Graduate Student Policies
Graduate Student Policies srodriguez31Allocation of Tuition Waivers for Non-sponsored Assistantships
Allocation of Tuition Waivers for Non-sponsored AssistantshipsTo establish how non-sponsored tuition waivers are allocated in the Georgia Tech budget and budget process.
The Institute maintains a budget to account for tuition revenue foregone when tuition waivers are used for non-sponsored GTA (graduate teaching assistant) and GRA (graduate research assistant) positions. These are positions in which state funds are used to pay the stipends. As with GRA or GTA work on sponsored projects, the Institute covers all tuition for these students beyond the $25 required by the Board of Regents.
In the tuition waiver budget, each college is permitted to use an established number of non-sponsored waivers. The permitted number is affirmed or expanded each year in the Institute budget process, through a request from each Dean and decision by the Executive Leadership Team.
All colleges and non-college units.
Definitions:
| Non-sponsored assistantship | An assistantship in which the stipend is paid from state funds. |
| Tuition waiver | Part of tuition not charged to the student. |
| Academic faculty member | As defined in the Faculty Handbook. A faculty member who supervises a GRA or GTA assignment must be appointed in an instructional unit and cleared as instructor of record by the Office of Faculty Affairs. |
| Using the Waivers | |
|---|---|
| In the colleges | Under this system, non-sponsored tuition waivers are approved and controlled by the academic units. The home department or school and the hiring unit (if different from the home unit) must certify that the assignment contributes to the student’s graduate education, and an academic faculty member must provide supervision for the educational aspect of the work, through registration for GRA or GTA credit with that faculty member. |
| Outside the colleges | Non-academic units, while they are not allocated non-sponsored tuition waivers, are permitted to employ graduate research or teaching assistants, if the work is directly related to the student’s graduate program. If non-academic units want to employ a GRA or GTA, they must request the waiver to accompany the position from the home unit (department or school) of the student who will be hired. A faculty member from the home unit should oversee the academic aspects of the work of the GRA or GTA student in the non-academic unit to ensure the quality and relevance of the work to the student’s academic work. All graduate research or teaching assistant hires in non-academic departments must be approved by the Vice Provost for Graduate Education and Faculty Development (VPGEFD). |
Forms:
| Title | Link |
|---|---|
| Request for GRA or GTA outside an academic unit | Send email to vpgefd@gateh.edu, giving the name and GTID of the student, the nature of the assignment, and the faculty member supervisor. |
Deans request tuition waivers in the budget process and monitor their use.
Executive Leadership Team determines the allocation of waivers in the Institute budget process.
Home schools enter the waivers for students with GRA or GTA positions that meet the Institute requirements (see Graduate Assistantship Enrollment and Employment policy).
Non-academic units request tuition waivers from the home schools of students they want to hire there and locate academic faculty members willing to supervise the academic aspects of the work.
Use of waivers beyond the established number will create a budget deficit in the College and thus trigger a discussion with the Provost’s office. Students given GRA or GTA positions that do not meet the policy are subject to cancellation of tuition waiver.
To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508
| Revision Date | Author | Description |
|---|---|---|
| May 2015 | Graduate Studies | Language Clarification |
| April 2006 | Lisa Godfrey, Budget Office | Last revision of the procedure |
Financial Assistance
Financial Assistance srodriguez31For information on Financial Assistance please follow the link below.
http://www.grad.gatech.edu/paying-for-grad-school
Graduate Admissions
Graduate Admissions abruneau3Policies on Graduate Admissions can be found in the Student Catalog, Graduate Admissions.
Graduate Assistantship Schedule and Flexibility Policy
Graduate Assistantship Schedule and Flexibility PolicyTo clarify when graduate student work assignments stop and start and the level of acceptable flexibility in hours.
