General Information and Departmental Policies

Department Educational Administrative Team

Guidelines to Assure a Professional and Respectful Learning Environment

https://www.urmc.rochester.edu/education/graduate/trainee-handbook/trainee-support-resources

University of Rochester Medical Center ICARE Values

The University of Rochester Medical Center’s (URMC) culture is steeped in its values – Integrity, Inclusion, Compassion, Accountability, Respect and Excellence (ICARE). These values apply to all members of the URMC community – faculty, students, staff – in all missions of the medical center: education, research, clinical care and community. A respectful and professional learning environment is an important reflection of our ICARE values.

Learning Environment

The URMC learning environment is committed to facilitating students’ and trainees’ acquisition of the professional and collegial attitudes necessary for effective, successful careers in research, teaching, and clinical care. The development and nurturing of these attitudes is enhanced and based on the presence of mutual respect among all members of our learning community. Characteristics of this mutual respect include the expectation that all participants in an educational program assume their responsibilities in a manner that enriches the quality of the learning process, supports a spirit of inquiry, and values diversity of opinion.

Members of our learning community include all individuals educated in undergraduate, graduate, doctoral and post-doctoral programs at the University and the medical center as well as those learners from other institutions training at URMC. Faculty include all faculty, employed and volunteer, who participate in the education of learners and contribute to the learning environment. Staff include all employed staff or volunteers at the University of Rochester.

URMC expects and requires learners, faculty, and staff to conduct themselves in a professional and respectful manner while participating in any activity related to URMC. Inappropriate behavior that negatively impacts URMC’s professional and respectful learning environment is prohibited. Inappropriate behavior includes but is not limited to: sexual harassment; any discrimination or harassment based on age, color, disability, domestic violence status, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, or any other status protected by law; humiliation; verbal, psychological or physical punishment; and/or the use of grading and other forms of assessment in a punitive manner. The intentional or unintentional occurrence of such behavior results in a disruption of the spirit of learning and a breach in the integrity and trust among, and between, learners, faculty, and staff.

All concerns or complaints regarding inappropriate behavior, either witnessed or experienced, should be reported to designated officers or offices in the School of Nursing or the School of Medicine and Dentistry’s Undergraduate Medical Education, Graduate Medical Education, Graduate Education and Postdoctoral Affairs, or Eastman Institute of Oral Health, as indicated below or in program handbooks. Each area is charged with taking appropriate steps consistent with their program’s processes and procedures to thoroughly review and address the reported concern.

Expectations and Responsibilities for All Learners, Faculty and Staff

• Non-discrimination and non-harassment: to treat others and be treated consistent with the institution’s commitment to maintaining a workplace and academic environment free from unlawful discrimination and harassment.
• Collegiality: to cultivate and enjoy a welcoming environment in which to pursue research, clinical care, teaching and professional activities.
• Respect: to be valued as an important member of the URMC community and to treatall others with respect.
• Conflicts of interest: to receive appropriate instruction about conflicts of interest to avoid situations where learners and educators are unable to do their jobs with the appropriate level of impartiality.
• Policies: to be educated about and know how to access University of Rochester, medical center, hospital and program-specific policies including, but not limitedto, grievance processes and disciplinary processes.
• Procedures: to receive and be aware of guidelines, policies and resources to report concerns about the learning environment or behaviors of other learners, faculty, or staff, including but not limited to reporting concerns regarding harassment or discrimination.
• Feedback: to be provided formative and summative information on performance at regular intervals as well as ad hoc when necessary, consistent with the program’s procedures, to provide clear guidance and expectations on performance. Additionally, provide feedback to all in a productive, prompt manner as required by educational or institutional expectations.
• Design of instruction: to ensure equal access for learners with diverse backgrounds and abilities to curricula, courses, learning activities, and academic supportservices.
• Assessment: to ensure valid and equitable measurement of learning through appropriate measurement instruments.
• Confidentiality and Due Process: to ensure that identity is protected to the greatest extent possible and due process received for any complaint or concern, as required by University policy and legal requirements.

Sexual Misconduct, Harassment, Discrimination, Unprofessional Behaviors and/or Violations of the Expectations and Responsibilities

Policies and Reporting Procedures

It is the University's aim to provide a setting which is characterized by respect for all and encouragement for the development of everyone’s full potential. The University will not tolerate any behavior, including verbal or physical conduct, which constitutes sexual misconduct, harassment, discrimination or other unprofessional actions. All learners, staff, and faculty are accountable for compliance with our ICARE values and codes of conduct. Violations may lead to disciplinary action which, in sufficiently severe cases, may lead to separation from the University after applicable due process.

