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Forms and Procedures

Academic Forms, Requirements and Procedures for Doctoral Students and Faculty

Students, Faculty and Staff can download the Forms, Requirements and Procedures listed below for completion of Doctoral Student milestones and academic requirements.

  • If requirements and/or instructions are not provided for any of the items listed below,  please read the most updated GC Bulletin for detailed information about procedures or contact the APO of Academic Support and Student Progress (jkubran@gc.cuny.edu) for academic matters.
  • If you are experiencing problems using the downloadable forms, please read Using Downloadable Forms with Adobe Acrobat Reader.

Faculty Instructions (CUNYfirst Class Roaster, Verification of Enrollment, Class Permissions (Overrides), and Grades)

Registration Information (Including Course Withdrawal Form, CUNY Residency Form, Permit Out and Consortium Forms and Non-Matric)

Graduate Center Bulletin - REGISTRATION

  • All Graduate Center students, regardless of where they are studying register through the Graduate Center, 365 Fifth Avenue, New York, NY 10016 (Seventh Floor). All students are required to be in status each semester. This means that students must either be registered or be on approved leave of absence. Information regarding registration procedures will be emailed to eligible students. The student will be advised on curriculum by his or her Executive Officer ot Academic Advisor.

    The Search for Classes link can be found at: Https://www.gc.cuny.edu/Prospective-Current-Students/Current-Students/Registrar

    Students delinquent in their financial accounts (or library obligations) will be denied the opportunity to register as well as the issuance of their transcripts or their degree diplomas. In addition, students who fail to meet satisfactory progress requirements, who have not fulfilled New York State immunization laws, or who have outstanding obligations to the Offices of Financial Aid, Admissions, or Residence Life may be denied the opportunity to register Immunization Requirement In accordance with New York State Public Health Law, Article 21, Title VI.

    Students taking ANY courses at other CUNY colleges must complete a Permit Out Form.  The form is the official notification to our Registrar's Office to both register the student at the other CUNY college (our Registrar's Office does this for our students), to include the course on the students' list of current courses and, at the end of the semester, to get the final grade for the student from the other college. The completed original Permit Out Form is brought to the Registrar's Office for final processing.

    The Permit Out Form is used for taking courses in another department other than Psychology at any of the CUNY campuses. It is used for any CUNY course not in the GC announcement of courses.

    The Graduate Center is a member of the Inter-University Doctoral Consortium, which provides for cross-registration among member institutions. Matriculated Graduate Center doctoral students may cross-register for doctoral study in the graduate schools of arts and sciences of the following institutions: Columbia University, Teachers College, Fordham University, The New School, New York University (including Steinhardt School of Education), Princeton University, Rutgers–New Brunswick (State University of New Jersey), and Stony Brook (State University of New York).

    In order to be eligible to petition for enrollment in a consortium course:

    1. You must be a matriculated doctoral student.

    2. You must have completed at least two semesters of graduate study at the home institution and be between your 2nd and 6th year of enrollment at the Graduate Center.

    3. The course you wish to take is not available at the Graduate Center or other CUNY college.

    4. Registration is subject to approval by the Vice President for Student Affairs at the Graduate Center and the divisional Dean at the host institution.

    5. For Columbia University —The course must be offered through the Graduate School of Arts and Sciences.

    6. There is a two-course limit per semester.

    Below are the procedures an eligible student must complete to petition for enrollment in a consortium course:

    - Once you have decided to take a course offered by a partner institution, you must fill out the Permit Out form which is available above and from the Office of the Registrar (Room 7201).

    - Your Psychology Executive Officer must sign the form. The Psychology program is administered through the Graduate Center and as such, the Executive Officer must sign the Permit Out forms.  Even if you are based at another campus, for example, City College, the Psychology Executive Officer still needs to sign the form. The EO may want to know that your advisor approved, through email, that you take a consortium course and how the course will fit into your current courses and plan of study. The forms are used at a number of campuses and so it still lists that the student's advisor can approve the form for the students, but here at the Graduate Center, it must be the Executive Officer.

    - Bring the completed and signed form to the Office of the Vice President for Student Affairs (Room 7301).

