|Travel Pre-authorization||Guidance Committee||Program Plan||Project Agreement|
|Practicum Forms||Checklist||Comprehensive Exam Application||Dissertation|
|Annual Evaluation||Application for Graduate Assistantships||Extension Request|
All college-wide graduate forms can now be accessed at:
The Department makes every effort possible to support student travel to conferences. Levels of support are determined annually, depending on the budget. In the 2012-2013 academic year, we will support students with the following: 1) up to $500 reimbursement of travel to a conference where the student presented a paper on which they were author or co-author; 2) up to $500 reimbursement of travel to a second conference where the student presented a paper on which they were author or co-author; 3) funding of up to $300 reimbursement for travel to each of two conferences during a student’s program (the student is not required to present at these conferences). The purpose of this latter funding is to help introduce students to scholarly communities/conferences to which they wish to actively belong and/or at which they wish to present papers in the future. To qualify for any travel reimbursement, all students (except first-year students) must have a current completed Annual Review form on file with the CITE program secretary.
Prior Authorization Required: To qualify for travel reimbursement, students must fill out a Travel Authorization Form with the program secretary (either in person or over the telephone) at least 3 weeks prior to the requested travel (4 weeks prior to international travel). No authorizations will be accepted through email. After the authorization is completed and processed, the student will be notified by email from the program secretary if the request is approved. All University travel must be approved prior to travel. This is a University requirement that also extends your insurance during travel. Each travel destination is processed on a separate authorization form and each destination has a separate approval. Authorizations and approvals will not be combined.
Reimbursement Requests: Reimbursement will not be given for travel that has not been authorized. All students requesting reimbursement must submit a copy of the email authorization approval (sent to them by the program secretary) along with the travel receipts. Receipts must be original (not copies) and contain the amount, the form of payment, and the name of the student requesting reimbursement. Save all receipts that may be pertinent to your travel (airfare, hotel, conference registration, parking, taxi/shuttle, etc.) Submit your receipts, travel authorization approval email, travel reimbursement worksheet, conference agenda, and Airfare Equivalency Worksheet (if applicable) to the CITE Program Secretary within 2 weeks following your return from the conference. A delay in submitting receipts (over 2 weeks) requires a written explanation of why the receipts are late and could result in not receiving reimbursement so please make sure you submit your receipts promptly with your attached Travel Reimbursement Worksheet. Do not include credit card statements with your receipts unless we request them.
Note--Driving VS Flying: If you prefer to drive to a conference rather than fly, please complete the Airfare Equivalency Worksheet prior to your travel. To acquire an airfare estimate, contact Passageways at 517-353-9898 or 800-684-7384. The University will now only accept quotes from Passageways. Submit this equivalency sheet with your receipts when requesting reimbursement. Keep in mind that if flying is cheaper than driving, MSU will only authorize reimbursement to a maximum of the amount estimated for flying (even if driving was more expensive).
Note--Shared Expenses: If you plan to share travel expenses with colleagues, please get separate receipts. If you cannot get separate receipts for a shared expense, all people seeking reimbursement from a shared receipt must submit their reimbursement requests with documentation showing the expenses that were shared, with whom they were shared, and how the shared expenses were paid. This will include copies of receipts, copies of personal checks, and documentation of any cash that changed hands to pay the shared expenses. Please contact the program secretary prior to expense sharing for a full explanation of how to properly document payment of shared expenses.
Note--Use Your Own Credit Card: The University will only reimburse receipts that you paid. Example: If you submit an airfare receipt that your friend arranged and paid for with his/her credit card and this credit card appears on the airfare receipt with the friend’s name as the purchaser, you cannot be reimbursed for the purchase.
Note--Example Of Perfect Receipt: A perfect airfare receipt includes the travelers name, the amount, the itinerary of travel with cities, dates and times, and the form of payment along with the last 4 digits of a credit card charge. The perfect hotel receipt shows the amount due, the amount paid, and the new balance displaying zero. The perfect conference registration fee receipt includes the registrant name, the amount for registration, and confirmation that the fee was paid. Often included with this confirmation is conference agenda and if any fee was charged for a special dinner. If you will be seeking reimbursement for meals, you will need to submit this agenda with receipts to prove that meals were (or were not) included with your conference registration fee. Meal receipts are usually not needed because the University reimburses a daily per diem amount for meals. The only exception to this would be a dinner meeting that would require pre-approval by the department and rarely applies to CITE travel. Please contact the Doctoral Program Secretary if you have any questitons about what an appropriate receipt should contain or when it is needed.
Note--Use Of A University Vehicle: The University Transportation Services department has vehicles that students can reserve for university business. To reserve a university vehicle for travel to a conference, you will need to complete the Non-Employee Student Driver Authorization form located at http://www.ctlr.msu.edu/Download.aspx?id=RiskManagement. Submit this form to the program secretary at least 60 days prior to the conference travel along with the travel pre-authorization form. At least 30 days prior to the travel, contact the program secretary to ensure that the authorizations have been approved and to arrange for vehicle pickup.
