculty member who may be appropriate; and 4) one member from an outside department who is chosen by the student, but appointed by the Vice Provost for Graduate Studies and represents the Graduate School.

The outside committee member appointed by the Vice Provost for Graduate Studies must hold a regular, special, transitional, joint, or emeritus/emerita faculty appointment at Colorado State University. According to the graduate school manual, “The outside member should serve as an impartial external evaluator on the committee, ensuring quality of scholarship and fairness in process.” The chair of the advisory committee will ensure that the outside member is fully informed of the departmental policies and procedures, especially with regard to the exams administered by the advisory committee (final examination for M.S., preliminary and final dissertation defense for Ph.D.).

Persons who are not academic faculty[1] of Colorado State University may be appointed full voting members of graduate student advisory committees following the procedures outlined in the “graduate Study” section of the Graduate Professional bulletin.

If the initial selection of committee turns out to be a poor fit, the student may (with the Department Head’s approval) change the advisor and (or) committee members. Committees can be changed by filing a GS-9A form. More information about advisers, committees, and other requirements can be found under “Graduate Study” in the Graduate and Professional Bulletin.

2.1.2 Graduate School Forms

2.1.3 GS-6: Program of Study

The Program of Study is a document which lists all courses taken in pursuit of the degree as well as the graduate committee. This is the formal statement of what is done to achieve the degree, the summary of all academic planning. The Program of Study must be filed with the Graduate School before the time of the fourth regular semester registration. Students who fail to meet this requirement may be denied subsequent registration. In addition, this form must be submitted to the Graduate School prior to applying for graduation.

2.1.4 GS-9A: Petition for Committee Member Changes

This form is used to make changes to a student’s committee after the student’s GS-6 Program of Study has been approved by the Graduate School. A student’s committee must be up-to-date at the time of the preliminary examination (Ph.D. students), final examination/defense, and thesis/dissertation submission.

2.1.5 GS-16: Report of Preliminary Examination for the Ph.D. Degree

A preliminary examination shall be administered at least two terms before the final examination/defense to determine whether the student is qualified to continue toward the doctorate. The completed and signed form must be submitted to the Graduate School Office within two working days after the results of the examination are known.

2.1.6 GS-24: Report of Final Examination Results

All Ph.D. students and Master’s Plan A and Plan B students are required to complete and pass a final examination/defense. The examination must be held by the published deadline of the student’s graduating term. The completed and signed form must be submitted to the Graduate School Office within two working days after the results of the examination are known.

2.1.7 GS-25: Application for Graduation

A student must apply for graduation by the published deadline of the student’s graduating term. A student applying to graduate for the first time must submit this form.

2.1.8 Reapplication for Graduation

An online process is in place for a student who has applied to graduate in a previous term and who needs to update to a future term. A student must reapply for graduation by the published deadline of the student’s updated graduating term.

2.1.9 GS-30: Thesis/Dissertation Submission

This form is required of all Master’s Plan A students and Ph.D. students submitting a thesis or dissertation after the final thesis/dissertation has been reviewed and approved by the student’s committee. The completed and signed form must be submitted to the Graduate School Office by the published deadline date of the student’s graduating term and before the electronic submission of the thesis or dissertation.

2.1.10 Continuing Registration

All students admitted to a graduate program at Colorado State University are required to be continuously registered in the fall and spring semester throughout their degree programs. This policy applies from the time of first enrollment through the graduation term. Students may fulfill this requirement by registering for any graduate credit-bearing course (regular or non-regular).

As an alternative, students may opt for a Continuous Registration (CR) status. Registration for CR status is accomplished in the same way as registration for courses. Section ID numbers appear in the class schedule under the CR prefix. Students registering for CR will be assessed a fee for each semester of CR registration. Graduate degree candidates must be either enrolled for at least one credit or must register for CR during the term (fall, spring, or summer) they will complete their degree requirements.

2.2 Assistantship Policies & Procedures

2.2.1 Eligibility for Departmental Funding

The Department of Agricultural and Resource Economics has typically funded a limited number of graduate students from the Department’s budget sources that are based on State of Colorado appropriated funds, either from teaching or agricultural experiment station allocations, as well as from contracts and grants awarded to DARE faculty. Together these sources constitute department funding. Departmental assistantships are assigned by the Department Head. As funding is limited, the allocation of this support is competitive and will be reviewed annually.