    - If the form is approved by the Vice President you must bring it to the Office of the Registrar where you will then be given the Inter-University Doctoral Consortium Registration Form. At that point you must fill out all of the information on the form and obtain all required signatures from both the Graduate Center and the host school.

    - You must then submit the completed and signed form to the Office of the Registrar (Room 7201) no later than the end of the drop and add period (the end of the third week of classes) or the course will automatically be dropped from your registration.

    If you choose to drop the course at any time before the end of the drop and add period, you must submit a Drop form, signed by your Executive Officer, to the Office of the Registrar (Room 7201). You must also inform the host college that you have dropped the course.

    Students taking courses at another university are subject, in those courses, to the registration and academic regulations of the host university, including the grading system, calendar, and academic honor system. It is the responsibility of the students to familiarize themselves with the pertinent regulations of the host university.

    Graduate Center students pay tuition to the Graduate Center for any cross-registered  courses they take.

    Any registration questions regarding the consortium should be addressed to the Office of the Registrar. Academic or policy questions should be directed to the Office of the Vice President for Student Affairs.
     


Helpful Information Concerning Registration - From the Registrar

When and how to register on record with Weighted Instructional Units (WIU) for PhD students:
  • If you are not Level III and you are not planning to take any courses in the upcoming term, then you need to register for Register on Record (ROR 1) and Weighted Instructional Units (WIU 7) to maintain your full time status. This will certify you as full time and will not affect any funding you will be receiving.
  • If you are taking courses that add up to less than 7 credits, you will need to register for the appropriate number of Weighted Instructional Units (WIU 1 - WIU 6) along with the courses you are taking to equal to 7 credits in order to maintain your full time status.
  • Weighted Instructional Units are billable if you are not paying a flat tuition rate. Registration must be completed prior to the start of the term.

Course Withdrawal
  • After the third week of the term, if a student elects to withdraw from a course, a Course Withdrawal Form (PDF) must be received by Office of the Registrar prior to the course withdrawal deadline. A grade of “W” will be assigned and the student remains liable for tuition. Current students if applicable should refer to the Student Handbook (PDF) for the special provisions for students in the military.
  • The completed form should be sent as an email attachment to Jude Kubran, jkubran@gc.cuny.edu, in the Psych Executive Office. Jude will get the EO’s Signature and forward the form to the Registrar’s office.
  • Students who wish to voluntary withdrawal completely from a doctoral program must be approved by the appropriate Executive Officer, forward to the  Office of Registrar, and clear by the Office of Financial Aid and International Students (if applicable), as well as the library, the Bursar, and the Business Office.
Residency and Tuiton Status:

For the purposes of determining tuition charges, a student is considered a resident of the State of New York if he or she has his or her principal place of abode in the State of New York for a period of at least twelve consecutive months immediately preceding the first day of classes for Tuition and Fees the semester with respect to which the residency determination is made, states his or her intention to permanently live and maintain his or her principal place of abode in New York State, and is not in the United States on any temporary visa.
Petition for a Change of Residency

All students requesting a change of residency status must submit a City University Residence Form (PDF) to the Office of the Registrar along with sufficient supporting documentation (PDF) no later than the end of the third week of classes of the semester for which the change is to be effective. Unless a written petition is filed with the Registrar by the deadline and the Vice President for Student Affairs is notified in writing of the pending petition, no retroactive changes in residency can be made.

Taking Courses at Other CUNY Colleges – Permit Out Form
Inter-University Doctoral Consortium – Permit Out Form
Non-Matric Student Approval Form

GC Compliance with University Refund Policies & Tuition Refund Schedule

GC Compliance with University Refund Policies & Tuition Refund Schedule

Satisfactory Academic Progress


GC Bulletin - Satisfactory Academic Progress

Students must be making satisfactory progress toward the degree to maintain their status at the Graduate Center and be eligible for any student financial assistance. In general, a doctoral student is deemed not to be making satisfactory progress if:
•    he or she has a grade point average below 3.00
•    has accumulated more than two open grades (“INC,” “INP,” “NGR,” “ABS,” or “ABP”)
•    has completed more than 45 credits without having passed the First Examination
•    has completed 10 semesters without having passed the Second Examination
•    has received two “NRP” grades in succession
•    or has exceeded the time limit for the degree.

