Supporting graduate trainees, programs and faculty members
Our office oversees student training in more than two dozen doctoral, master's and graduate certificate programs administered by several departments within and by the School of Medicine. Please see the School of Medicine website for information on individual training programs. Please also see below for a listing of resources for faculty members, administrators and others involved in graduate education.
Resources for Graduate Faculty Members and Administrators
Admissions
Student management
- GradTrak
- SGS special action form
- SOM substitution-waiver form, google sheet and guidance
- SOM special requests for graduate students form: Please use SOM substitution-waiver form per SGS request
- VCU DegreeWorks and preliminary freeze instructions
- SGS Degree candidacy form and SOM Instructions
- SGS ETD approval form and instructions
- SGS change of grade form
- R&R incomplete grade form
- SOM Override Registration Restriction Approval form
- SOM Final Defense/Oral Candidacy Exam Chair Packet
- SAP Violation Guidance
Course and Program Management
- Canvas
- Canvas login
- Canvas information
- Migrating courses from Blackboard to Canvas
- VCU Peer Support for Teaching Group
- facebook group for discussions and Q/A on teaching
- Topics include Canvas
- To join, click on "Join", and answer ALL questions
- VCU ALT Lab
- SOM graduate programs anticipated changes form
- R&R course maintenance forms
- Fall 2020-Summer 2021
- Note that not all semesters are available at the same time
- CIM course management
- CIM program management
- CAT other information management
- CIM and CAT proposal approval
- CIM and CAT information and tutorials
- Reporting student concerns
- Roles and Responsibilities: course directors [PDF]
- Roles and Responsibilities: advisors [PDF]
- Roles and Responsibilities: graduate advisory committees [PDF]
- Graduate advisory committee meeting and exam feedback form [PDF]
- Guidelines: graduate programs general admission requirements [PDF]
- Guidelines: review of satisfactory academic progress [PDF]
- Guidelines: directed research [PDF]
- Guidelines: comprehensive examinations and final defenses [PDF]
- Guidelines: dissertations and theses [PDF]
- Guidelines: graduate curricular requirements [PDF]
- Guidelines: general requirements for graduate degrees
- Chair instructions: M.S. thesis defenses and final examinations [PDF]
- Chair instructions: Ph.D. oral comprehensive examinations [PDF]
- Chair instructions: Ph.D. dissertation defenses and final examinations [PDF]
- Graduate education initiatives, changes, etc. [PDF]
- SOM Educational Programs
- SOM Graduate student resources
- SOM Faculty Affairs Office
- VCU Graduate Bulletin
- VCU Family Educational Rights and Privacy Act (FERPA)
- VCU Graduate Bulletin archive
- VCU Graduate/Affiliate Appointment Request DocuSign Form and Instructions
- VCU Banner Reporting Center
- VCU Graduate Admissions
- VCU Office of Student Conduct and Academic Integrity
- Messages
- 2020.03.18 Grad Ed Office Operations
- 2020.03.19 Advisor Defense Guidance
- 2020.03.25 AAMC suggestions for graduate students
- 2020.04.09 Graduate Student Guidance and Resources
- 2021.01.11 Dr. Rao message: Spring Semester Changes
- 2021.01.12 Return to training spring 2021
- 2021.01.12 Spring 2021 Semester Guidance
- 2021.02.18 Dr. Rao spring return to in-person instruction
- 2021.02.19 Drs. Hackett and Kellerman spring return to in-person instruction
- Guidance
- 2020.03.20 Remote Defense Guidance
- 2020.03.20 Remote Oral Exam Guidance
- Zoom Meeting Basics
- Best practices academic honesty online exams
- Fall Instruction Guidance from Provost's Office
- 2020.07.27 Library Reopening Information and Resource Links
- 2020.07.29 Advising Updates for International Students
- 2021.02.19 return to in-person instruction
- Frequently asked questions
- What should students do if they have a question about their training?
Answer: Contact their advisor and program director. - Should Ph.D. oral candidacy exams be held remotely?
Answer: Yes, see guidance above. - Should M.S. and Ph.D. defenses be held remotely?
Answer: Yes, see guidance above. - What should a student do if they have a technology or other problem when identifying a suitable location from which to have their remote defense or oral exam?
