Graduate Advising Q and A
Answers to frequently asked questions about advising graduate students in the College of Health.
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Yes, on-campus students can take Ecampus courses.
Sometimes there is a priority enrollment policy in place that will require on-campus students to wait to register between 1-3 weeks before the start of the term. This ensures that Ecampus students are able to take the courses they need.
Note: there is a different tuition structure for Ecampus and on-campus courses, so students should look at those costs before determining whether they want to take Ecampus courses.
Students will pay the Ecampus rate for any Ecampus credits they take. Ecampus credits are per credit hour (Ecampus tuition and fees are lumped together, unlike on-campus tuition and fees, which are separate).
If a student takes a mix of Ecampus and on-campus credits, the Ecampus tuition total and on-campus tuition total will be added together. It is possible that they will pay more than if they took all Ecampus credits or all on-campus credits.
Students can calculate their tuition costs before they register to determine how much it will cost them.
If the student will be participating in human subjects research, the project will need to be submitted to the OSU IRB. Due to the time involved in the IRB review process, it is highly recommended that the IRB application be submitted as soon as possible (e.g., prior to the internship) to ensure that the student will be able to complete the project during their 10-week internship period. See H510 MPH Internship.
The library has 1-day, 1-week, and term-long laptop loans.
The Human Services Resource Center has resources to help students in financial stress: textbook support, laptop loans, food assistance.
In certain circumstances, such as a course not being offered or transitioning to an updated program curriculum, course substitutions may be necessary. Course substitutions are approved by faculty advisors and/or program directors and must be clearly documented in the student’s permanent file kept by the MPH administrative director or doctoral programs manager.
Some students may have already completed a graduate course that appears to be duplicative of a required course. In such cases, and when such a course is not transferred in, students may petition to waive the requirement to take a specific required course. Certain requirements must be met; these are outlined in the General MPH Student Handbook. The course instructor of the course in question, and the faculty advisor must approve the waiver; the waiver must be clearly documented in the student’s permanent file kept by the MPH administrative director.
You can search for courses on the OSU Class Search. Search variables include term, subject, level, campus, type of instruction, keyword, and an advanced search.
The student and major advisor need to complete and submit a "Petition for Change in Program" form to the Graduate School. This is currently a Word or PDF form; the Graduate School is working to route this form through the new digital platform.
If a course meets all of the transfer credit requirements (refer to the applicable program handbook) the student will complete a Transfer Credit Request form from the Graduate School. Acceptable transfer credits are determined by the advisor at the time the program of study is developed (or before). The advisor, Associate Dean for Academic and Faculty Affairs, and Graduate School all review and sign the transfer credit request form.
NOTE OSU Graduate Certificate in Public Health courses are considered transfer credits, but a transfer credit request form does not need to be submitted for them.
These classes require an override. Students must complete a To Be Arranged (TBA) form, which requires signatures of the course instructor and faculty advisor. Students send the form to [email protected] and will receive an override from the Scheduler.
They first contact the department that houses the minor to ask how the dept manages their minors. They will need a minor faculty advisor. They will then add the minor to their program of study. There is no other form to add a minor.
Students with an academic grievance should follow the student dispute resolution policy, which coincides with the OSU Student Appeals and Grievances Policy.
Student may contact the ASOSU Office of Advocacy to help students with conflicts on campus (including Ecampus students).
Students may raise concerns of discrimination, harassment, and bullying with the Office of Equal Opportunity and Access.
The objective of the Statistical Consulting and Advice for OSU Graduate Students service is to provide free statistical advice on University-related research projects. Any currently enrolled graduate student at the university may request assistance. The assistance given is primarily advice. Consultants will not do data entry or statistical analyses for you. This service is not to be used for homework problems or class projects.
The Graduate Writing Center has seven graduate writing groups and also provides one-on-one consults.
If a student wants to change their MPH option, they need to apply. It's an abbreviated application process, can occur at any time of year and is free. They will write a new statement of purpose and send it to the MPH administrative director, who will combine it with their original MPH application. She will send it to the program director for faculty consideration.
If a student wants to add a degree (concurrently), they will contact the department of the degree that they want to add to ask about the application process. If the student is already in the Graduate School (i.e. not a PharmD or DVM student), the process is often abbreviated.
Graduate assistants are entitled to a work space, per the OSU/CGE Bargaining Agreement, these may be desks, shared offices or single offices, depending on faculty and college resource availability. Assignments are made by the Schools in conjunction with faculty supervisors.
