POLICIES AND PROCEDURES

Each graduate program will have at least one department staff person who serves as a point person for program policy and procedures. These staff are well versed in most elements of graduate education that extend beyond academic instruction in your program and will likely be your first stop for questions related to topics in this handbook.

Each graduate program has one faculty member designated to direct its educational vision and structure.

Each student will be assigned a PI in each graduate program in which they are enrolled. Your PI(s) will be a source of guidance for your academic development. The name and contact information of your PI can be found on your Student Center on MyUW (my.wisc.edu) under “Academic Progress” and then “Advisors.”

As a graduate student at UW-Madison, you have a multitude of opportunities to become involved on campus and in your academic discipline. This involvement often enhances your academic, professional, and personal growth through developing advanced leadership, communication, and collaboration skills. It also provides opportunity for professional networking. Please see below for specific opportunities to get involved.

Animal Science Graduate Student Association (ASGSA)

The ADS Graduate Student Association (ASGSA)promotes communication and professional relationships across disciplines between graduate students involved in animal and dairy sciences, while providing opportunities for leadership and professional development.

Associated Students of Madison (ASM)

The Associated Students of Madison (ASM) is the campus-wide student governance organization at UW–Madison. Graduate and undergraduate representatives are elected to the 33-member ASM Student Council based on their respective college or school. The student council has regular biweekly meet­ings open to all students.

Teaching Assistants’ Association (TAA)

The Teaching Assistants’ Association (AFT Local 3220) is the labor union for TAs and PAs at UW-Madison. As a result of decades of organizing and working together as a union, graduate students at UW-Madison have achieved good health benefits, tuition remission, and many other gains. The TAA is a democratic union run by the members. All key policy decisions are made at monthly membership meetings.

Registered Student Organizations

There are more than 750 student organiza­tions on campus. The best way to discover current organizations is to visit the Wisconsin Involvement Network (WIN)  website, and visit the Registered Student Organization directory. This list will not include unregistered student organizations. If you are interested in officially registering an organization with which you are involved, you must register at win.wisc.edu/. Once registered through WIN, your organization is eligible for funding from ASM, your group can reserve rooms in the Union and access other resources.

Outreach and Community Connections

The Wisconsin Idea is the principle that education should influence and improve people’s lives beyond the university classroom. For more than 100 years, this idea has guided the university’s work.

The Morgridge Center for Public Service connects campus with community through service, active civic engagement, community-based learning and research.

RARC’s animal program assessment specialists are a key resource for investigators, helping them maintain compliance with applicable rules, regulations, and policies to ensure successful research projects. We help labs prepare for AAALAC visits, work with USDA inspectors, provide information and guidance on compliance with DEA regulations, and perform focused protocol reviews.

Anyone with a UW NetID may take an RARC open-access course. Individuals must be listed as research or teaching staff on an approved protocol to sign up for RARC closed-access courses. Staff members unsure of their status on a protocol should contact the principal investigator. Training Records shows what courses protocol members are required to complete.

For questions or concerns, contact an RARC trainer.

The UW-Madison Office of Biological Safety (OBS) assists all faculty and staff in observing safe laboratory practices for biological materials as prescribed by the Centers for Disease Control and Prevention (CDC) and the National Institutes of Health (NIH), and endeavors to assure that research is done in secure facilities in compliance with all local, state, and federal regulations. The OBS is the administrative office of the Institutional Biosafety Committee (IBC).

Contact:
biosafety@fpm.wisc.edu
Phone: 608-263-2037
Fax: 608-262-6767

The UW-Madison Chemical Safety Office, working in conjunction with the campus Chemical Safety Committee, establishes policies and procedures for the safe acquisition, use, storage, and disposal of chemicals on campus.

The Chemical Safety Office also advises campus chemical users on best practices and helps the university community comply with federal, state, and local chemical and environmental safety laws.