Answer: Students should explore all possible options for holding remote defenses and oral exams by working with their advisors and program directors. Students with challenges that cannot be addressed should contact Dr. Grotewiel. - How should students set-up a Zoom meeting?
Answer: See guidance above. - How should advisors or graduate advisory committees handle exam or defense paperwork?
Answer: See guidance above. - Should graduate students be on campus?
Answer: Graduate students should avoid being on campus to the greatest extent possible. Graduate students should not be on campus solely for the purpose of attending courses. Graduate students must coordinate with their advisors to determine whether they need to be on campus for research purposes. To be allowed on campus for research purposes, graduate students must be designated as such by their advisor and be approved by SOM. - Can and should graduate students change the grading option from A-F to S-U-F for one or more courses?
Answer: Graduate students can change their grading option from A-F to S-U-F on a course by course basis for the spring 2020 semester. Graduate students are strongly encouraged to initiate requests for such changes by noon on May 13th. The deadline for initiating requests to change the grading option is May 15th. There are many factors to consider and not all requests to change the grading option will be approved. For example, a request that will impede a student's progress toward degree completion this semester or prevent a student from making satisfactory academic progress might be rejected. Students will be counseled accordingly in all cases. Please see the message from Drs. Hackett and Buckley from 2020.03.26 above for a complete description. - How do graduate students request a change in grading option?
Answer: Students should contact their advisors and graduate program directors to initiate the process. - Is VCU commencement cancelled?
Answer: Yes, please see this page for additional details.
- What should students do if they have a question about their training?
- June 25, 2020
- July 29, 2020
- January 7, 2021
- As a mentor of a graduate student, who do I contact if I have a question about the student's academic training?
Answer: Contact the student's program director who will contact the Associate Dean for Graduate Education as needed.
- As a mentor of a supported Ph.D. student, who do I contact if I have a question about the student's financial support?
Answer: Contact your fiscal administrator who will contact the Associate Dean for Graduate Education as needed.
- What should a faculty member do if a student is in distress?
Answer: Immediately contact the student's program director, the Associate Dean for Graduate Education, or file a report with the Dean of Students. In extreme cases (e.g. see next item), immediately take the student to University Counseling Services. If that is not possible, call VCU Police (phone: 804-828-1234).
- What do I do if I believe a student is capable of self-harm?
Answer: Immediately take the student to University Counseling Services. If that is not possible, call VCU Police (phone: 804-828-1234). In either situation, file a report with the Dean of Students.
- What do I do if I suspect a student of violating the Student Code of Conduct or VCU Honor System?
Answer: Contact the Student Conduct and Academic Integrity Office or the Associate Dean for Graduate Education for guidance. Alternatively, file a conduct report or an honor violation report. Importantly, the student should be treated like all other students while the report is being considered and therefore instructors should take no action other than as directed by the Student Conduct and Academic Integrity Office.
Contact Us
Office of Graduate Education
VCU School of Medicine
Physical Address: 1101 E. Marshall Street, Sanger Hall, Room 1-055A
Mailing Address: Box 980565
Richmond, Virginia 23298-0565
Fax: 804-827-1469
Mike Grotewiel, Ph.D.
Associate Dean for Graduate Education
Mike Grotewiel, Ph.D.
Associate Dean for Graduate Education
Graduate Education
Phone: (804) 828-1023
Fax: (804) 827-1469
Email: michael.grotewiel@vcuhealth.org
Address/Location:
Sanger Hall, Room 1-055G
Michael Donnenberg, M.D.
Sr. Assoc. Dean for Research & Research Training
Michael Donnenberg, M.D.
Sr. Assoc. Dean for Research & Research Training
Office of Research & Research Training
Phone: (804) 828-0673
Fax: (804) 827-1469
Email: michael.donnenberg@vcuhealth.org
Address/Location:
1101 E Marshall St, Sanger Hall, Room 1-055
Roxann Roberson-Nay, Ph.D.
Assistant Dean, Graduate Recruitment and Admission
Roxann Roberson-Nay, Ph.D.
Assistant Dean, Graduate Recruitment and Admission
Graduate Education Office
Mary Rosenthal, M.S.
Program Coordinator
Mary Rosenthal, M.S.
Program Coordinator
Graduate Education Office
Email: mary.rosenthal@vcuhealth.org