Graduate assistants can get any keys necessary to access their workspace through the college's key request webform.
The Grad School has created a digital program of study and is no longer accepting paper programs of study as of October 8, 2020. The digital program of study uses DocuSign, so all signing will be done this way.
DAS has a testing center where students with DAS accommodations can take proctored exams on campus. Ecampus students can use designated testing centers or contact the Ecampus Testing Coordinator to help find a proctor.
A student must complete at least 1 year of coursework full-time before they can complete their MPH internship. Some options require their students to complete more coursework before they can complete their internship. The MPH Internship Coordinator and advisor must approve the timing of a student's internship. See H510 MPH Internship.
In the MPH Program, students may transfer up to 20 credits into the program. This includes any pre-admission credits the student completed before their first term in the MPH program, such as OSU certificate credits. See transfer policy.
Faculty advisors should meet at least once a term with their advisees. If students are distance learners or unable to meet in person, every effort should be made to meet virtually or at least by phone. Only communicating by email with advisees is not encouraged.
For MPH advisors: at the end of each MPH option handbook, there are two documents to assist you in advising your MPH students: the Student Advising Sheet, which lists all course requirements, and the Plan for Completing Your MPH Degree form, which lists required milestones for MPH students. Both documents have a column where you can fill out the term when the course/milestone has been or is planned to be completed.
Topics for discussion for all advisors: how student feels they are progressing, any areas of struggle (academic, mental health, etc.), program of study, course sequencing, specific areas of interest to tailor elective coursework, career interests/advancement discussions, program deadlines and requirements (e.g. ILE, internship, proposals, preliminary exams).
A student may request an incomplete grade for a course that has not been completed if:
- Reasons for the incomplete are acceptable to the instructor; and
- Student is passing the course at the time of the request.
Refer to the College of Health incomplete grade policy and practices to see criteria and process.
Overrides will be sent to the CPHHS scheduler on Mondays. The scheduler will have them processed by the following Wednesday at 5 p.m..
It is best to send batches of overrides.
Week 7 of each term, before registration opens
- Send names, course #, CRNs and ID numbers of the students who need overrides.
- Coordinator will email the students letting them know an override request has been submitted.
- Students need to wait until Wednesday after 5 p.m. before attempting to register.
- If the student gets an error, the student can email the scheduler and must include course #, name, and ID along with the error they received.
- The CPHHS scheduler will process the overrides, then send an email back to the coordinator that the override process is complete.
Week 8 through finals week of each term
- Continue to send batches or stragglers as stated above.
Prerequisite and co-requisite
Internships that need a prerequisite and co-requisite:
- Internship coordinators will ask student to share a screenshot to show the coordinator that they have already registered for that prereq for the next term.
- The coordinator will send a message to the scheduler for both overrides.
- The screenshot does not need to be shared with the CPHHS scheduler.
- The CPHHS scheduler will respond back to the internship coordinator that the override is complete.
The COH has partnered with Student Health Services (SHS) and the Office of the Dean of Students (ODOS) in how we will support and provide coordinated care for students who are directly impacted by COVID-19, either by diagnosis or direct contact. The goal of this coordinated care plan is to prioritize student privacy and ensure students are aware of the resources available to them if they become ill, need to isolate, have been exposed to COVID-19, or have otherwise been affected. The COH has three individuals who will serve in this capacity for select student groups:
- Undergraduate students: Vicki Ebbeck, Associate Dean for Student Success
- Master’s students: Hanako Justice
- Doctoral students: Rafael Arroyo, Doctoral Programs Manager
Refer your student to Disability Access Services, which works cooperatively with other university departments to provide accommodations for students in and out of the classroom, for assistance.
- Emergency Financial Support for OSU Students related to COVID-19.
- The Human Services Resource Center has resources to help students in financial stress: textbook support, laptop loans, food assistance.
- Ecampus has some limited funding to help assist online students.
- Small emergency loans (up to $350).
- CPHHS Fellowships
- Graduate School Scholarships and Fellowships (students must be nominated by dept)
- Office of Financial Aid
Counseling and Psychological Services (CAPS): individual, couples, and group therapy, and 1-time sessions to help problem solve an issue. Suicide risk reduction program, Active Minds program, Beavers Belong Support Network, and the Mind Spa.