Contact:
chemsafety@fpm.wisc.edu
Phone: 608-265-5700

The Office of Radiation Safety provides the following services:

• Policy and standard development related to radiation safety regulatory matters with a focus on cost containment.
• University of Wisconsin representation and intermediary to DHS, EPA, NRC, NIH, OSHA, USDA, FDA, CDC, DOE, DOT, other federal, state, and local regulatory agencies, neighboring communities, and professional organizations.
• Technical assistance and evaluation to assess and communicate risks.
• Investigation of incidents, exposures.
• Authorizations, certifications, and other in-house requirements.
• Implementation of customized programs in radiation protection.
• Training and education.
• Collection and maintenance of records regarding exposures, waste, compliance and audits, permits and incidents.
• Oversight of inspection and testing of campus radiation safety equipment and protection systems.
• Emergency planning and response.
• Representation and support to relevant campus committees.
• Centralized ordering, receiving, and distribution (CORD) of radioactive materials.
• Negotiation of contract pricing for radioactive materials.
• Transportation and Shipping of radioactive material

• Maintain an overall graduate GPA of 3.0 or above (policy).
• Earn grades of B or above in required courses (review Doctoral or Master’s General Requirements for more information on required courses). If a grade in a required course is below a B, the course must be repeated. Required courses may only be repeated once. Failure to receive a B or higher in the repeated course may result in dismissal from the program.
• Enroll each semester according to the Graduate School minimum enrollment requirements (policy) and the department’s enrollment requirements (below).

• Form Mentor Committee during your first semester and submit Mentor and Examination Committee form (due first semester) to the GPM.
• Meet with committee during first semester to complete Plan of Study form (due first semester), submit for to the GPM.
• Meet with PI at minimum once per year for an Annual Review of Academic Progress Meeting.
• Make progress on completing relevant coursework in a timely fashion. This includes core coursework, minor coursework, and satisfying Graduate School credit requirements.
• Make satisfactory progress in research as judged by the PI if enrolled in research track.
• Schedule final examination and submit completed Requirements for MS Fillable Form and MS Warrant Request form to the GPM.

The status of a student can be one of three options:

1. Good standing – progressing according to standards; any funding guarantee remains in place.
2. Probation – not progressing according to standards but permitted to enroll; loss of funding guarantee; specific plan with dates and deadlines in place regarding removal of probationary status.
3. Unsatisfactory progress – not progressing according to standards; not permitted to enroll, dismissal, leave of absence or change of PI or program.

Student progress will be reviewed during the Annual Review of Academic Progress Meeting. The Department highly recommends that the PI discusses student progress with the student and the student’s Mentor and Examination Committee frequently to develop strategies to improve progress throughout their academic career.

If the PI believes that a student has failed to achieve satisfactory progress in the academic expectations set in this handbook and that the strategies developed with the student and the student’s committee have been unsuccessful, then the PI will contact the GPM to discuss appropriate next steps. If, after speaking with the GPM, the PI decides a Progress Improvement Plan (PIP) is needed, then the student and GPM will be notified in writing from the PI. The student will be given an opportunity to develop a written PIP. This plan will be developed collaboratively with the student and PI to include a timeline of when improvements need to be made and specific steps/goals that the student must achieve by the end of the outlined timeline. Please review a sample PIP here: Badger, Bucky Progress Improvement Plan.

If, after the PIP timeline has passed and the student has not completed the agreed upon goals, then the PI will notify the student in writing and the student will have 2 weeks to submit a written response. The PI and RGEC will review the response within 2 weeks and determine if further action is needed. Students may be dismissed from the program.

Students may, alternatively, be placed on probation for one semester and then reviewed by the RGEC following the probationary semester. Students placed on probation may be dismissed or allowed to continue based upon review of progress during the probationary semester. If a student wishes to appeal any decision stemming from this review process, they can do so within 2 weeks of the date of the decision letter through submitting a letter to the chair and requesting a new hearing with the addition of a faculty member external to the original committee.

