POLICY MEMORANDUM F-1

(Department of Entomology, NCSU)

Department Policies and Procedures Concerning Graduate Students

1. Student Admission Procedure

Completed graduate student applications are reviewed by the Graduate Student Affairs Committee (5 faculty). This review process normally requires 5-7 days. Each member acts separately on the documentation, and the action is summarized and forwarded to the Graduate Administrator for his consideration. The following criteria are used as general guidelines for admission.

1. Students are normally expected to have a background in biology in addition to appropriate courses in the physical sciences, eg., chemistry, biochemistry, mathematics, and physics. Deficiencies will need to be made up at the discretion of the student's Graduate Advisory Committee.
2. A "B" average (3.0 GPA) is normally required in biology courses and an overall 3.0 GPA during the last 2 years of the undergraduate program.
3. The Graduate Record Examination is required, and a minimum score of 1000 (verbal plus quantitative) is necessary for admission to the M.S. program while a score of 1100 is required for admission to the Ph.D. program. Foreign students must also take the GRE examination unless evidence is presented that it works an undue hardship on the applicant. Due to the fact that the GRE is given in English at a stage early in the foreign student's career, adjustments are made for GRE scores less than 1000 (especially for the verbal section).
4. International students must present evidence of satisfactory knowledge of English (T.O.E.F.L. or other approved examinations) to the Graduate School and Department . (Required minimum T.O.E.F.L. score for acceptance to the Department is 550 (paper-based exam) and 213 (computer-based exam). However, students scoring between 550 and 590 (213-243 computer-based exam) on the T.O.E.F.L. will be screened for possible placement in FLE courses during International Student Orientation at the beginning of each semester. This screening includes a written test and an interview to measure proficiency in writing, speaking, reading and understanding English.
5. Successful completion of an M.S. degree from another university does not automatically confer acceptance to the Ph.D. program, and the student's B.S. program will be considered with the M.S. program when applicable. Students with a Master of Entomology, or similar non-thesis degree, must complete an M.S. program, or be given permission to transfer from an M.S. program, before being accepted into a Ph.D. program. A maximum of 6 credit hours are transferable from a non-thesis degree to an M.S. degree.
6. At the M.S.level a minimum of 30 semester credits is required, 20 hours of which must come from 500 - 600 level courses. No more than 6 hours of research credit (695) can be included in the 30 semester credits required for the M.S. degree. Only 6 credits from a previous NCSU master's degree may be counted toward the minimum requirements for a second master's degree. No more than 6 of the required credits will be accepted from other institutions in a master's program-these cannot count toward the 20-hour 500 - 600 level course requirement for a master's degree.
7. Requirements for the Master of Entomology (ME) degree, a non-thesis degree program, include a total of 36 semester hours and a minimum of 4 semester hours in special problems (ENT 620) with a maximum of 6 credit hours. There are no specific requirements as to 500 or 600 level courses. In all other respects the requirements for the ME degree are similar to the MS degree.

2. Policy on Continuous Registration

"After a student is admitted to the Graduate School and enrolls for the first time, she/he is required to maintain continuous registration, i. e., be enrolled each semester, excluding summer sessions, until she/he has either graduated or her/his graduate program at NCSU has been terminated. A student in good academic standing who must interrupt her/his graduate program for good reasons may request a leave of absence from graduate study for a definite period of time, normally not to exceed one year. The request should be made at least one month prior to the term involved. Upon endorsement of the request by the student's graduate advisory committee and Director of Graduate Programs, and approval by the Graduate School, the student would not be required to be registered during the leave of absence. The time that the student spends on an approved leave of absence will be included in the time allowed to complete the degree, i. e., 6 years for the master's and 10 for the doctoral from the date of initial enrollment. Graduate students whose programs have been terminated because of failure to maintain continuous registration, and who have not been granted a leave of absence, during a fall or spring semester will be required to apply for readmission if they wish to resume their graduate studies at NCSU."