Students or trainees in the School of Medicine and Dentistry, School of Nursing, and URMC should advise a supervisor or other designated faculty member, leader or staff about all suspected violations of this guideline as well as all incidents of mistreatment, sexual discrimination, misconduct, harassment and acts of intolerance and discrimination. Reports should be directed to their school or program as indicated in the chart below. All individuals who file a report will be advised about the follow-up and outcome of any reported incident.

Emergency or Temporary Closings and Other Changes in Class Schedules and University Operations

The University plans to commence and conclude classes on the dates indicated in the academic calendars. But unforeseen circumstances or events may occur that require the University to temporarily close or otherwise make adjustments to its student life, residential housing, class schedules and format, method and location of instruction, educational activities, and operations because of reasons beyond the University's control. For example, such circumstances or events may include but are not limited to inclement weather, the onset of public health crises, being subject to government order(s), significant safety or security concerns, faculty illness, strikes, labor disturbances, sabotage, terrorism, war, riot, civil unrest, fire, flood, earthquake, acts of God, malfunction of University equipment (including computers), cyberattacks, unavailability of particular University facilities occasioned by damage to the premises, repairs or other causes, as well as disruption/unavailability of utilities, labor, energy, materials, transportation, electricity, security, or the internet. If any of these or other unforeseen circumstances or events outside of the University's control occur, the University will respond as necessary and appropriate, and it assumes no liability for any interruption or adjustments made to student life, residential housing, class schedules and format, method and location of instruction, educational activities, and operations caused by these or other unforeseen circumstances or events. And the University shall not be responsible for the refund of any tuition or fees in the event of any such unforeseen circumstances or events, except as may otherwise be expressly provided in the University's Leave of Absence and Withdrawal Policy or its published tuition refund schedule (Payments and Refunds -Office of the Bursar (rochester.edu)).

Departmental Course Continuity in Unforeseen Circumstances

While the department is committed to ensuring that courses proceed as scheduled, there may be unforeseen circumstances—such as serious illness, accident, or death of an instructor—that impact course delivery. In such cases, the department will make every reasonable effort to ensure continuity through substitute teaching, adjustments to format or schedule, or other appropriate measures. These situations may require temporary changes that are beyond the department’s control, and while every effort will be made to minimize disruption, adjustments may occur without prior notice. The department will communicate openly about the planning process and will make reasonable efforts to incorporate student feedback where possible. The department is not responsible for refunds or compensation in such cases, except as governed by broader university policies.

University Ombuds Office

The goal of the University Ombuds is to promote a respectful and inclusive community. This is done by resolving conflicts, challenging perceptions, and advocating for fairness for everyone at the University. Any member of the University community can utilize our services, including students, faculty, and staff. They can reach out or schedule an appointment by phone or email.

Phone: (585) 275-9125 Email: ombuds@rochester.edu

For more information, please visit: https://www.rochester.edu/ombuds/

Continuation of Enrollment

Students must maintain continuous registration from the time of matriculation until he/she

• is awarded his/her degree
• withdraws from the program
• is dropped from the program. 

Students must register for each semester during this time, excluding the summer sessions. The continuation of enrollment fee for 2025-2026 academic year is $1,070 per semester (https://www.urmc.rochester.edu/education/graduate/forms/tuition-and-fees.aspx).

Course Wavers

A course waiver is an exemption from a required course because the competencies of the course have already been attained due to prior training, education, or work experience. All requests must be made at the time of initial registration in a degree program. Transfer credit is not granted with course waiver. Students approved for course waiver are required to earn full credit. Please see the program administrator for this request, and visit https://www.urmc.rochester.edu/education/graduate/trainee-handbook/policies-benefits/course-waiver-instructions.aspx.

Elective Courses

Courses may be selected from offerings within the Department as well as from a broad range of departments and colleges across the University of Rochester. Students are encouraged to take advantage of the University’s collaborative environment—drawing on strengths in fields such as data science, the basic sciences, and beyond—to supplement their education with one or two carefully chosen electives outside of Public Health Sciences. All courses must be relevant to public and population health.

Courses may be accepted toward degree requirements if the subjects taken form an integral part of the student’s proposed program of study.

