3 – Guidelines

3.1 – Student Appointments

To ensure that all necessary paperwork has been completed, all graduate students should report to the SBS Main Office prior to August 16 (or December 15 for Spring semester appointments); responsibilities related to assistantships formally begin on this date. Students on teaching assistantships (TA) are assigned teaching responsibilities within the School of Biological Sciences in Pullman, the Natural Sciences in Vancouver, or at the College of Arts and Sciences at WSU Tri-Cities. Teaching assistantships are assigned based on a combination of the students’ expertise and the needs of the department. As much as possible, we try to match assignments to students and/ or faculty requests, but these are not guaranteed.

Students in a Master’s degree program will currently receive a salary at step 59, Doctoral students with or without a Master’s degree will receive a step 64 salary. Doctoral students that advance to PhD candidacy (i.e., after they successfully completed their preliminary examination) will be paid at step 69.

Paychecks are mailed on the 10^th and 25^th of the month and cannot be forwarded. It is recommended that students sign up for direct deposit, which can be done through the finance office. To report changes of address, go online to WorkDay.

The maximum time for financial support (TA based) for graduate appointments is within the first two years for a master’s student, within the first five years for a Doctoral student who possesses a Master’s degree, and within the first six years for a Doctoral student admitted without a Master’s degree. In extenuating circumstances, the graduate student may submit a request, using the procedures outlined in section 5.10.1 of this handbook, to the Associate Director for Graduate Studies and the Graduate Programs Committee (GPC) for a one-semester extension of appointment as a “Temporary Teaching Assistant”. Each case will be evaluated individually considering the student’s record and

special circumstances of the request. Extension requests are dealt with one semester at a time. In general, priority for TA positions is as follows: PhD and MS students enrolled in an SBS degree who are within their period of support (see above), PhD students enrolled in an SBS degree with an approved TA extension request, MS students enrolled in an SBS degree with an approved TA extension request, MPS students under the guidance of an SBS advisor. First extensions have priority over second extensions, and so on.

IMPORTANT: SBS extensions are separate from the Graduate School’s extensions and are handled differently. Note: as of fall 2023 a PhD student has 8 semesters (4 years) to graduate after passing their qualifying exam per Graduate School policy (graduate students who did their qualifying exam prior fall 2023 have only 6 semesters). Thus, for example, a PhD student who enters the program without a MS degree in 2021 and passes their qualifying exam in fall 2023 during their second year of study would not need an extension of TA support to continue into their (guaranteed) 6^th year of support from SBS and would also not need an extension from the Graduate School. More details on Graduate School extensions can be found in Chapter 6F of the Graduate School Policies and Procedures manual.

Graduate students on appointments enter into an agreement with the University that both parties are expected to honor. University policy requires graduate appointees to work 20 hours per week and to be at work each workday, including periods when the University is not in session with the exception of legal holidays (see WSU Holidays). To maintain an assistantship, a student must be enrolled in a minimum of 10 credits for the entire semester.

With satisfactory performance and the availability of funds, the school will continue to provide the student with financial support.

3.1.1 – Summer Teaching Assistantships

A small number of summer teaching assistantships are available each year. To apply for summer teaching assistantships, a student must provide the Graduate Coordinator with a letter from their advisor that states they have no other means of summer support. Applications will be ranked based on the following criteria (in decreasing order of importance):

1. TA experience in one or more summer courses offered
2. prior TA evaluation scores
3. a demonstrated lack of prior summer TA support
4. degree sought; PhD students will have priority over MS students.
5. whether a student is progressing on time to complete his or her degree (students on extensions are not eligible)
6. whether the student has submitted all relevant paperwork to the graduate school based on time in residence

3.2 – Residency

Students with at least half-time appointments as research or teaching assistants may qualify for a waiver of tuition by establishing residency in Washington State. Access the application form and information about establishing residency at the WSU Graduate School website. The deadline for submission of the questionnaire and documentation is the 30^th day of classes of the term for which you are seeking residency. If you are seeking residency for the fall term, for example, your deadline would be the 30^th calendar day of classes for the fall semester. However, it is to your advantage to submit your file prior to the beginning of the semester to be considered for a change of residence status by the tuition due date. Allow 3–4 weeks review time. After reading the requirements, students should discuss any questions regarding their residency with the Graduate School. Failure to promptly establish residency places the non-resident tuition waivers in jeopardy and may subject the student to full non-resident fees.