The work duties of Graduate Research Assistants (GRAs) and Graduate Teaching Assistants (GTAs), encompass 4.5 calendar months for fall and spring terms and three calendar months for summer term. The fall term work period consists of half of August and all of September through December. The spring term work period consists of January through April and half of May. Summer term consists of half of May, all of June and July, and half of August. Supervisors are generally expected to employ a GRA or GTA for the full work period, providing continuous employment and pay throughout the year.
GRAs and GTAs are not required to work on official Institute holidays, which appear on the Human Resources web site. In addition, at the discretion of the student’s supervisor, a GRA or GTA may be permitted to average effort over several weeks or cluster research or teaching activities in order to spend one or more weeks away from campus during the semester or, more frequently, during periods when classes are not in session. Any time away requires the approval of the supervisor. This flexibility may be used to allow later start dates for students new to campus. Some work assignments may not permit this flexibility.
GRAs or GTAs appointed to sponsored research projects should monitor their appointments monthly in the Electronic Workload Assignment Form (EWAF), because they will be required to sign an Annual Statement of Reasonableness indicating that the effort they put into projects was correctly recorded. For more information on this Plan Confirmation System, see /personal-services-reporting-using-plan-confirmation-system.
The policy applies to all graduate students and all hiring units.
Graduate Research Assistantship (GRA)
Part time research job held by a graduate student.
Graduate Teaching Assistantship (GTA)
Part time teaching job held by a graduate student.
Graduate Assistant (GA)
Part time research or administrative job held by a graduate student.
Supervisor
The person to whom a graduate assistant reports in his or her work responsibilities.
Graduate programs should communicate these terms of employment to students when they are hired. Graduate student assistants must communicate their needs for schedule flexibility to their supervisors. Supervisors of graduate student assistants must review and approve any flexibility in hours used under this policy.
Hiring Unit
The hiring unit (school, department, or laboratory) is responsible for communicating the dates of work assignments, the number of hours of work expected per week, the extent of flexibility allowed, and the procedure for requesting flexibility.
Supervisor
The supervisor is responsible for keeping the student’s actual workload within the number of hours paid and allowing reasonable flexibility in fulfilling work responsibilities.
Graduate Student Employee
The graduate assistant is responsible for working the number of hours designated for the assignment, requesting flexibility when needed, and abiding by the determination of the supervisor with regard to flexibility requests.
Students who believe this policy has been violated should first approach the individual responsible for the violation to resolve the issue. If the violation persists, the situation should be reported to the head of the next level up from the violation (e.g., school chair or laboratory head in the case of violations by supervisors; deans or institute directors for laboratories) or to the Vice Provost and Postdoctoral Education vpg@gatech.edu. In case of doubt about where to report, use the EthicsPoint reporting tool. The Georgia Tech Advocacy and Conflict Resolution resources are available to help resolve conflicts.
| Revision Date | Author | Description |
|---|---|---|
| March 2014 | Graduate Education | Graduate schedule guidelines. Clarification of when graduate assistantships start and stop and whether any time away from campus is permitted. |
| June 2024 | Graduate Education | Editorial Changes |
Graduate Student Enrollment and Employment
Graduate Student Enrollment and EmploymentThis policy regarding when and how graduate students may be employed will ensure compliance with Board of Regents policies and our agreements with federal sponsors.
Research and teaching assistantships provide work experiences for graduate students that contribute to their education. Research assistantships involve tasks such as setting up equipment, gathering and analyzing data, participating in research team interaction and training, and writing up and presenting results. Teaching assistantships involve activities such as planning and delivering classes, laboratories, or online educational experiences, grading, and evaluating the teaching and learning experience.
The work done under a graduate research or teaching assistantship should enhance the student’s educational experience. Research grants may not be used for teaching assistantships unless the grant terms specifically allow it. It is expected that students working on grants or contracts are acquiring skills and knowledge relevant to their educational programs and must be registered.
Graduate students employed as Graduate Research Assistants, Graduate Teaching Assistants, and Graduate Assistants must be registered as full-time students.