Graduate assistants, regardless of funding source, are funded as “employees at will”, as stated in the Graduate and Professional Bulletin. Depending on individual circumstances, all funded students will enter into employment contracts of no longer than one academic year, and no shorter than one academic semester. Renewals of contracts will be made at the discretion of the Department Head and the Chair of the Graduate Program. Renewal of contracts is not guaranteed. An unsatisfactory performance evaluation by the supervising professor, or a notification from the Graduate School placing the student on probation, will eliminate department funding opportunities.

2.2.2 Duration of Assistantships

The maximum duration for a departmental assistantship for an M.S. student is 24 months, and for a Ph.D. student is 56 months. Ph.D. students entering the program with M.S. degree credit transfer can be funded for a total of 48 months. It is the responsibility of the student to petition the Department Head for extensions and document why such an extension should be granted. Included in the petition would be the time requested for extension, justification for extension, and a letter of support from the student’s advisor.

2.2.3 Obligations for Student on Assistantship

Obligations are dependent on the type of assistantship awarded:

Graduate research assistantships: the student duty is to assist the supervisor in his research program. It is the responsibility of the supervisor to make expectations and assigned duties clear.

Graduate Teaching assistantships: the primary duty of a teaching assistant is to assist the supervising faculty member with the instruction of classes. This may include grading papers, preparing class materials, substituting in the classroom, and/or tutoring students. Depending on student experience/interest and departmental needs, a teaching assistant may be assigned to be the primary instructor of a course.

Joint research assistant/graduate teaching assistant appointments are also possible. The advisor or immediate supervisor is responsible for seeing that the assistantship obligations are balanced based on sources of funding so that all expectations can be realistically fulfilled.

2.3 Office Space Polices

The Department of Agricultural and Resource Economics will attempt to supply all graduate students with office space. However, space is limited and therefore not everyone will always have an office, and some people will have more desirable office space than others. DARE also has access to lockers in Clark C-wing. Please see Denise Davis (B-318) for an office or locker assignment.

Office allocation is at the discretion of the Department Head, but the general priority order is:

• Ph.D. and M.S. students funded as teaching assistants

• Ph.D. then M.S. students funded by the department or a faculty member that are working on the final phases of their dissertation or thesis

• Ph.D. then M.S. students not funded by the department that are working on the final phases of their dissertation or thesis

• Ph.D. then M.S. students that are funded by the department or a faculty member to conduct research

• Ph.D. students that have passed all qualifying exams

• All other Ph.D. students (ordered by tenure)

• All other M.S. students (ordered by tenure)

2.4 Facility and Building Key Policies

2.4.1 Keys

Please see Donna Sosna (B-320) for keys to the building and office, if assigned. Keys must be returned before leaving the program. The Department Clearance Form (GS-25B) will not be sent to the Graduate School until DARE has received an electronic copy of your thesis/dissertation and your keys have been returned to the main office.

2.4.2 Computer Lab

The graduate student computer lab is located in Clark B-335. This lab is set up for DARE graduate students only. The equipment, paper and service calls on lab computers are paid for by student computer technical fees. Office supplies are ordered through Ed Peyronnin, Coordinator, Center for Information Technology, College of Agricultural Sciences, at 491-2444 or aghelp@colostate.edu.

2.4.3 Email Accounts

Email accounts must be obtained with the creation of an eID, on the web at http://eID.colostate.edu, and choose Register for your eID. In the next menu, you will need your CSU ID. If you do not know your CSU ID, contact the registrar’s office at (970) 491-4860.

Graduate students may use the e-mail service of their choice or the free e-mail service the University provides. Please make sure your account accepts attachments and has adequate space for large files. It is the responsibility of the student to make sure that the email address in the departmental records is current, and notify Denise Davis at denise.davis@colostate.edu of any email address changes so that we can update our records. Email is the primary mode of communication between the department (or the university) and the students, so students are expected to check their inbox for department notices and academic information.

2.4.4 Mail

Mailboxes for graduate students are located in the graduate computer lab (B-335). Please check your boxes for department notices and academic information.

2.5 Other Administrative Policies

2.5.1 Travel Policies and Subsidies

All travel, domestic or international, for official university purposes must be approved prior to travel, regardless of funding source. The appropriate travel forms and waivers can be found at http://abc.agsci.colostate.edu/procurement-and-finance/. See Donna Sosna (B-320) for additional information on travel.

DARE has historically helped to support travel by funded graduate students (i.e., RAs and TAs) to academic conferences and professional meetings. Travel support will be provided subject to availability, and will be allocated on a priority basis. The following criteria will be used to help determine when Graduate Student Travel Subsidies will be granted and the level of that support.