3.3 – Handling Classroom Disturbances

The College of Arts and Sciences recommends the following guidelines to teaching assistants on handling classroom disruptions:

Instructors must be prepared to handle the unexpected. One unpleasant task that confronts all instructors at some time is handling a disruptive student. Each instructor has his or her own personal approach to such problems, but a few guidelines are described here to provide some direction for teaching assistants.

1. Since classroom disruptions come in many sizes and forms, no general policies can be applied to every situation. The cardinal rule, however, is for the instructor to remain as calm as the situation warrants. The instructor should remember that he/she is serving as a university official, and thus has authority supported by the State of Washington Administrative Code.
2. Most disruptions can be handled within class. Most students will not repeat disruptive behavior if it is pointed out to them. The instructor’s personal style will determine the approach to be taken in informing the student of inappropriate behavior and of the admonition to cease and desist.
3. In cases of repeated disruptive behavior that is not serious enough to cause immediate risk to the class, the teaching assistant should inform the course faculty instructor, who should then undertake corrective action.
4. In case of a serious incident that causes physical or verbal intimidation of the instructor or students and that cannot be handled within the classroom, the teaching assistant should leave the room and contact the course faculty instructor for assistance. If the faculty instructor is not available, the director or another faculty member should be immediately notified (for nighttime labs, the campus police may be contacted).
5. In extreme cases of disruptive behavior where the teaching assistant perceives there to be an immediate threat to the safety of people or to the continuation of orderly instruction, the teaching assistant may leave the classroom and contact the campus police for assistance.
6. The university simply does not tolerate cheating. Cases of cheating should be immediately documented and taken to the faculty member responsible for the course.

3.4 – Graduate Student Annual Reviews

Graduate School Policies & Procedures requires an Annual Review of each graduate student (chapter 6B). Students will normally be provided with an evaluation form in late December/early January (see Appendix 3.4 for an example; the most current version of the form will be provided each year). Forms should have both the students’ and their Thesis Advisor’s comments complete and turned back into the Graduate Coordinator before the end of February of each year. It is expected that the advisory committee will meet with the students on at least an annual basis. This meeting should be listed as part of the students’ annual academic review. Any student who fails to submit an Annual Review form, complete with student and advisor comments, by the deadline may be ineligible for intra- departmental fellowship funding (e.g., Research & Training Fellowships).

The Graduate Programs Committee reviews each student’s performance, including performance as teaching assistants, for those on TA appointments. The Associate Director for Graduate Studies will provide comments on the evaluation and return it to the student. A digital copy will be placed in the students online file and additional copies will be made available to the student and their thesis advisor.

If a student’s progress is unsatisfactory, their Advisory Committee will be consulted to determine whether continuation of the student’s graduate program is warranted. The Associate Director for Graduate Studies will notify the students in writing of the committee’s recommendation and forward a copy of the report to the Graduate School. Note: Unsatisfactory annual reviews do not lead to a dismissal from the graduate program but can, per graduate school policies, impact continuation of an assistantship. In the case of two unsatisfactory 800 research credits, however, the student will be subject to dismissal from the graduate program

Teaching assistants are also evaluated by student questionnaires each semester. The Instructor in Charge will summarize the teaching evaluations and comments and will make a copy of the summary available to the TA and the Scientific Instructional Technician. If a TA’s performance is unsatisfactory, the Associate Director can, in consultation with GPC, make a recommendation to the Director of the School of Biological Sciences to terminate the appointment.

3.5 – Travel

Authorization for all off-campus travel must be obtained before leaving campus to be eligible for accident insurance or reimbursement of expenses. Graduate students must obtain approval from their supervisors and the Director of the School of Biological Sciences before all trips. Students on the Vancouver campus should contact van.cas.travel@wsu.edu to request a travel authorization form.