Additionally, a student may be placed on probation or suspended from the Graduate School for low grades or for failing to resolve incompletes in a timely fashion. In special cases the Graduate School permits students who do not meet these minimum standards to continue probation upon recommendation and support of their PI.

Students shall show respect for a diversity of opinions, perspectives, and cultures; accurately represent their work and acknowledge the contributions of others; participate in and commit to related opportunities; aim to gain knowledge and contribute to the knowledge base of others; understand the UW Student Code of Conduct; represent their profession and the program; and strive to incorporate and practice disciplinary ideals in their daily lives. Resumes/CVs must reflect accurate information.

Students shall demonstrate honesty and integrity as shown by their challenging of themselves in academic pursuits; honesty and ethics in research and IRB applications—including honesty in interpretation of data, commitment to an unbiased interpretation of academic and professional endeavors; and the need to document research activities, protect subject/client confidentiality and HIPPA regulations. Students shall follow-through and pull their weight in group activities and understand where collaboration among students is or is not allowed; not plagiarize others or past work (self-plagiarism), cheat, or purposefully undermine the work of others; and avoid conflicts of interest for the duration of their time in the program. As a professional, honesty and integrity also extends to personal behavior in life outside of the academic setting by realizing that students are representatives of the program, UW-Madison, and the profession.

Students shall interact with peers, faculty, staff, and those they encounter in their professional capacity in a manner that is respectful, considerate, and professional. This includes and is not limited to attending all scheduled meetings, honoring agreed upon work schedules, being on-time and prepared for work/meetings, contributing collaboratively to the team, keeping the lines of communication open, offering prompt response to inquiries, and employing respectful use of available equipment/technology/resources. Chronic or unexplained absences are unprofessional in the workplace and could be grounds for termination or removal of funding. To facilitate the free and open exchange of ideas, any criticism shall be offered in a constructive manner, and the right of others to hold different opinions shall be respected.

Students are expected to always meet their educational responsibilities. Be actively prepared for class and be ready for questions and answers. Be on time for every class and always show courtesy during class or if they must leave class early. If possible, students should notify the instructor at least one day in advance of a planned absence. Students who are unable to attend class are responsible for finding out what occurred that day and should not expect instructors to give them individual instruction. Recognizing that the pursuit of knowledge is a continuous process, students shall show commitment to learning by persevering despite adversity and seeking guidance to adapt to change. Students shall strive for academic excellence and pursue and incorporate all critique, both positive and negative, in the acquisition of knowledge to understand and respect the community in which they work.

Students shall convey a positive, professional appearance to represent the program in a dignified manner. Appearance includes a person’s dress, hygiene, and appropriate etiquette/protocols for the environment (including safety protocols and protective clothing in environments that require them).

Academic Policies & Procedures: Misconduct, Academic

Academic Misconduct Website

Academic Misconduct Flowchart

Examples of academic misconduct include but are not limited to:

• cutting and pasting text from the Web without quotation marks or proper citation;
• paraphrasing from the Web without crediting the source;
• using notes or a programmable calculator in an exam when such use is not allowed;
• using another person’s ideas, words, or research and presenting it as one’s own by not properly crediting the originator;
• stealing examinations or course materials;
• changing or creating data in a lab experiment;
• altering a transcript;
• signing another person’s name to an attendance sheet;
• hiding a book knowing that another student needs it to prepare for an assignment;
• collaboration that is contrary to the stated rules of the course; or
• tampering with a lab experiment or computer program of another student.