3. Graduate Student Support/Full-time Enrollment Plan

Beginning with the first summer session of 1997 and continuing thereafter, all new graduate students who are admitted with the aid of an assistantship or fellowship from the University with an annual stipend of at least $8,000 will be considered as members of this plan (as modified by the Department) with the following benefits and requirements. The plan provides full payment, if required, of out-of-state tuition; in-state tuition for 5 semesters for master's students, 7 semesters for doctoral students, and 10 semesters for doctoral students without a master's degree; and health insurance for as long as the student remains on a University funded assistantship or fellowship. However, students are required to pay student fees each semester at a cost of approximately $460.00 per semester. Except for international students, out-of-state students are required to obtain N.C. residency after one year. The plan also has the following minimum semester credit-hour requirements: 9 credit-hours or more for a minimum of 3 semesters and 3 credit-hours for the fourth semester for master's students, 9 credit-hours or more for a minimum of 6 semesters and a minimum of 3 credit hours for the seventh or eight semesters for doctoral students with a master's degree in the same or related field, and 9 credit-hours or more for minimum of 8 semesters and a minimum of 3 credit hours for the ninth and tenth semesters for doctoral students without a master's degree. Audits do not count toward minimum semester credit-hour requirements. Students enrolled in this plan must be registered for the required hours by August 16 (Fall semester) and January 1 (Spring semester) in order to be appointed to an assistantship or fellowship by this date. More specifics about this plan can be obtained from the NC State University Web site: http://www.fis.ncsu.edu/grad_financialservice/package.htm.

4. Deadlines for Submission of Required Documents for Graduate Degrees

A schedule of these documents is attached to this policy memorandum. In particular, all students must select the members of their Graduate Advisory Committee and prepare a Graduate Plan of Work (POW) by the end of the second full semester following their initial enrollment. Delays in filing the POW can result in the Graduate School denying clearance for graduation or scheduling of preliminary or oral examinations in a given semester.

5. Provisional Status Students

On rare occasions students are accepted on a provisional basis. To be admitted to the regular graduate student category, the provisional student must complete at least 9 semester hours in graduate level courses at NCSU and maintain a 3.0 G.P.A. during this probationary period. To change from provisional to regular status, a request must be made from the student's advisory committee to the Graduate Administrator.

6. Departmental Requirements

All students majoring in entomology are required to complete ENT 502 Insect Systematics and ENT 503 Insect Morphology and Physiology as part of the requirements for M.S. and Ph.D. degrees. However, if the incoming student in the Ph.D. degree program is able to pass a proficiency examination for either or both of the courses, then the requirement for either or both of the courses will be fulfilled and the course or courses need not be taken. In addition 6 hours of graduate level entomology courses (exclusive of ENT 620/820 Special Problems, ENT 695/895 Research and ENT 601 or 801 Seminars) must be included in the graduate plan of work for ME or MS degree students and 9 hours for Ph.D. degree students. ENT 791 (Special Topics) courses may be used to meet the additional 6 or 9 hours of required courses but only if a letter grade is given for credit, not an S or U grade. Students are also strongly advised to complete ENT 550 Fundamentals of Insect Control. Additional course requirements are determined by the student's Graduate Advisory Committee.

M.E. and M.S. students are required to complete 2 semesters of ENT 601 Seminar and Ph.D. students, 3 semesters (ENT 801). The seminar topics available each semester and the format used are variable but at least two seminars are offered each semester.

The Department Head and Graduate Administrator monitor all graduate plans of work to ensure that the above course requirements are satisfied.

All students are required to meet with their Graduate Advisory Committee at least once a year and must prepare an Annual Progress Report (Format available on the departmental computer server) for submittal to the Departmental Head and Graduate Administrator by May 31 of each year. This report must be signed by the student and each member of their Graduate Advisory Committee.

The Department also requires that a Graduate School Representative (GSR) be appointed to all Graduate Advisory Committees for the Ph.D. degree.

7. Permission to Continue from M.S. to Ph.D. Program at N.C. State University

Students who received a M.S. degree at N.C. State University (and did not graduate with an undergraduate degree from State) may continue in the Ph.D. degree program with approval of the student's M.S. Graduate Advisory Committee and the faculty member who will serve as the chair of the Advisory Committee for the doctoral program. If any problems are anticipated in this process, the student should contact the Graduate Administrator and/or Department Head for advice on how to proceed with applying for the Ph.D. degree program.

