1. Chemical & Materials Engineering Graduate Student Meeting September 14, 2016

2. Today’s Topics
1.) Updated contact information; information sheet
2.) Wednesday Seminar Series
3.) Vacation Policy
4.) Graduate Student Payroll
5.) Year-by-Year; Deadlines and Important Information
6.) Student Support Services
7.) MACE and department activities
8.) Graduate School Travel Funding
9.) Department Travel Policies
Graduate Student Meeting
All of today’s information will be made available
on the MACE website:

3. All seminars on Wednesdays at 11:00 AM
CME/MSE Seminars
All seminars on Wednesdays at 11:00 AM
Room 323 RMB
Graduate Student Meeting
Regular Attendance is Expected at All Department Seminars
First Year Students: Attendance is REQUIRED

4. Graduate Student Meeting

5. Graduate School Items Grad Plus Degree Graduate Training
Fellowship Opportunities
Graduate Student Meeting

6. Vacation Policy
Besides university Holidays, you are permitted 1 week/year vacation.
Date and duration of vacation must be approved by advisor prior to event.
Do not buy tickets until you have approval!
RA support comes from grants which expect progress
Lack of effort/progress on grant could result in termination of money from funding source
Federal sources are scrutinizing carefully how accounts are charged. If you are on a grant while you are out of a country for an extended time, you may not be able to be paid by grant.
Graduate Student Meeting

7. Graduate Student Payroll and Fees
“Traditional” Student Fees (full-time status):
Johnson Center Fee: $80.00
Student Health Fee: $175.00
Graduate Student Meeting
If you are a part time student, or are enrolled in the zero or two hour dissertation credit course, and wish to use the University Health Services, you will need to contact UK Student Billing and request this fee to be added to your account.
For more details see:

8. Graduate Student Payroll and Fees
Engineering Fee: $57.60 per credit hour for all engineering courses (may be broken into graduate and non-graduate fees)
You MUST pay this fee when it
appears on your billing statement!
Graduate Student Meeting

9. Effort and TA/RA
A full time Assistance ship is equal to 20 hours/ week of effort
This means you are paid for an average of 20 hours/week of your effort. The remaining effort is yours to move forward on progress to your degree.
All students on TAs are actually on a ½ TA position
This means you are expected to put in at most an average of 10 hours/week on grading, etc.
150 hours for the semester, as determined by the instructor
Speak with your instructor, me or Dr. Kalika if duties exceed this time.
Graduate Student Meeting

10. Research Assistanceships
RAs Are typically in line with your research, but do not need to be.
What this means:
If you are paid for a grant toward your degree, work as usual ( hours/week towards your degree)
Work progress towards degree includes – chapters of thesis, publishable work, training skill based development which aides in core research, etc.
If you are paid for a project not related to your thesis, Come see Dr. Kalika or Myself to determine effort needed
Proprietary research that does not contribute to a publishable work or thesis chapter
Contract work that is pure characterization/service work
Other?
Note: Your RA stipend is contingent upon progress towards degree
Graduate Student Meeting

11. Other projects?
There are grey areas
Sometimes we work on seedling projects with hopes of greater pay off
Advisors may ask you to try a new project or let you do a new project
….But there are limits
If this additional work is starting to exceed ~5-10+ hours a week
Important considerations and questions to ask yourself:
1) does the “other project” advance your research?
2) is the work of academic interest?
Please Contact Dr. Kalika if you have any questions or concerns!!!
Graduate Student Meeting

12. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
1st YEAR: Completion of Core Coursework
Completion of Safety Training + RCR
Fulfillment of TA duties
Selection of Research Advisor
Completion of CME780 / MSE 782
Completion of pre-qualifying exams
Graduate Student Meeting

13. Changes in RCR requirements Expectations
1st year must complete online CITI training.
Send me confirmation of completion
Must attend RCR Seminar
Complete Small group discussions (At Seminar)
Writing Assignment complete based upon Case studies
In order to register for classes Spring 2017, all elements must be completed
Graduate Student Meeting

14. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
1st YEAR: Completion of Core Coursework
Completion of Safety Training
Fulfillment of TA duties
Selection of Research Advisor
Completion of CME780 / MSE 782
[Spring 2017]
Completion of pre-qualifying exams*
Graduate Student Meeting
(*see Graduate Student Handbook for details)

15. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
2nd YEAR: Completion of all coursework (36 hours, total)
Formation of Doctoral Advisory Committee (Fall)
Completion of minor area requirements (MSE)
Preparation of Research Prospectus
Oral Qualifying Examination (Spring or Summer)
Graduate Student Meeting

16. Course Notes Independent study / research courses
CME 780 & 790; MSE 781 & 790
Start of semester  goals & assessment methods to DGS
End of sem.  written report to DGS + grade
Graduate certificate programs available
Power & Energy Institute of Kentucky (

17. Residency Credit Waivers
Ph.D. residency = 36 credits but DGS can petition to waive some (not credit transfer if M.S. awarded!)
Student & advisor develop course plan
Historically, up to 12 credits total for research / IS credits + waiver for M.S. work
1st step: advisor sends written request to DGS
Need to know GPA, credits completed at UK and M.S. degree & institution
Should be approved by advisory committee eventually
DGS should submit waiver request to grad school in semester of qualifying exam