Funding Eligibility and Priorities: Students who meet the following criteria will be given priority for Departmental funds, subject to their availability (Note: Criteria are not in priority order nor do they necessary carry equal weight in departmental support decisions):

1. Students who applied for student travel assistance available from the meeting sponsors. (This is a necessary condition where such support exists.)
2. Travel to annual meetings of recognized major Economics, Agricultural Economics and Natural Resource Economics professional or other relevant organizations (examples include, but are not limited to AEA, AAEA, WEA, and WAEA). Typically, National conferences have a higher priority for funding than regional conferences.
3. Students who have not already received travel support in the current fiscal year (August 15 to August 14).
4. Students who have not been subsidized previously.
5. Students who are actively pursuing employment and are using a meeting-sanctioned employment service.
6. Students who are presenting at least one paper or are competing in a sanctioned graduate student competition at the professional meeting.
7. Students who are involved in a variety of activities (presenting papers, competing in Graduate activities, leadership in the Graduate Section of AAEA, interviewing for jobs) will receive highest priority.

Funding Levels: Funding levels will depend on budget, demand, and priorities. The following guidelines will apply to the extent possible:

1. For students who have applied but did not receive any financial travel assistance from the other relevant professional organizations, the DARE Graduate Student Travel Subsidy will be an equal share of the departmental budgeted amount for the program, or your actual cost, whichever is less.
2. For students who have received financial travel assistance from the professional organizations, the DARE Graduate Student Travel Subsidy will be equal to #1 plus 25% of the additional assistance you have secured (as an incentive to get subsidies), or your actual cost, whichever is less.

There are no preset funding limits, but we expect for most requests to be funded between $250 and $500, depending upon the number of student support requests and the total budget available (and subject to the discretion of the Department Head). Students are encouraged to engage in cost saving measures, including, but not limited to, sharing accommodations and car/van pooling.

Procedure for Requesting a DARE Graduate Student Travel Subsidy:

Travel requests should include the name and location of the meetings, the nature of the student’s participation, and the dates of attendance. The application must also document the other types of student travel assistance that were potentially available for travel to the meeting and that were applied for by the student. To be reimbursed, a travel expense form and receipts are required.
Students who receive a DARE Graduate Travel Subsidy but who do not attend the meeting for any reason other than approved emergencies will be expected to reimburse DARE for the full amount of the subsidy.

2.6 Appeal and Course Substitution Policies

2.6.1 Coursework Substitution Policy

A student may work with his/her advisor to identify appropriate substitution or transfer course(s), up to a maximum of 10 credits. If a student develops a program of study substituting or transferring from another institution any of the core and field courses, they are required to submit a proposal in writing for consideration and formal approval by the Graduate Committee, usually via the student’s academic advisor and/or the Chair of the Graduate Program.

2.6.2 Ph.D. Exam Appeal Policies

Ph.D. students are given two attempts to pass each qualifying core or field exam. A failed attempt must be followed by a second attempt at the subsequent exam offering. Failing the second attempt of either qualifying exam will result in automatic dismissal from the graduate program. An appeal process is in place to grant a third attempt to students who experienced extenuating circumstances which may have hindered performance in the exams. To appeal, the student will submit a letter to the Chair of the Graduate Program. The Chair will work with the student to understand the situation and then present the case to the Graduate Committee. The Department Head will make the final determination based on the recommendation of the committee. The Head’s decision is final.

Approving third attempts will be the exception, rather than the rule. It is the student’s burden to provide evidence that both of the conditions below are true:

• Circumstances beyond their control resulted in a situation that made passing the exam on the second attempt difficult to impossible (e.g., illness, family illness, a death in the family, etc.), AND
• That such extenuating circumstances have been or will be resolved shortly so that there is a reasonable expectation that the student will succeed if granted another opportunity. A student’s case for requesting a third exam will be stronger if the appeal details specific information documenting that a third attempt will likely result in success.

2.6.3 Other Appeal Policies
Proposed exceptions to any of the requirements or policies contained herein must be submitted in writing to the Graduate Committee for consideration, usually via the student’s academic advisor and/or the Chair of the Graduate Program.

[1] According to the Academic Faculty and Administrative Professional Manual (section E.1) “The faculty includes all personnel who carry academic rank (professor, associate professor, assistant professor, instructor, and faculty affiliate) and additional personnel as defined by C.R.S. 23-31-104.”

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