1. The ESM Graduate Regulations Manual is on the ESM website click on Graduate Students, then click on Graduate Regulations Manual. You are responsible for following the guidelines in the manual so please refer to it when needed.

2. The Plan of Study Form is on the ESM website (click on Graduate Students then click on Forms). Please discuss your research interests with professors, agree on a research project with an advisor, and complete your Plan of Study (POS). Please bring your POS to Lisa Smith (even if it is not complete) after your first semester, so that they can see that you are making good progress towards completing it.

3. PhD. Students only:

   • The Qualifying Exam is scheduled twice a year check with the graduate office for further information. Lisa will give you the study guide. All incoming Ph.D. students are required to take this exam. The Writing Portion of the Qualifying Exam will be given at a later date (the place and time will be announced later).
   • The Preliminary Exam should be taken 9 months prior to dissertation defense. The approval form can be found on the ESM website.
   • The Dissertation Proposal should be taken 6 months prior to dissertation defense. The approval form can be found on the ESM website.
   • Final Examination (dissertation) Form has to be submitted to Graduate School at least 2 weeks before exam. Lisa needs the form at least three days prior in order to prepare for department approval. The Graduate School will mail a final degree card to your advisor. After your final defense, a copy of the final degree card with committee signatures is to be given to Lisa for department records. Then the card must be returned to the Graduate School.
     

Please note that graduate students evaluations are done yearly (during the Spring semester). Your advisor will review your academic performance with you, and you and your advisor will sign the performance evaluation form.

Announcements

1. Graduate Student Mailboxes are located in the hallway on the 2nd floor of Norris Hall. #160;Mail is NOT distributed on holidays. Please check your mailbox each day.

2. It is mandatory that all EM graduate students have access to e-mail. The department uses e-mail to make departmental and university announcements. Seminar notices, course information, position availabilities, etc. will be sent via email so it is crucial that email is checked frequently. The department uses the university PID addresses which have already been established. Please give Lisa your assigned PID so she can add your name and PID to the department graduate list serve.
3. The department computer lab is located in 323 Norris and students that are interested should fill in the computer access form (form is on the ESM website) and return the form to Lisa. Lisa will put the form in Tim's mailbox for processing -- these are processed on Friday mornings and you should get the form to Lisa by 4:00 PM on Thursdays.
4. All students can add/drop classes by accessing Hokie Spa. Students having personal computers can purchase a modem which allows Internet access through the VT Modem Pool (or any of several other local providers). Additional information can be obtained at http://www.cns.vt.edu/index.htm.
5. The University regulation states that graduate students appointed on an assistantship are required to enroll full-time (12 credit hours) during the Fall and Spring Semesters. It is an ESM Department requirement that you sign up for 15 credit hours each semester. Graduate students are not required to enroll during the Summer Sessions to maintain assistantship and continuous enrollment status. Students not enrolled during the Summer Sessions will pay Social Security, Tax and cannot defend their thesis/dissertations.
6. Graduate students that have been on campus for 1 year and are U.S. citizens or have their permanent residence can apply for permanent in-state status. The in-state application form is available on the Graduate School web site (http://www.grads.vt.edu). A copy of Virginia Driver's License, Virginia Vehicle Registration Form, and most recent W-2 is required (if you don't have all of these documents then attach a copy of what you have).
7. It is very important that graduate students use the Hokie Spa to pre-register for the next semester during the times that are scheduled -- you will receive notification when you can register on Hokie Spa. The department will receive a management report listing the enrollment figures, which is taken from the registration period. Sections with low enrollments are cancelled.
8. Office assignments and keys: GTA's will be given office space. You may check with Lisa Smith in Room 231 regarding your office assignment and to pick up your office key from Linda Taylor in Room 223. A $25.00 deposit per key is required before a new key will be issued. If keys are lost or misplaced, please let Lisa know as soon as possible.
9. Graduate students appointed on assistantships receive a tuition scholarship that pays the in-state tuition. Graduate students earning $4,000.00 or more per academic year are eligible for the out-of-state tuition waiver.
10. The department is required to complete an Assistantship Agreement Form for graduate students awarded an assistantship. Assistantship Agreement Forms will be done by semesters or academic year depending on source of funding.
11. Seminar (P/F option only) is a one credit hour required course. Dr. Ishwar Puri is the supervising faculty in Fall 09. The first seminar class is scheduled for Wednesday, September 2, 2009 at 4:00 in 190 Holden Hall, and will be a departmental graduate student meeting -- everyone needs to attend. If for any reason you cannot be enrolled for this seminar class this semester, you will need to talk with Lisa. You will receive the seminar information by e-mail from Linda Taylor. Also, notification is posted around the Graduate Student mailboxes.

Pay Dates for Assistantships and Stipends

Assistantship paychecks are issued on the 1st and 16th of every month.The first check will be issued on September 1, 2009, and may be picked up at the University Bursar's Office in the Student Services Building. It is advisable to make arrangements for direct deposit and required forms are available at the University Bursar's Office.