Specific programs may have rules that differ.
Please refer to the sections on “Incomplete Grades,” “Standards for Retention,” “Computation of Grade Point Average,” and “Time Limits for Degrees,” which appear in the Student Handbook’s section on “Academic Policies and Procedures.”

The Graduate Center reviews each student’s record every semester. If academic standards have not been met, a student may register (and receive financial aid, if otherwise eligible) only on successful petition of the student’s Executive Officer to the Vice President for Student Affairs. Students whose petitions are approved are considered to be making satisfactory progress toward the degree and are eligible to receive financial aid.

Students who are employed as graduate assistants on departmental adjunct lines or as research assistants by individual grant holders must show satisfactory performance in these activities. If this performance is found to be unsatisfactory, such employment may be terminated. This type of termination is independent of satisfactory academic progress.


 

GC Student Transcript Request

You can request an Official Student Transcript without coming to the Registrar’s office by following these instructions:

  • Complete the form, sign it and return it to the Office of the Registrar by mail (365 Fifth Avenue, New York, NY, 10016), fax (212 817-1627) or email a scanned image of the completed form to registrar@gc.cuny.edu.
  • There is a $7 charge per transcript (unless the transcript is being sent to another division of CUNY in which case there is no charge). 
  • Be sure to include the receipt number on the transcript request form.

Transfer of Credits

The GC Bulletin states: TRANSFER OF CREDIT

A maximum of 30 acceptable graduate credits taken at other institutions may be applied toward the degree, provided the courses were completed with a grade of B or higher within an appropriate period of time and are equivalent to comparable courses at the City University. In the case of master’s programs, a total of 12 credits may be approved for transfer. Requests for transfer of credits should be initiated with the program. In the case of uncertainty, the Office of the Provost will make the final determination of the acceptance or denial of transfer credit. This is the new text – remove what was here before this text.


If you are considering transferring credits:

  • Please check the Student Handbook for your training area for specific Transfer Credit Requirements.
  • Official Transcripts: If the Admissions Office received official transcripts in your admissions package, please attach a copy of the transcript to the Transfer Credit Form.
  • If the there is no official transcript on file: Students will need to order an Official Transcript from the appropriate school(s). (Keep the transcript and original envelope together – they will later be attached to the Transfer Credit Form)
  • Undergraduate courses taken in excess of baccalaureate requirements may not be offered as advanced standing; nor may Graduate courses taken to meet admission requirements.
  • The final 30 credits for the PhD degree must be taken at The City University.
  • For the PhD Degree, a student may transfer from other accredited universities not more than 30 credits approved by the Department (no grade below B accepted).
  • The student’s faculty advisor reviews courses with their advisee – students should be prepared to show course descriptions and syllabus of proposed courses to be transferred.
  • Faculty advisor completes Transfer Credit Form with advisee:


Please PRINT CLEARLY!
1.    Discipline, EMPL ID #, Date of Admission, Name and address of student;
2.    Term Ending (Semester in which course was taken), Name of Institution, Course Title and Course Number, Grade received;
3.    CUNY Equivalent (Course name AND number OR number of equivalent blanket credits), CUNY Credits (leave blank if Blanket Credits), Graduate Advisor Signature and Date,* and Executive Officer Signature and date.
4.    Flag courses on the original transcript that are being transferred
5.    If original transcript is not on file in the Admission's Office, attach student’s original transcript and envelope to form. Faculty Advisor should print their name underneath their signature.
6.    Advisor signs and dates form

  • All original paperwork should be hand delivered or mailed using trackable mail to Judith Kubran for review, EO’s signature and processing through the administration.


Please mail paperwork to:
            Judith Kubran, LMSW
            APO of Academic Support and Student Progress
            GSUC/CUNY-Psychology
            365 Fifth Avenue, Room 6304.34
             New York, NY  10016

  • Please make sure the Administrative person of your training area is copied on all correspondence with the Psychology Executive Office.

En-Route Master's Degree

Students seeking an En-Route Master’s Degree must complete the Application for En-Route Master's Degree.