Students need to consult with their advisor and the Program Director as to whether or not a certain course is appropriate.

With the permission of the Master’s Program Director and approval in advance from the Senior Associate Dean of Graduate Studies, a student may take a course at another college or university to count as an elective. Ordinarily, the course must be taken in a timely fashion, and before beginning the culminating experience.

Incomplete Grades

An Incomplete (“I”) grade may be given for medical reasons only per the University Policy. The student who receives an incomplete grade is passing the course and has already completed the majority of the work required in the course.

Work for courses with grades of “I” must be completed no later than 2 months after the course concludes, although instructors may require work to be submitted sooner. If the work is not completed within the designated period of time, the instructor must grade on the basis of work completed by the specified completion date. This grade cannot be changed.

The grade must be submitted to the Dean in a memo within one week of the completion date. If the contract is not fulfilled or the grade not reported to the Registrar by the specified completion date, the incomplete grade will convert to an “IE” (Incomplete/Failure). This grade cannot be changed.

Leave of Absence

Upon the recommendation of the Program Director, the Dean may grant a leave of absence to a matriculated graduate student who has not yet completed the course requirements only for medical reasons. No more than two one-semester leaves or one one-year leave will be granted. In order to declare a leave of absence, a student must complete and sign the appropriate form and pay a $60 registration fee per semester.

Grading Policy for SMD Graduate Students

The School of Medicine and Dentistry requires satisfactory academic performance and accomplishment in research and coursework for all students. This satisfactory performance is mandatory for continuation in good academic standing in the graduate program. The grading policy can be found here: https://www.urmc.rochester.edu/education/graduate/trainee-handbook/policies-benefits/gradepolicy.aspx

The incomplete grade policy can be found here: https://www.urmc.rochester.edu/education/graduate/trainee-handbook/policies-benefits/assignment-of-incomplete-grades.aspx.

Part-time/Full-time

Any student registered for fewer than nine credit hours is considered to be a part-time student.

Transfer Credit Policy

The School of Medicine and Dentistry's transfer credit policy can be found here:
https://www.urmc.rochester.edu/education/graduate/trainee-handbook/policies-benefits/transfercredit-policy.aspx.

Tuition and Fees

Tuition in the School of Medicine and Dentistry per credit hour and fees can be found here: https://www.urmc.rochester.edu/education/graduate/forms/tuition-and-fees.aspx. Most courses in the Department of Public Health Sciences are three credits. The Department of Public Health Sciences provides a 40% tuition scholarship to full-time Master’s students who register for and complete 9 or more credit hours per semester. Students taking courses outside of the School of Medicine and Dentistry must pay the tuition rate of the particular school offering the course(s) to be taken. Students with other health insurance may choose to waive the University’s policy. All full-time students must pay a mandatory Health Fee.

Use of Large Language Models (LLM)

Use of Large Language Models (LLMs), including UR’s chat.rochester.edu or Qualified Health chat, may be considered an honesty policy violation ("receiving, using, or having access to unauthorized aid"). This includes, but is not limited to, programs such as GPT-4 and ChatGPT, and DALL-E. To use LLMs for any course assignments, you need explicit approval from your instructor. If approved, use of an LLM should be properly disclosed. Please note that students are ultimately responsible and accountable for the contents of their submitted assignments. Suspected and non-disclosed LLM-based works will be further assessed for an honesty policy violation.

If not allowed by instructor, then the text in course syllabi will be as follows:

"Use of Large Language Models (LLMs) may be considered an honesty policy violation ("receiving, using, or having access to unauthorized aid"). This includes, but is not limited to, programs such as GPT-4 and ChatGPT, and DALL-E. To use LLMs for any course assignments, you need explicit approval from your instructor. The use of LLMs is not allowed in PMxxx. Suspected and non-disclosed LLM-based works will be further assessed for an honesty policy violation."

If allowed by the instructor, the text in course syllabi will be as follows:

"Use of Large Language Models (LLMs) may be considered an honesty policy violation ("receiving, using, or having access to unauthorized aid"). This includes, but is not limited to, programs such as GPT-4 and ChatGPT, and DALL-E. To use LLMs for any course assignments, you need explicit approval from your instructor. The use of LLMs is allowed in PMxxx but should be properly disclosed in submitted assignments using the statement below. Please note that students are ultimately responsible and accountable for the contents of their submitted assignments. Non-disclosed LLM-based works will be further assessed for an honesty policy violation.”

