Resources for Graduate Faculty Members and Programs
Please see below for resources and information to help support doctoral, master's and graduate certificate programs and courses administered by several departments within and by the School of Medicine. Please see the School of Medicine Graduate Education page for information on individual graduate training programs.
ROLES, RESPONSIBILITIES and APPOINTMENTS
- Graduate Program Directors
- Graduate Admissions Directors
- Appoint Graduate Program Director (DocuSign)
GUIDELINES
- Graduate curricula requirements
- General requirements for graduate degrees
- Directed research
- Satisfactory academic progress and review
- Graduate programs general admission requirements
ADMISSIONS
STUDENT MANAGEMENT AND SUPPORT
- AAMC Appropriate Treatment of Research Trainees
- SOM Student Advisor Compact
- SOM Graduate Student Resources
- SOM GradTrak
New GradTrak System: Error Reporting Form - DegreeWorks (SOM preliminary freeze instructions)
- SOM substitution-waiver Google form, google sheet (SOM guidance)
- Change of grade Google form - Graduate Courses
- Change of grade Google form - SOM Undergraduate Courses
- Graduate Historical Course Repeat
- Graduate School Policy
- Instructions
- Graduate Historical course repeat request form
- Eligible courses
- SOM Approval Sheet
- Special Action Forms and Instructions
- Route to Harold Greenwald (haroldg@vcu.edu) as SOM Dean/Dean Designee
- Degree candidacy DocuSign form (SOM Instructions - update in progress)
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- Route to Harold Greenwald (haroldg@vcu.edu) as SOM Dean/Dean Designee
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- ETD approval DocuSign form (SOM Instructions- update in progress)
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- Route to Michael Grotewiel (Michael.Grotewiel@vcuhealth.org) as SOM Dean/Dean Designee
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- Graduate faculty and affiliate graduate faculty nomination DocuSign form (SOM instructions - update in progress)
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- Route to Michael Grotewiel (Michael.Grotewiel@vcuhealth.org) as SOM Dean/Dean Designee
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- SOM Grad Ed form submission (SOM instructions, view sheet)
- Credit overload approval PDF form
- Credit overload approval form (DocuSign)
- Course request PDF form
- Incomplete grade PDF form - student agreement
- SOM Override Registration Restriction Approval PDF form
- SOM SAP violation guidance
- Advisor change considerations
- LOA considerations
COURSE & PROGRAM MANAGEMENT
- Entering official course grades
- Canvas
- VCU Online for Faculty (formerly ALT Lab)
- Center for Teaching and Learning Excellence
- Course maintenance forms
- Fall 2024-Summer 2025
- Fall 2025-Summer 2026
- Note that not all semesters are available at the same time
- VCU course modalities
- VCU schedule of classes
- CIM course management
- CIM program management
- CAT other information management
- CIM and CAT proposal approval
- CIM and CAT information
ROLES AND RESPONSIBILITIES
START OF SEMESTER
- Schedule of classes
- Example syllabus and recommendation for using AI in courses
- Student code of conduct
- Honor system
- Health and safety guidelines
- Faculty one-stop resource page
- How can I get help with an end of semester student survey?
- What if I have a problem scheduling a room?
- What if I have a problem with the technology, HVAC or other physical aspects in or of a room?
- What if I observe a potential violation of the student honor code or code of conduct?
- What do I do if there is an emergency?
- VCU Police: 804-828-1234
STUDENT MANAGEMENT AND SUPPORT
- SOM Graduate student resources
- SOM GradTrak
New GradTrak System: Error Reporting Form - Change of grade form - Graduate Courses
- Change of grade form - SOM Undergraduate Courses
- Credit overload approval form
- Course request form
- Incomplete grade assignment form
- SOM Registration Restriction Override Approval form
COURSE & PROGRAM MANAGEMENT
- Entering official course grades
- Canvas
- VCU Online for Faculty (formerly ALT Lab)
- Center for Teaching and Learning Excellence
- Course maintenance forms
- Fall 2024-Summer 2025
- Fall 2025-Summer 2026
- Note that not all semesters are available at the same time
- VCU course modalities
- VCU Libraries racism and health resources
- CIM course management
- CIM and CAT information and tutorials
ROLES AND RESPONSIBILITIES
GUIDELINES
STUDENT MANAGEMENT AND SUPPORT
- AAMC Appropriate Treatment of Research Trainees
- SOM Ph.D. Student-Advisor Compact
- SOM M.S. Student-Advisor Compact
- SOM Graduate student-advisor conflict resolution framework
- SOM Graduate student resources
- SOM GradTrak
New GradTrak System: Error Reporting Form - Degree candidacy form and SOM Instructions
- ETD approval form and instructions
- Advisor change considerations
- LOA considerations
ROLES AND RESPONSIBILITIES
- Associate Dean for Graduate Education [PDF]
- Assistant Dean for Graduate Recruitment and Admissions [PDF]
- Graduate Programs Committee [PDF]
- Graduate Education Executive Committee (PDF)
STUDENT MANAGEMENT AND SUPPORT
FOR PH.D. STUDENTS
- Ph.D. Candidacy Exam Guidelines
- Ph.D. Degree Completion Instructions
- Ph.D. Final Exam/Final Defense Guidelines
- Scholars Compass and Survey of Earned Doctorates
FOR M.S. STUDENTS
FOR CERTIFICATE STUDENTS
GENERAL INFORMATION
- SOM thesis and dissertation guidelines
- Zoom meeting basics
- ETD approval form and SOM Instructions
- Read instructions FIRST
- Use the DocuSign version only
- Other versions will not be accepted
- Graduation and post-graduation information
- 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.