Basic requirements for an En-Route Masters include:

  • A minimum of 45 GPA credits with an average grade of "B," (Transfer Credits do not qualify for the 45 credit requirement for the En-Route Masters.)
  • Pass the First Doctoral Exam
  • Completion of a major research paper
Students who have a Master's Degree in Psychology from another institution are not eligible for an En-Route Master's Degree.

Students may not use Transfer Credits to qualify for the 45 credit requirement for the En-Route Masters.

You will be granted an MA in Psychology

    The physical degree will be available at Commencement. Degrees are printed once a year. Please contact the Registrar's Office to pick your degree or have your degree mailed to you.

  To Apply for the En-Route Master's:
  • Submit the Completed Form AND a major research paper.
  • The form must be signed by three Faculty Members who have read and approved the major paper. ORIGINAL SIGNATURES ONLY!
  • You may hand deliver or send by trackable mail the completed form with original signatures (no electronic signatures accepted) AND the final version of the major paper to Judith Kubran in the Psychology Executive Office.

Request for Leave of Absence


Application for Leave of Absence

The Graduate Center Bulletin – LEAVE of ABSENCE
Leaves of absence will be granted to students deemed to be in good standing who wish to interrupt their study. No more than four semesters of total leave time will be granted to any student. Each leave request should be made in writing to the student’s Executive Officer prior to the semester or academic year during which the leave will be taken. If approved by the program’s Executive Officer, requests for leave will be forwarded to the Office of the Registrar. The leave must then be cleared by the offices of Financial Aid and International Students (if applicable), the Mina Rees Library, and the Bursar.

  • Leaves of absence are not counted toward the time limit for completion of degree requirements.
  • Any student subject to induction or recall into military service should consult the veterans’ certifying officer before applying for an official leave.
  • Any international student with F-1 or J-1 student status must consult the Office of International Students at the Graduate Center before applying for a leave. In general, international students must remain outside the U.S. for the entire semester while on a leave of absence and may need to reapply for a new student status if their absence is longer than five months.
  • During the period of the leave, no changes in academic status, including such matters as the scheduling and taking of qualifying exams, application for en-route degrees, and advancement to candidacy, may be effected
  • Leaves of absence will be granted to students deemed to be in good standing who wish to interrupt their doctoral study.
  • No more than four semesters of total leave time will be granted to any student.
  • In Psychology, each leave request should be approved by the student's advisor. The completed form and an email from the advisor approving the LOA should be sent to Judith Kubran (jkubran@gc.cuny.edu) for review, EO’s signature and final processing prior to the semester or academic year during which the leave will be taken.
  • If approved by the Psychology Executive Officer, requests for leave will be forwarded to the Office of the Registrar for processing.
  • The leave must then be cleared by the Offices of Financial Aid and International Students (if applicable), the Coordinator of Residence Life (if applicable), the Mina Rees Library, the Bursar, and the Bursar’s Office.
  • Leaves of absence are not counted toward the time limit for completion of degree requirements.
  • Any student subject to induction or recall into military service should consult the veterans’ certifying officer before applying for an official leave.
  • Any international student with F-1 or J-1 student status must consult the Office of International Students at the Graduate Center before applying for a leave. In general, international students must remain outside the U.S. for the entire semester while on a leave of absence and may need to reapply for a new student status if their absence is longer than five months. A $10 readmission fee will be assessed upon the student’s return.
  • During the period of the leave, no changes in academic status, including such matters as the scheduling and taking of qualifying exams, application for en-route degrees, and advancement to candidacy, may be affected.

Students Who Have Fellowships and Request a Leave of Absence:

  • Students who request a Leave of Absence and who currently have a fellowship may defer a maximum of two semesters of their fellowships. Please contact Swe Swe Htay (shtay@gc.cuny.edu). Swe Swe will coordinate with the Office of the Graduate Assistant Program and provide the Fellowship Deferement Form.
  • Please make sure the Administrative person of your training area is copied on all correspondence with the Psychology Executive Office.
  • For more information, please review the 'Fellowship Deferment Policy.'