Academic Policies & Procedures: Misconduct, Non-Academic

Non-Academic Misconduct Website

Chapter 17: Student Non-Academic Disciplinary Procedures 

Chapter 18: Conduct on University Lands 

Examples of non-academic misconduct include but are not limited to:

• engaging in conduct that is a crime involving danger to property or persons, as defined in UWS 18.06(22)(d);
• attacking or otherwise physically abusing, threatening to physically injure, or physically intimidating a member of the university community or a guest;
• attacking or throwing rocks or other dangerous objects at law enforcement personnel, or inciting others to do so;
• selling or delivering a controlled substance, as defined in 161 Wis. Stats., or possessing a controlled substance with intent to sell or deliver;
• removing, tampering with, or otherwise rendering useless university equipment or property intended for use in preserving or protecting the safety of members of the university community, such as fire alarms, fire extinguisher, fire exit signs, first aid equipment, or emergency telephones; or obstructing fire escape routes;
• preventing or blocking physical entry to or exit from a university building, corridor, or room;
• engaging in shouted interruptions, whistling, or similar means of interfering with a classroom presentation or a university-sponsored speech or program;
• obstructing a university officer or employee engaged in the lawful performance of duties;
• obstructing or interfering with a student engaged in attending classes or participating in university-run or university-authorized activities;
• knowingly disrupting access to university computing resources or misusing university computing resources.

Responsible Conduct of Research

• Animal Care and Use in Research
• Authorship
• Conflict of Interest
• Human Research Protections
• Intellectual Property Rights
• Misconduct of Research
• Patents
• Research Regulatory Compliance

Introduction & Guide to Resources on Research Ethics

Reporting Misconduct

Responsible Conduct of Research Resources

This is not an exhaustive list.

• Written reprimand
• Denial of specified privilege(s)
• Imposition of specific terms and conditions on continued student status
• Removal of funding
• Probation
• Restitution
• Removal of the student from the course(s) in progress
• Failure to promote
• Withdrawal of an offer of admission
• Placement on leave of absence for a determined amount of time
• Suspension from the program, ranging from one semester to four years
• Suspension from the program for up to one year with the stipulation that remedial activities may be required as a condition of readmission. Students who meet the readmission condition must apply for readmission and may be admitted on a space-available basis.
• Dismissal from the program
• Denial of a degree

In addition to the program’s disciplinary actions, the Dean of Students Office may also have grounds to issue one or more of the following:

• Reprimand
• Restitution
• Probation
• Suspension
• Expulsion
• A zero or failing grade on an assignment/exam
• A lower grade or failure in the course
• Conditions/terms of continuing as a student
• Removal from course
• Enrollment restrictions in a course/program

1. The student should speak with the person toward whom the grievance is directed to attempt to resolve the situation.
2. Should a satisfactory resolution not be achieved, the student should contact the program’s GPM or DGS to discuss the grievance
   1. The GPM or DGS will facilitate problem resolution through informal channels and facilitate any complaints or issues of students. The first attempt is to help students informally address the grievance prior to any formal complaint. Students should speak with their PIs regarding concerns or difficulties.
3. If the issue is not resolved to the student’s satisfaction, then the student can submit the grievance to the GPM in writing, within 60 calendar days of the alleged unfair treatment.
   1. Upon receipt of a written complaint, a faculty committee will be convened by the GPM to manage the grievance. The committee will obtain a written response from the person toward whom the complaint is directed. This response will be shared with the person filing the grievance.
   2. The committee will determine a decision regarding the grievance. The GPM will report on the action taken by the committee in writing to both the student and the party toward whom the complaint was directed within 15 working days from the date the complaint was received.
   3. If either party (the student or the person toward whom the grievance is directed) is unsatisfied with the decision of the committee, the party may file a written appeal. Either party has 10 working days to file a written appeal to the School/College.
   4. Documentation of the grievance will be stored for at least 7 years. Significant grievances that set a precedent will be stored indefinitely.

University resources for sexual harassment, discrimination, disability accommodations, and other related concerns can be found on the UW Office of Equity and Diversity website.

Other campus resources include:

• The Graduate School
• McBurney Disability Resource Center
• Employee Assistance Office
• Ombud’s Office
• University Health Services