Note--Non-Reimbursement University Travel: When students travel for research or other activities related to MSU but are not being reimbursed for the travel, they are still required to file the pre-authorization travel form. This travel form insures the student during travel.
Guidance Committee Forms
The guidance committee serves the student, the program, the college, and the university in setting standards and promoting excellence in scholarship. Each member of the committee will participate actively and fully throughout a student’s program, from course planning through the defense of the dissertation. This committee should be formed early in the student’s second year of study.
The MSU Faculty Handbook (p. 124) defines a guidance committee as follows: “The guidance committee will consist of at least four Michigan State University regular faculty, at least three of whom, including the committee chairperson, possess an earned doctoral degree.” Regular faculty are those in the tenure stream. The four regular faculty members need not all be from the Department of Teacher Education; indeed, faculty from other departments and colleges can provide enormous benefits to our students. If a student wants to include on the committee an MSU faculty member who is not in the tenure stream or a faculty member from another university, the committee may be augmented by additional faculty.
The guidance committee members should possess interests compatible with the student’s, and should have strengths to contribute to the student’s academic, professional, and scholarly growth. Changes in advisor or committee membership may be initiated by the student, with the concurrence of the committee members. Similarly, faculty members may be added to, or may resign from guidance committees with the acknowledgment of other committee members. The Establish Guidance Committee Membership form should be filled out by the second year of study, and filed with the program secretary.
Often the makeup of the student’s committee will change at the point of transition into dissertation work. Dissertations ordinarily benefit from specific faculty strengths (in certain methodological or substantive areas, for example), and changes in the committee are logical after the program of study and comprehensive examinations are completed. Changes to committee membership at this time are recorded using the Changes in Guidance Committee Membership form and filed with the program secretary.
The Program Plan students submit for committee approval and departmental signoff includes the following components:
- The Report of the Guidance Committee Form (DOC)
- The list of courses should be organized under the headings: pro seminars, research courses, selectives and electives. (See example here) Please remember that two pieces of information need to be attached to this form:
- A written explanation of how the student’s program and/or professional experiences in the program fulfill the College’s Liberal Education Requirements.
- An explanation of how your program plan meets both depth and breadth requirements.
- Changes in Program Plan (DOC)
Documents changes applied to Ph.D. student's program.
Project Agreement Form (DOC)
A Project Agreement Form is used to initiate an Independent Study. Please make sure you fill out the student's part of the form, then have the faculty member guiding the independent study sign the form. In the event your advisor is not the faculty member guiding the study, make sure your advisor signs the form as well. When the form is complete, it should be submitted to the program secretary.
Students must enroll in the practicum (TE995) for one to six credits. This is accomplished by completing a Practicum Agreement Form with the faculty member who is serving as Practicum Director and by submitting that form to Doctoral Program Secretary. Two forms are to be used in the process of the practicum. The first form (The Practicum Agreement Form) is only for enrolling in the practicum. This form needs to be used to create your particular section of TE995 on the university course list, much like an independent study. The second form(The Practicum Committee and Defense Form PDF DOC) is to be used for the remainder of the practicum. That is, the steps comprising the practicum (constructing a committee, approval of one’s proposal, the oral defense, and approval of the final paper) should all be documented on this form. The same form is used throughout the practicum and should be submitted to the program secretary upon completion of the practicum.
For more information, please see the Comprehensive Exams page.
- Notice of Doctoral Dissertation Oral Examination
Prepared when student is ready to defend the dissertation, ideally one to two weeks before the defense date. Student fills out form on the college website: Submit an Event to the Calendar; under Event Title, put: "Oral Dissertation Defense: [Dissertation Title]." Under Event Cost enter $0, in the Event Summary and Event Description boxes, copy the event title and paste it into these fields. Check "NO" when asked if you want event posted on the University-wide calendar.
- Dissertation Proposal Approval (DOC)
Filed upon approval of Ph.D. student's dissertation proposal.
- Dissertation Director Approval (DOC)
Filed upon selecting a chairperson appropriate for a dissertation committee.
- Record of Dissertation and Oral Examination (DOC)
Form used to document pass/fail of oral defense.
Checklist that lays out the typical schedule for working through the program.
Evaluation tool that helps Ph.D. students document their progress in the program and determine future goals with their advisor.
Application for Graduate Assistantships (PDF)
Application for the Teacher Preparation Graduate Assistantship.
Request for extension of time to complete degree requirements.
Extension Request (DOC)
- College of Education Graduate Application Conviction Disclosure Form: Student Initiated [DOC]
Student downloads, completes electronically, and prints before securing signatures; no handwritten forms.
- Application for Graduation: Student Initiated
Students must apply for graduation.
- Application for Readmission: Student Initiated
Students must apply for readmission if not enrolled for one full year.