Survivor Advocacy and Resource Center: 24/7 support for OSU community members affected by sexual assault, unwanted sexual experiences, domestic violence, dating violence and stalking.
If you are worried about a student, CAPS has info on Recognizing and Supporting Students in Distress.
The Family Resource Center advocates for and provides quality programming and services to all OSU families with dependent care needs.
The Basic Needs Center provides a food pantry, SNAP assistance, full plate fund and other resources.
The Petition for Late Change of Registration enables students to request an exception to an academic regulation or deadline when qualifying unusual circumstances beyond their control have occurred.
See Late Change of Registration for details and to petition for late change.
Depending on degree type:
- MPH - two or three members depending on the student's option (refer to ILE Guide for guidelines)
- MAPE & MATRN - three members from the program
- MS non-thesis - three members from the program; MS thesis - three members from program and GCR
- PhD - four members from program and GCR
See Your Graduate Committee for details.
Contact the doctoral programs manager for assistance in re-arranging assignment. Conflicts do not indicate resignation or rescinding of assignments - assignments will be re-arranged for conflicts with required/program of study courses.
A grade of "C" or "C+" cannot be used for any required coursework. If a student earns any "C" grade in a required course, they must retake the course and earn at least a B-. However, MPH students may have up to 2 "C" or "C+" grades on their program of study if they are elective courses. "C-" grades cannot be used.
Graduate students are required by the Graduate School to maintain a term and cumulative GPA of 3.0. If they do not, the Graduate School may require that the student and advisor create an academic performance improvement. If their academic performance does not improve, the student may be terminated from the program.
Typically, a course substitution will be used. Course substitutions are approved by faculty advisors and/or program directions and must be clearly documented in the student's permanent file (send email to A. Armington or M. Ferris).
They must complete a leave of absence form. Those are due to the Graduate School at least 3 weeks (15 working days) prior to the term in which they want to take a leave. If a leave is not on file and the student does not register, they will lose their graduate status at OSU, meaning they would need to reapply to the program to continue.
Terms in which a student is on leave do count toward their time in the program.
Program will need to nominate proposed member for Graduate Faculty Status; work with Doctoral Programs Manager for process completion. MPH students who opt for a minor will not include their minor advisor on their ILE committee; however, the minor advisor will need to review/sign their program of study.
As a faculty advisor, your role in the internship process is to:
- Help students determine the timing of their internship
- Assist students in identifying appropriate internship sites
- Discuss and recommend competencies that the student could focus on in their internship
- Work with internship coordinator to identify new sites and appropriate placement of students based on personal knowledge of student’s abilities and strengths
- Review, provide feedback, and approve the internship Application and Learning Contract
See H510 MPH Internship.
In April or early May, you will meet with your advisee (MPH and doctoral students) to discuss their academic progress and complete the annual academic review form. Once completed, you will submit their annual academic review package to MPH administrative director (MPH students) or doctoral programs manager (PhD students).
There are multiple graduate orientations each year. In the CPHHS, typically each discipline (HDFS, KIN, NUTR, PH) will host a graduate orientation in mid-September. In addition, there may be degree-specific orientations and even option specific orientations. In Public Health, program directors attend the Public Health New Graduate Student Orientation and also host their option-specific orientation(s). Typically all program faculty attend the option-specific orientations.
The MPH Internship Process is laid out in 9 steps at H510 MPH Internship. Students should start the planning process approximately 2 terms in advance (3 terms in advance if they want to do an international internship).
For MPH students, it must be approved by the Grad School by week 1 of their 2nd to last term in the program.
For MS, MAPE, and MATRN students see program handbook.
For PhD students, it must be approved by the Grad School by the time they have completed 5 terms (some programs may have earlier timelines).
If a student cannot register for at least 3 graduate credits during the academic year (fall, winter, and spring), they must file a leave of absence. These must be submitted to the Graduate School for consideration at least 15 working days prior to the term in which they intend to take the leave.
You can find the Graduate School policies by clicking the "policies" tab at OSU Catalog department page for the Graduate School.
You can find the handbooks and the ILE Guide at Graduate Handbooks.
The library hosts many workshops, including LaTeX, Mendeley, Zotero, Qualtrics, MATLAB, and Git.
Graduate assistants will be signed up for their direct deposit, benefits, and other employment-related items when they receive their first contract. During their employment or renewal, graduate assistants can edit their preferences on their Employee Tab in MyOregonState.