 

Parental Leave

Request for Program Withdrawal

Application for Program Withdrawal


GC Bulletin - Withdrawal
Written notice of voluntary withdrawal from a doctoral program must be approved by the appropriate Executive Officer, forwarded to the Office of the Registrar, and cleared by the offices of Financial Aid, International Students (if applicable), the Mina Rees Library, and the Bursar. Such notice must be submitted prior to the end of the third week of classes of a given semester to avoid full tuition liability for that semester. To resume study, a former student must apply to the program for readmission. Students who have not been granted a leave of absence (please refer to the section on “Leave of Absence,” above) or who have not registered by the first week of a given semester will be withdrawn automatically from the Graduate Center.

Students requesting to withdraw from the program should first contact Judith Kubran, jkubran@gc.cuny.edu in the Psychology EO Office.

Reason for Requesting Withdrawal (accompanied by copies of supporting documents) – Please be sure this section on the form is filled out and any supporting documents (including an email from your advisor or training area approving your withdrawal) are attached.

The form and supporting documents are sent as email attachments to Judith Kubran, jkubran@gc.cuny.edu in the EO Office. Jude will review the paperwork, get the EO’s signature and process everything on to the administration.

 

Request for Readmission to the Program

GC Bulletin - READMISSION
Readmission following a withdrawal is at the discretion of the student’s program. A special Application for Readmission must be filed in the Office of the Registrar, and cleared by the Offices of Financial Aid, International Students (if applicable), the Wellness Center, the Mina Rees Library, and the Bursar. It will be forwarded to the appropriate academic program office for consideration. A $20 readmission fee will be assessed.

Application for Readmission to the Program

Students: Send the completed Application For Readmission Form and the *Required Supporting Documentation as an email attachment to Judith Kubran, jkubran@gc.cuny.edu. Jude will get the EO’s Signature and will forward the paperwork on to the administration.

*Required Supporting Documentation: A detailed ‘Timeline to Completion’ including any conditions for readmission approved by the student’s Advisor or Training Area Head will accompany the Application for Readmission Form. Please include this as an email attachment along with the completed Application for Readmission Form.

Students: The form requires your signature in two places -  Line #8 and, under Part II –line #4.
 

Levels I, II and III

GC Bulletin - Levels: Doctoral Students
Doctoral tuition charges are based on a student’s “level,”
which is determined by a combination of the number of graduate credits completed (including, in the case of transfer students, credits accepted by the student’s degree program and the Office of the Registrar) and specific academic accomplishments.


Level I — Students who have completed fewer than 45 credits of graduate work (including approved transfer credit) or who have not passed the First Examination. At Level I only, students who are New York State residents and enrolled on a part-time basis (total of credits and Weighted Instructional Units or WIUs do not exceed 6) are billed on a per-credit basis. In addition, at Level I, both full-time and part-time out-of-state and international students are billed at the per-credit rate for all credits/WIUs.

Note: For billing purposes, courses taken by Level I students on an audit basis will be treated the same as courses taken for credit and will be included in the assessment of tuition charges.


Level II — From the semester following the completion of 45 credits (fully earned and evaluated and including approved transfer credits) and passing of the First Examination, to Advancement to Candidacy. Once you have completed 45 credits and have passed the First Doctoral Exam you will be automatically advanced to Level II by the Registrar's Office. No form is required.


Level III — From the semester following Advancement to Candidacy. Level III students registering for courses for credit other than 90000 will be charged additional tuition on a per-credit basis. Level III students do not incur additional tuition charges for courses audited.

First Doctoral Exam

The PhD Program in Psychology requires all students to pass a First Examination, prior to registration for coursework above 45 credits.  All coursework credit (including non-graded credits) and all transfer credits are included in computing this total. The First Examination is intended to assess the student’s progress and likelihood of continuing success in the Program. 

  • Each Area in Psychology determines the content and procedures for its own examination. Passing the First Doctoral Exam and completing 45 credits automatically advances the student to Level II.

    Requirement: Please have the student’s Advisor or the Training Area’s Administrative Person send an email to the Psychology EO Office, jkubran@gc.cuny.edu, stating:
          Student’s Name
          Banner ID #
          Date the First Doctoral Exam was successfully completed
          No First Docotral Exam Form required. 
 
  • If revisions are required, the date the First Doctoral Exam was successfully completed is the date the revisions were approved – not the original exam date.