18. Residency Credit Waivers
Ph.D. residency = 36 credits but DGS can petition to waive some (not credit transfer if M.S. awarded!)
Student & advisor develop course plan
Historically, up to 12 credits total for research / IS credits + waiver for M.S. work
1st step: advisor sends written request to DGS
Need to know GPA, credits completed at UK and M.S. degree & institution
Should be approved by advisory committee eventually
DGS should submit waiver request to grad school in semester of qualifying exam

19. Residency Credit Waivers
Ph.D. residency = 36 credits but DGS can petition to waive some (not credit transfer if M.S. awarded!)
Student & advisor develop course plan
Historically, up to 12 credits total for research / IS credits + waiver for M.S. work
1st step: advisor sends written request to DGS
Need to know GPA, credits completed at UK and M.S. degree & institution
Should be approved by advisory committee eventually
DGS should submit waiver request to grad school in semester of qualifying exam
Take Home Message:
discuss with your advisor regarding waiver plans
ALL STUDENTS: Discuss with your Advisor(s) your course schedule each semester

20. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
2nd YEAR: Completion of all coursework (36 hours, total)
Formation of Doctoral Advisory Committee (Fall)
Preparation of Research Prospectus
Oral Qualifying Examination (Spring or Summer)
Graduate Student Meeting
Second-year students should be in the process of forming their Ph.D. Committee.
Enter information directly on-line at:

21. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
2nd YEAR: Completion of all coursework (36 hours, total)
Formation of Doctoral Advisory Committee (Fall)
Preparation of Research Prospectus
Oral Qualifying Examination (Spring or Summer)
Graduate Student Meeting
During semester of oral qualifying exam, student should register in
CME or MSE 767 for 2 credits.
Student can sit for exam anytime during the semester, but the exam MUST BE SCHEDULED 2 weeks in advance. All members of the committee MUST have a written prospectus 2 weeks in advance.

22. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
3rd YEAR: Registration in 767 Residency for Full-Time Status
Graduate School Support Funds, for travel
Full-time research activities
Yearly Committee Meeting
Graduate Student Meeting

23. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
3rd YEAR: Registration in 767 Residency for Full-Time Status
YES, you must always register
Graduate School Support Funds, for travel
By 15th of month before travel
By October 15th for AIChE!!!
Full-time research activities
Yearly Committee Meeting!!!
Graduate Student Meeting

24. Yearly Post-Qual Committee Meeting
A requirement of the graduate school to have yearly meetings
The goal of these meetings to help you graduate sooner!
To be held this fall
Exceptions are students who have qualified in Spring
These meetings are design to be kept short (Within 1 hour) and led by you.
You do not need full committee, but rather ~75% of your committee.
Graduate Student Meeting

25. What to present at your Post-Qual Annual Review
1 week prior to the meeting, send your members
a Brief (1 page) Self-evaluation
What you have accomplished towards your degree?
What your major challenges currently are?
Completed Graduate Checklist
Graduate Student Meeting

26. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
4th YEAR: Initial journal publications based on research
Conference Presentation(s)
Yearly Committee Meeting!
Plans for Graduation:
graduation target date
application for degree
file notification of intent
dissertation
final defense & revisions
Graduate Student Meeting

27. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
4th YEAR: graduation target date
application for degree
file notification of intent
dissertation
final defense & revisions
Graduate Student Meeting
Required to Graduate! Form is available on-line:
Firm Deadlines: Visit MyUK
September 20th (Fall 2016) – December Degree Student Services / myRecords /
February 20th (Spring 2016) – May Degree Graduate Degree Application
Application for degree is good for two semesters

28. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
4th YEAR: graduation target date
application for degree
file notification of intent
dissertation
final defense & revisions
Graduate Student Meeting
Must be done 8 weeks prior to defense Form is available on-line:
Firm Deadlines: Visit MyUK
September 20th (Fall 2016) – December Degree Student Services / myRecords /
February 20th (Spring 2016) – May Degree Graduate Degree Application
Form prompts assignment of outside examiner to Ph.D. Committee

29. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
4th YEAR: graduation target date
application for degree
file notification of intent
dissertation
final defense & revisions
Graduate Student Meeting
Specific Format Required See instructions available on-line:
Electronic Thesis or Dissertation Submission is Mandatory!
note that you can request delayed publishing if needed.

30. Year-by-Year Important Dates!
Doctoral Students in Chemical & Materials Engineering
4th YEAR: graduation target date
application for degree
file notification of intent
dissertation
final defense & revisions
Graduate Student Meeting
Ph.D. Examination must be scheduled at least two weeks in advance.
The dissertation must be completed prior to scheduling the examination
and provided to all committee members (including outside examiner).
After a successful defense, student has 60 DAYS to finalize and submit the dissertation to the Graduate School

31. Student Support Services
Graduate School is hard,
You do not need to go it alone!
Official University Resources (
Health and wellness, immunizations, behavior health, women’s health….
Work life balance, stress management, depression, suicide prevention….
Violence Intervention and Prevention Center
Violence, Abuse, Sexual Assault, Sexual harassment, stalking…
Department (Not in any order)
Senior Students, Mentors Etc…
Director of Graduate Studies
Department Chair
Graduate Student Meeting

32. Fall Events Timeline
MACE???

33. Graduate Student lounge
3rd floor robotics
Key card access
Contains mini Kitchen
fridge, Coffee maker, Microwave
TV, Lounge, Porch, Fussball table…
Graduate Student Meeting