Graduate students are encouraged to attend professional meetings. Support is available for travel and includes Graduate Student Research and Training Fellowships (see Section 6.0), individual and block grant travel programs, and travel support from faculty grants. Assistance with locating funding is available.

3.6 – Leave

Students on appointments at WSU earn vacation, sick and parental leave. For details see the WSU ASE Contract (Academic Student Employees union – ASE 4591), articles 28 and 30. Any absence must be arranged and agreed on in advance with the RA supervisor or TA instructor of record.

3.7 – Consensual Relationships

Graduate students may rightfully develop consensual relationships. As a matter of sound judgment, graduate teaching and research assistants in the University community accept responsibility to avoid any apparent or actual conflict of interest between their professional responsibilities and personal relationships with students or those whom they supervise, evaluate, or exercise other relationships of power or authority. If any questions arise regarding consensual relationships, please see WSU policies regarding consensual relationships.

3.8 – Exit

Before departing from WSU, students should return all teaching and research materials and keys, leave a forwarding address, and consult with their advisor about management and archiving of their thesis data, cleaning up samples, chemicals, etc., from their research.

Students are also required to go through a confidential online exit interview. Alternatively, they can meet in person with the Director of Graduate Studies for an exit interview.

3.9 – Future Employment

The ability of graduate students to gain employment in their chosen field is of great interest to the faculty. During training, graduate students are strongly encouraged to attend scientific meetings, present and publish their research work, and meet scientists in their field of interest. Students will also become aware of positions in their fields through meetings, announcements in society newsletters, and scientific journals. Information on positions available to MS and PhD graduates is posted on the second floor of Abelson Hall or online on the Science-gradstudents@lists.wsu.edu (request to join the science graduate students’ email list) .

3.10 – Safety Program

3.10.1 – Safety Training

Safety training is required of every new graduate student regardless of prior training. A safety training session will be presented by permanent members of the Safety Committee during graduate student orientation in August, before the beginning of Fall semester. Students arriving at other times of the year will be individually instructed before they begin work, and which will be organized by their thesis supervisor. This training will include both general safety and laboratory safety. The safety orientation will be documented on appropriate forms to be signed by the employee. These forms are to be kept in the employee’s permanent file.

A graduate student’s thesis supervisor will be responsible for furnishing more site-specific information. This will include the following items:

1. location of the Laboratory Safety Manual
2. location of the nearest Material Safety Data Sheets
3. location and use of the chemical spill kit
4. location and update procedure for the chemical inventory
5. location and use of personal protective equipment and other safety equipment
6. lab-specific standard operating procedures
7. lab-specific chemical storage plan
8. lab-specific disposal procedures for sharps, glass, biohazards, chemical waste, and radioisotopes
9. other lab-specific practices

Employees are responsible for conforming to the Washington Industrial Safety and Health Act regulations, which include:

1. studying and observing all safety practices governing their work.
2. offering safety suggestions contributing to a safer work environment;
3. applying the principles of accident prevention in their daily work and using proper safety devices and protective equipment as required by their employers or employment; and
4. reporting to their immediate supervisor each industrial injury or occupational illness, regardless of the degree of severity.

3.10.2 – Safety Committee

The committee consists of five permanent members and two rotating faculty positions. The faculty will serve two-year terms and act as chair during their second year. The functions of the Safety Committee are:

1. to act as a two-way communication link for safety matters between university administration and the School of Biological Sciences
2. to formulate safety policies for the School of Biological Sciences

Students on other campuses should check with their Graduate Coordinator regarding safety training.

3.10.3 – Accident Reporting

Graduate students should promptly report all accidents, occupational illnesses, and near misses immediately to their supervisors. The supervisor will fill out a report within 24 hours and have the employee sign it. Teaching assistants are to promptly fill out an Incident Report form to report incidents involving students in teaching laboratories. Report forms are available next to the First Aid Kits in all laboratories. Incident Reports are available online.

For fire, police, and ambulance emergencies and hazardous material spills–call 911. In the event of radiation contamination or spill call the Radiation Safety Office at 509-335-4221.