    The EO Office will notify the Registrar’s Office and the milestone will be noted at the bottom of the student’s transcript.

    Failure to officially record the First Doctoral Exam will result in a Satisfactory Progress hold being placed on the student’s Registration. The student will not be able to register until the hold is cleared.

Second Doctoral Exam

The PhD Program in Psychology and the Graduate Center requires all students to pass a Second Doctoral Examination ‘within ten (10) registered semesters of enrollment in a doctoral program.’ Each Area in Psychology determines the content and procedures for its own examination.
Requirement: Please have the student’s Advisor or the Training Area’s Administrative Person send an email to Jude Kubran, jkubran@gc.cuny.edu, in the Psychology EO Office. The email should state:
      Student’s Name
      EMPL #
      Date the Second Doctoral Exam was successfully completed: Month, Day,Year
      No Second Doctoral Exam Form is required. 
Example: 
John Doe (23456789) passed the Second Doctoral Exam in Psychology on December 1, 2018.
If revisions are required, the date the Second Doc Exam was successfully completed is the date the revisions were approved – not the original date of the date.

The EO Office will notify the Registrar’s Office and the milestone will be noted at the bottom of the student’s transcript.

Failure to officially record the Second Doctoral Exam will result in a Satisfactory Progress hold being placed on the student’s Registration. The student will not be able to register until the hold is cleared.
 
 

Dissertation Topic and Committee Selection Form/Advancement to Candidacy/MPHIL

  • Dissertation Topic and Committee Selection Form

  • The completed Dissertation Topic Form initiates the process of Advancing to Candidacy and to Level III.

  • This form requests the names of your committee members, the working title of your dissertation, and a summary of your proposed research. Remember:  The Graduate Center requires that at least three committee members be CUNY doctoral faculty.

Before a student can be certified as a candidate for a doctoral degree (advancement to Level III of the process of earning the doctoral degree), they must have completed the following requirements:

  • all required course work (of which at least 30 credits must be taken at the City University) with at least an overall B average;

  • all grades must be posted on the transcript before Advancement can be requested. Any OPEN Grades must be cleared up before submitting forms to Jude Kubran.

  • the First and Second Doctoral Examinations; and

  • approval of the Dissertation Topic and Committee Selection Form

  • The chair of the committee signs the form. Please send the completed form and your proposed research summary statement as an email attachment to Jude Kubran at jkubran@gc.cuny.eduOriginal signatures are NOT required.

 ** The following training areas require the Chair's and the Training Area Coordinator's approval before it is submitted to the EO Office: Behavior Analysis, Basic and Applied Social Psychology, Developmental Psych, Psychology and Law, Clinical Psychology at John Jay College, and, Clinical Psychology at Queens College.

  • The APO for Academic Support and Student Progress, Judith Kubran will approve and sign off on the form.

  • Please complete the Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member form for any  Non-CUNY doctoral faculty on your committee. Outside readers should have demonstrable expertise in the appropriate field of study, based on their scholarly work over the recent past. Alumni from CUNY must not have overlapped with the student defending their dissertation. Send the completed and signed form and the member's CV as email attachments to Jude Kubran (jkubran@gc.cuny.edu). An original signature is not required to process this form. The form and CV will be reviewed by the Executive Officer in Psychology. You will be notified by email if the committee member(s) are NOT approved.

Masters in Philosophy (M.Phil.)
The Graduate Center awards the Master of Philosophy degree (M.Phil.) to doctoral students (with the exception of those enrolled in the Musical Arts or clinical doctoral programs) who are advanced to candidacy. Students will receive, along with the notice of advancement, an application-for-degree form for the Master of Philosophy degree. If the student does not receive the form, they should email the registrar’s office for a copy. It is the responsibility of any student wishing this degree to obtain the from the Registrar. Please note that the date of filing for the degree determines the date upon which the degree will be conferred.

  • Please copy the Administrative person of your training area on all correspondence with the Psychology Executive Office.