Statement: During the preparation of this work, I used [NAME TOOL / SERVICE] in order to [REASON]. After using this tool/service, I reviewed and edited the content as needed and take full responsibility for the content of the submitted work.

This statement does not apply to the use of basic tools for checking grammar, spelling, references etc. If there is nothing to disclose, there is no need to add a statement."

Independent Study Policy

Independent study courses allow students to study subject matter not included or not treated in sufficient depth in a regularly offered course.

Steps to take:

• Pick who will be your supervisor/instructor
• Give your course a title,
• Submit a plan of what you plan to do, i.e., the specific about what you will accomplish, that you work out with your supervisor/instructor
  • Include books, readings, and exercises – similar to a regular course syllabus
  • Include an estimate as to the amount of time that will be required (aim for approximately 120 hours over the course of the semester)
  • Include a signed statement from your supervisor/teacher that that approve of the plan

Below is an EXAMPLE of a working proposal to give you an idea of what this should look like.

Policy on Teaching Assistant Requirements for Graduate Students

Overview of the Teaching Assistant Role

Teaching assistants provide academic and administrative support for faculty. They also act as liaisons between students and faculty to address student concerns where appropriate or meet individually with students to discuss course content. Specifically, responsibilities (designated by the instructor) may include attending lectures and organizational meetings, grading homework and exams, designing assignments and answer keys, holding office hours, updating the course Black-Board site and coordinating room bookings, and running labs or leading seminars. Generally, a teaching assistant should have some prior knowledge of the course content and, preferably, have taken the course previously. However, there may be specific teaching assistant opportunities where previous knowledge is not a requirement. Teaching assistants are expected to respect confidentiality and privacy of student information in accordance with FERPA and other relevant requirements.

The teaching assistant role is generally intended to be a professionally rewarding experience. Working with students to help them attain skills and competencies helps the teaching assistant reinforce their own mastery of course content and prepare them for future careers that may include teaching. The role provides teaching assistants, as students themselves, the opportunity to work closely with our renowned faculty, while honing their management, communication, and teaching skills in an academic setting.

The department identifies the need for teaching assistants for each course based on enrollment, anticipated duties, and doctoral student teaching assistant requirements. Masters and Doctoral students are eligible to apply for paid teaching assistant positions when they are available. We recommend interested Master’s students reach out to the graduate program administrator, whereas doctoral students should review section 2 below and consult with their Program Director for guidance. Students in our doctoral degree programs have a requirement of two, unpaid teaching assistant roles during their time in the program.

Any additional questions about possible teaching assistant opportunities can be directed to the graduate program administrator.

Teaching assistant requirement for doctoral students

a. Requirements for Epidemiology PhD students

Epidemiology PhD students are required to be a teaching assistant for two PHS graduate courses that are core courses for the Epidemiology PhD program. There is no payment for these two required teaching assistant positions.

The primary courses to meet this TA requirement, with approvals needed by the course Director and the Epidemiology Program Director, include:

• PM 413 Field Epidemiology
• PM 415 Principles of Epidemiology
• PM 416 Epidemiologic Methods
• PM 469 Multivariate Models for Epidemiology

If a teaching assistant position in one of these courses is not available, other courses that can be used to meet the teaching assistant requirement, with approvals by the course Director and the Epidemiology Program Director, include:

• PM 410 Intro to Data Management and Data Analysis Using SAS
• PM 412 Survey Research
• PM 426 Social and Behavioral Medicine

Teaching assistantships for undergraduate courses do not count towards the doctoral program teaching assistant requirement.

b. Requirements for Health Services Research and Policy (HSR) PhD students

HSRP PhD students are required to be a teaching assistant for two PHS graduate courses that are core courses for the HSRP PhD program. There is no payment for these two required teaching assistant positions.

This is the list of current core courses for the HSRP PhD program:

• https://www.urmc.rochester.edu/education/graduate/phd/health-services-research-policy/curriculum.aspx.

Other PHS graduate courses may also meet this TA requirement, with approvals needed by the course Director and the HSRP Program Director. Running the summer math camp will also count towards meeting the TA requirement.

Teaching assistantships for undergraduate courses do not count towards the doctoral program teaching assistant requirement.

c. Payment for TA positions

Once doctoral students complete their required two teaching assistant positions, they are eligible to be a paid teaching assistant for other graduate classes offered by faculty in the Department of Public Health Sciences, with approvals by the course Director, Program Director, and the Associate Chair or Chair of Public Health Sciences.