8. Permission to Transfer from M.S. to Ph.D. Program

A graduate student may be permitted to work toward a Ph.D. degree without completing the requirement for the M.S. degree only in clearly defined, exceptional cases governed by the following guidelines:

1. Has completed at least 2 semesters of course work in a Master's degree program at NCSU including at least 12 hours of formal course work in which letter grades were given (i.e., excludes seminars, special problems, etc.) with a grade point average of at least 3.75.
2. Has demonstrated exceptional aptitude for research as indicated by a written, detailed, proposed research plan for the Ph.D. thesis, including a literature review, and detailed report (or manuscript for publication) on the research accomplished to date.
3. Has the approval of all members of the student's graduate advisory committee.

Procedure: The graduate student's advisory committee submits its written recommendation requesting permission for the student to by- pass the M.S. degree to the Graduate Administrator, within one month of the end of a semester, with supporting documentation covering guidelines a and b given above. The Graduate Administrator refers the request and supporting documents for further evaluation to the Graduate Student Affairs Committee for its recommendation. This Committee will make its recommendation to the Graduate Administrator who will make the final decision and recommendation to the Dean of the Graduate School.

9. Direct Admission to the PhD Program

Exceptional Students may be considered for direct admission into the PhD program.

10. Scheduling of M.S. and Ph.D. Exams

It is the student's responsibility to contact all advisory committee members to schedule his or her exam(s). The Graduate School Representative (GSR) should also be informed with students working towards a Ph.D. degree. After setting a date with the committee members (and, if appropriate the GSR), the student needs to notify the graduate secretary (2301 Gardner) as to the date, time, and thesis title. She will reserve a room and request permission of the Graduate School to hold the exam. The student will be notified when approval is received from the Graduate School. The form filled out by the graduate secretary requesting permission to schedule an exam for the student needs to be submitted to the Graduate School at least two weeks prior to the date of the exam (it would expedite matters if the student contacts the graduate secretary three weeks prior to the exam date.) (See Schedule of Required Documents attached.)

Candidates for the Ph.D. degree are required to complete their written and oral preliminary examinations prior to the beginning of the fifth regular semester after their initial enrollment.

11. Presentation of Public Seminar by Ph.D. Students

All Ph.D. students are required to present a public seminar on their thesis research (announced in NCSU Seminar Notices or other suitable publication) on the day of the final oral examination. Following the seminar, the Ph.D. advisory committee (and other faculty who wish to attend) will conduct further phases of the oral examination.

12. Foreign Language Requirement

Foreign languages are not a departmental requirement but are determined for each individual by their Graduate Advisory Committee.

13. North Carolina Residency

Graduate students (U.S. Citizens) not from North Carolina are expected to establish themselves as permanent residents of the state. Though assistantships include waive out-of-state tuition remission for the first year, they also stipulate that the graduate student be required to apply for residency.

You may become a resident of North Carolina after living here for thirty days. This does not however, automatically make you a resident for tuition purposes, which qualifies you for in-state tuition rates. To become a resident for tuition purposes, you must live in North Carolina for one year and show that you have made North Carolina your permanent domicile. The following steps MUST be undertaken within 10 days of the beginning of classes.

1. Obtain a NC driver's license.
2. Register your vehicle in NC, and obtain NC license plates.
3. List your personal property for taxation and file both state and federal income taxes by April 15.
4. Register to vote.
5. Open a savings and/or a checking account in a local bank or credit union.

For additional information about driver's licenses and vehicle registration, see NCDMV's "Newcomers' Guide". It will also be helpful if you can establish membership in local chapters of professional associations, service or civic groups, churches, etc. Students who have waited until 2 or 3 months in their first year of residency to begin these actions have been denied residence status.

14. Co-Major

Students may co-major at the master's or doctoral level with approval of both departments and appropriate representation on the advisory committee. At the Ph.D. level, a co-chair from each department must be appointed. Co-major's must meet all requirements for majors in both departments. One degree is awarded and the co-major is noted on the transcript. Enrolled co-majors are classified in only one program for record purposes. Co-majors are not permitted between Doctor of Philosophy and Doctor of Education degree programs.

15. Number of Degrees from N.C. State University

Students in the Entomology Program at North Carolina State University will be strongly discouraged from taking all of their academic training at this University. Acceptable combinations of degrees obtained from North Carolina State University are: Bachelor's and Master's; or Master's and Doctor's; or a Bachelor's and Doctor's, providing a Master's is obtained at another University. (Exceptions to this policy will be rare and must be appropriately justified.)