Business Cards (Students)

Students who have been Advanced to Candidacy and are now Level III may request GC business cards by emailing the following details to Swe Swe Htay, Assistant Program Officer (APO) at shtay@gc.cuny.edu :

    Proof of Level III: Unofficial Transcript
    Name as it should appear on card
    Doctoral program: Psychology
    Training Area: (your respective Training Area)
    Telephone number: (your preferred phone #)
    Email address: (your preferred email address)

  • The APO will email details above to Marketing and Communication Office (C&M).
  • A digital proof will be returned to the APO for review. If acceptable, C&M will request  Graphic Arts print shop to print the cards.
  • Students must pay $17 for the printing cost at the Bursar Office and receipt must be delivered to Room 8302 to the attention of Donald Cherry or Morgan Doneger.
  • Once C&M receives the receipt, the order will be placed. Allow five to ten business days to print. Business cards will be delivered to Psychology Program Office in room 6304.07.

Human Subjects Compliance - Human Subjects Research Protection Program (HRPP) Non-Human Animals-Hunter College Institutional Animal Care and Use Committee (IACUC)

GC Bulletin - Human Subjects Compliance

The Graduate Center has an ethical and legal commitment to protect human subjects in research. All such research, whether for the dissertation or for other purposes, must be reviewed and approved by the CUNY HRPP (Human Research Protection Program) prior to its initiation. This includes interviews, observations, questionnaires, use of previously collected data with identifiers, and any other methods by which data are obtained from human subjects. Student researchers who are conducting research with human subjects must complete the Collaborative Institutional Training Initiative (CITI) human subjects training, as must their advisors.
 
Important Information for Student Principal Investigators (P.I.s) Concerning Internal Review Board (IRB) Submissions: CUNY graduate students must submit their research protocols involving human subjects research to the HRPP Office at the CUNY College with which their faculty advisor has his/her primary affiliation. This applies to new and open protocols. Thus, any P.I. with an open IRB protocol must submit continuing review applications, amendments, and/or closure forms to the advisor’s primary campus irrespective of where he/she submitted the original application.
 
Human Subjects Research Protection Program (HRPP)

The CUNY Human Research Protection Program (HRPP) is responsible for the protection of the rights and welfare of human subjects in research projects conducted at CUNY or by CUNY faculty, staff and students and RF CUNY staff. The program provides oversight, administrative support and educational training to ensure that CUNY research complies with federal and State regulations, University policy and the highest ethical standards. The CUNY HRPP comprises of 5 University Integrated Institutional Review Boards (IRBs) and 19 on-site HRPP offices. For more information about the CUNY Human Research Protection Program, please clickhere. 

Please see information pertaining to required CITI Traininginstructions on how to use IDEATEHRPP Educational Materials, as well as links to miscellaneous information.

All CUNY students must submit their human subjects research protocols to the HRPP office at the CUNY campus with which their faculty advisor has their primary affiliation. Contact information for the HRPP Coordinator at each CUNY College is available here. 

Policies and Procedures

See the Policies and Procedures here.

Contact GC HRPP
*Please include your IDEATE protocol number in all correspondence*  

Seth Schimmel
Graduate Center Human Research Protection Program Assistant
Phone: 212-817-7532 Email: sschimmel@gc.cuny.edu

Non-Human Animals:  Hunter College Institutional Animal Care and Use Committee (IACUC). Both federal and state regulations require the humane treatment of animals used in research and educational activities. Meeting these requirements is the function of the Hunter College Institutional Animal Care and Use Committee IACUC, the veterinarian, and the Manager of the Hunter College Animal Facility. Quality science requires quality animal care. The IACUC, the Hunter College veterinarian, and the facility manager work together with the researcher to ensure that animal experiments and educational activities are conducted in accordance with the highest scientific, humane, and ethical principles. All studies involving the use of live animals must be approved by the IACUC. This applies to all vertebrate animals, even those that do not enter the animal facilities and those that may be sacrificed upon arrival. It also includes animal studies performed at other institutions by Hunter faculty and staff.

Dissertation Timelines for Completion of Degree

This Dissertation Defense Timeline is an EXAMPLE ONLY.
 
You are not required to follow this time frame. It is only a suggestion of how you might plan for your defense.
 
Please use this Timeline as an example and guide in estimating how long it might take to defend and deposit - so you can plan accordingly.
 