PhD Programs Residency Requirement

University Graduate Studies Full-Time Residency Requirement: https://www.rochester.edu/graduate-education/academic-resources/regulations/

A student is defined as being in residence at the University of Rochester if he or she is registered as a full-time student and is using the facilities of the University (laboratories, libraries, consultations with faculty members, or course attendance) with sufficient frequency and regularity to establish this status clearly. Some period of residence at this University is required for all advanced degrees.

A minimum of one year (two consecutive semesters, excluding summers) in residence while enrolled as a full-time student is required. Doctoral Dissertation (“999”) may not be used to meet the one-year residency requirement. Further requirements may be completed by full-time residence either during the academic year or during the summer. Departmental/program requirements, however, may necessitate continuous residence until work for the degree is completed.

Department of Public Health Sciences Residency Requirement for Doctoral Students: The Department of Public Health Sciences is committed to supporting doctoral students in their academic and research goals while maintaining the integrity and rigor of the program. While the increasing use of technology provides flexible options for learning, the department believes that in-person engagement plays a critical role in doctoral education.

Doctoral students are required to maintain full-time, on-campus residency from the start of their program until they have successfully completed all required coursework and passed the qualifying examination (i.e., the thesis proposal defense). This residency period is essential for building strong academic relationships with faculty, collaborating with peers, and taking full advantage of the university’s research resources and intellectual community.

Following the qualifying examination, continued full-time residency is strongly encouraged and may be required, depending on the nature of the dissertation research, the need for access to university resources, and relevant institutional policies. Students are expected to remain in full-time residence at least until they have completed data collection and addressed the majority of their dissertation’s specific aims.

Students who wish to conduct dissertation research in absentia (i.e., while not in full-time residence) must meet the following conditions:

• Be in good academic standing;
• Have met with their full dissertation advisory committee within the previous six months;
• Submit a formal written request outlining a plan and timeline for completing the degree, typically within six months of leaving full-time residence (exceptions may be considered).

The request must include:

• Frequency of meetings with the advisor and dissertation committee;
• Frequency and purpose of planned on-campus visits (if any);
• A proposed timeline for dissertation milestones and graduation;
• Any conditions that may require the student’s return to full-time residency.

Written approval must be obtained from:

• The student’s primary advisor,
• All members of the dissertation committee,
• The doctoral program director,
• The student’s URMC supervisor or employer, if applicable.

Additional approval from the SMD Senior Associate Dean for Graduate Education may be required. Once approved, all documentation will be filed with the Graduate Programs Administrator.

Key Dates & Deliverables for Master's Students

For May degree conferral (completion in spring semester)

• March 1 – First draft of the complete thesis must be submitted to your ENTIRE committee. Note this deadline applies to the report of the completed project, not your project proposal.
• April 10 – Final version of the completed thesis (for MS programs) or ILE essay (for MPH program) with completed sign-off forms and any other required materials to the Graduate Program Administrator (for MS programs) or to the MPH Hub (for MPH program). For MPH students: a reminder that successful completion of the ILE also includes completion and upload of deliverables from the four, online training modules. You must ensure that the associated evaluation of these deliverables by your Chair and committee has been completed.

For October degree conferral (completion in summer semester)

• June 15 – First draft of your essay must be submitted to your ENTIRE committee. Note: this deadline applies to the report of the completed project, not your project proposal.
• August 1 – Final completed hard copy of the thesis (for MS programs) or ILE essay (for MPH program) with completed sign-off forms and any other required materials to the Graduate Program Administrator (for MS programs) or to the MPH Hub (for MPH program).

For March degree conferral (completion in fall semester)

• November 1 – First draft of your essay must be submitted to your ENTIRE committee. Note this deadline applies to the report of the completed project, not your project proposal.
• December 15 – Final completed hard copy of the thesis (for MS programs) or ILE essay (for MPH program) with completed sign-off forms and any other required materials to the Graduate Program Administrator (for MS programs) or to the MPH Hub (for MPH program).

NOTE: The Graduation Ceremony (as distinct from degree conferral) is held once a year, usually the second Saturday in May, and includes all degree conferrals since the prior ceremony. Consult the SMD academic calendar at: https://www.urmc.rochester.edu/education/graduate/currentstudents/academic-calendar.aspx