16. Change of Advisors within a Degree Program

If upon due consideration, a student wishes to change advisors, the following procedure should be followed (the student should recognize that financial support is frequently related to a particular faculty member's program and a change of advisors should be considered only under unusual conditions):

1. The student should inform his/her advisor of the situation and request that a full meeting of his/her advisory committee be convened. The student should attend this meeting. If a unanimous decision is made by this group to proceed, a prospective new advisor should be selected.
2. The results of this meeting should be made known to the Graduate Administrator who then meets with the present and prospective advisors and the student.
3. Based upon the evidence presented at this meeting, a final decision will be made by the Graduate Administrator.

17. Teaching by Department Graduate Students Who Are Not Teaching Assistants

The Department does not require all graduate students to participate in teaching. However, should it seem desirable for the student to participate in a teaching experience (either by his/her own decision or by a committee decision), the Chairman of his/her Advisory Committee will contact the Graduate Administrator who will attempt to formalize an appropriate program.

18. Departmental Voucher Specimens

Graduate students should be aware of their responsibility to deposit in the NCSU Insect Collection (or another institution) voucher specimens of the insects they research (Yoshimoto, C.M. 1978. Voucher specimens for entomology in North America. ESA Bulletin 24(2):141-2).

1. Individuals embarking on studies that call for voucher specimens should plan carefully before the work is initiated. Such planning should involve direct consultation with entomologists knowledgeable in collection, identification, preservation, and storage of such specimens. When in doubt if vouchers are needed, individuals should check with the Curators of the NCSU Insect Collection.
2. For each species studied a short series of specimens, perhaps 10 of each sex; is preferable to a single specimen or to hundreds of duplicate specimens which take up valuable space in a collection. Each specimen must be correctly prepared and bear a special voucher label (available from the Curators, NCSU Insect Collection) clearly linking it to a specific research project, as well as an identification label and all the standard collection data (country and locality, date, collector or researcher, and such information as the host, etc.).
3. Once a year persons maintaining laboratory cultures used for research must preserve a few vouchers of all cultures in the NCSU Insect Collection.
4. Theses and research manuscripts for publication must indicate where vouchers have been deposited and the names of specialists who have identified material. Referees and Graduate Advisory Committees should insist that authors include such statements in their works, except in the case of very well-known species which are unlikely to be misidentified. Even in the latter case, however, voucher specimens must be preserved so that future entomologists can substantiate results.

19. Student Driving of State-owned Cars (P-cars)

Students driving a state vehicle must meet all of the following criteria:

1. Be on the NCSU payroll with check being signed by the Business Manager. If not on the payroll, and if the use of a state vehicle is required to complete thesis research, then the student must obtain permission of the Department Head. This can be accomplished by having the student's advisor send a request to the Department Head detailing the need for vehicle use.
2. Be duly instructed in the use of the vehicle by a competent employee.
3. Be performing duties related to the completion of requirements for a graduate degree.

Unless the above three criteria are met, an injured student driver could well be without protection. Additionally, damage or injury to others would become the full responsibility of the student driver.

20. Graduate Student Executive Committee

This committee provides the graduate students in the Department of Entomology an opportunity for the expression of ideas, suggestions and complaints relative to their role within the Department. The committee consists of at least four graduate students elected by the student body of the Department on an annual basis.

21. Availability of Records

Students records are available for examination in the front office by faculty at all times, including pre-acceptance. If a faculty member corresponds with a student, he/she should place a copy of this letter or phone call summary with the student file in the front office so the Department Head or other faculty are aware of this interest.

22. Notice of Admission Approval or Denial

When the student's application has been processed by the Graduate Students Affairs Committee, a notice of their action is sent by the Graduate Administrator and Department Head to the Graduate School who will notify the student of their admission status. When approval for admission is recommended, a summary of the student's qualifications is also sent to each faculty member. Faculty interested in serving as an advisor are encouraged to contact the student directly; however, students should also contact faculty members in whose programs they are interested to help expedite the process of finding an advisor and/or financial assistance. If the student is unable to secure a faculty advisor and/or an appropriate source of financial assistance within 45 days of their acceptance date by the Graduate School, the Department may subsequently deny admission.