What IS REQUIRED is that you submit 3 of the 5 Dissertation Evaluation Forms to the APO for Academic Support and Student Progress 4 weeks prior to your defense date so we can officially notify the Provost’s Office of your defense. The remaining 2 Dissertation Evaluation forms may be turned in any time before the Dissertation Defense.
 
It is advised that you work closely with the Chair of your committee to lay out a time frame en-route to your defense date allowing time for all committee members to read the dissertation, provide feedback, and agree upon a date and time for the defense. Remember to take into account if any of your committee members will be on sabbatical.
 
Always check with your Training Area’s Student Handbook for procedures and requirements.
 
Please let me know if you have any questions.
 
Thanks!
 
Judith Kubran, LMSW
APO for Academic Support and Student Progress
jkubran@gc.cuny.edu
212-817-8751

Dissertation Defense

  • Dissertation Defense Committee Composition: Please follow individual training area requirements for selection of the dissertation committee and arrangements for the defense. Check your training area's Handbook for Dissertation Committee Requirements.  If it is unclear, please check with the head of your training area. NOTE: The Graduate Center states that at least three members of the dissertation defense committee must be members of the Graduate Center doctoral faculty.  This is the only Graduate Center requirement.  Your Training Area's requirement will include this plus their own dissertation defense committee composition requirements.  If any of your dissertation committee members are not CUNY Doctoral faculty, please see the subheading "Request for Approval of Non-CUNY Doctoral Faculty Dissertation Committee Member" below for further instructions. 
  • Dissertation Evaluation Form
     
    THREE Dissertation Evaluation Forms must be received four weeks prior to the dissertation defense date in order for the EO Office to officially notify the Provost’s office of the defense.
     
    All remaining Dissertation Evaluation forms must be received by the day of the defense.
     
    The student should complete the top section of the form before distributing it to their committee members. The Advancement to Candidacy date is found at the bottom of your transcript. Be sure to complete the section for Chairperson and Evaluator and the Campus for each.
     
    Please use legible handwriting if you are not going to type the info.
    The forms do not require original faculty signatures. Electronic signatures are accepted.
     
    Please Note: Students should consult with their advisor as to the timely distribution of Dissertation Evaluation Forms to their committee members.
     
    Please send the completed form as an email attachment to the APO of Academic Support and Student Progress (jkubran@gc.cuny.edu).
    The form may be sent to jkubran@gc.cuny.edu either by the student, the advisor, the committee member, or the Administrative Support person for your program.
     
  • Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member. Please complete the Request for Approval of Non-CUNY-Doctoral Faculty Dissertation Committee Member form for any  Non-CUNY doctoral faculty on your committee.Outside readers should have demonstrable expertise in the appropriate field of study, based on their scholarly work over the recent past. Alumni from CUNY must not have overlapped with the student defending their dissertation. Send an email attachment of the form and the member's CV to the APO for Academic Support and Student Progress (jkubran@gc.cuny.edu). An original signature is not required to process this form. The form and CV will be reviewed by the EO Office and you will be notified by email if the committee member(s) are not approved.
       

International Students

  • Required Glacier TaxPrep Online Software Registration:  ALL International Students are subject to taxation on all U.S. source income and must file annual reports ("tax returns") with the U.S. Internal Revenue Service (IRS) regardless of whether or not they received any income. Although the Office of International Students is not able to provide income tax advice, it does make available appropriate information concerning Federal (U.S.) and New York State tax requirements. CUNY requires all International Students to register in GLACIER to determine their tax status before they may receive any money from fellowships, scholarships, or teaching or research assistantships. CUNY also makes the GLACIER TaxPrep online software available for students to help them prepare their annual U.S. tax returns. - See more at: http://www.gc.cuny.edu/Prospective-Current-Students/Current-Students/International-Students-(Current)#sthash.ZEzE5qfF.dpuf
 
  • CAMS Account for International Students: Students who do not have a social security number are assigned a number for CUNY purposes, such as access to CUNY Portal and Blackboard.  It is 66621xxxx where xxxx is the last 4 digits of the banner ID.  (Vincent De Luca, Registrar)

Alumni

Other Useful Links for Graduate Center Psychology Students