Any graduate student hired to do research or teaching at 33% to 50% effort must be hired as a Graduate Research Assistant (GRA) or Graduate Teaching Assistant (GTA); all GRA and GTA assignments must fall within this range of effort. Pay must meet the Institute minimums and be consistent with standards set and published within the School or College.
In accordance with Office of Management and Budget requirements, and as outlined in rate agreements with the Federal Government, expenses for similar purposes must be treated the same way under like circumstances. This principle requires us to hire graduate students doing similar kinds of work through the same mechanism at similar rates (including pay scales and tuition charges). If a student is hired on a federal project as a Graduate Research Assistant, the employment of the student shall remain as a GRA throughout their involvement with the project. Students in GRA or GTA positions will be required to pay $25 regular tuition, plus any applicable differential tuition and student fees; the institution covers the remainder of their tuition. (See the policy on tuition waivers for payment rules regarding partial semesters.)
For administrative work or small research or teaching jobs (less than 25% effort), the Graduate Assistant (GA) hiring mechanism may be used. GA assignments carry no tuition waiver, but the student must be registered. A student hired as a GA is responsible for paying tuition and fees. GA salary may be charged to sponsored projects if the work is appropriate and should be set at the unit’s prevailing pay rate for graduate students.
Exceptions to these policies may be requested from the Vice Provost for Postdoctoral and Graduate Education.
The policy applies to all graduate students and all hiring units.
Definitions:
| Graduate Research Assistantship (GRA) | Part time research job held by a graduate student. |
| Graduate Teaching Assistantship (GTA) | Part time teaching job held by a graduate student. |
| Graduate Assistant (GA) | Part time research, teaching, or administrative job held by a graduate student. |
| Full tuition waiver | Administrative action that reduces the tuition a graduate research or teaching assistant pays to $25. |
The Hiring Unit submits the Student Hiring Packet and the Student’s Home School enters the tuition waiver in Banner if appropriate.
Hiring Unit
The Hiring Unit must coordinate with the student’s home school to ensure that the student’s enrollment status allows him or her to work under an assistantship. If using state funds to pay the student, the hiring unit must either provide the non-sponsored tuition waiver or have a commitment from the student’s home school to provide it.
Student’s Home School
The student’s home school is responsible for ensuring that the student’s enrollment status allows the student to work under an assistantship and that no tuition waivers are entered for students who are hired without GRA or GTA assignments. The student’s home school is responsible for posting standard pay rates for assistantships in a place that is accessible to students.
Faculty Supervisor
The faculty supervisor is responsible for assigning a work load to the student assistant that does not exceed the permissible number of hours of the position and does not impede the student’s academic progress; for mentoring the student in his or her work role; for assuring that the student has received appropriate training in the responsible conduct of research, including safety; and for evaluating the student’s performance in writing at least once every semester. The faculty supervisor is responsible for communicating how long the assistantship position is likely to last and giving as much advance notice as possible if the student’s assistantship position is going to be discontinued.
Student
The student is responsible for working the expected number of hours with the expected level of productivity, asking for help from the supervisor as needed. The student is responsible for knowing and following all relevant safety regulations and ethical standards. The student is responsible for keeping careful records of data collection procedures and leaving all data and records with the supervisor at the appropriate time. GTAs are responsible for completing grading assignments in a timely manner, including turning in grades by any deadlines set by their supervisors at the end of the semester.
Students who are not employed properly are subject to cancelation of registration for lack of payment of tuition or cancelation of employment if registration requirements are not met.
Policy 4.7 of the Georgia Tech Faculty Handbook, Student Complaints and Grievances against a Faculty Member http://policylibrary.gatech.edu/faculty-handbook/4.7-student-complaints-and-grievances-against-faculty-member, outlines procedures for when a student has a complaint and/or grievance.
| Revision Date | Author | Description |
|---|---|---|
| October 2022 | Office of the Provost | Editorial Updates |
| March 2014 | Office of the Provost | This policy replaces http://www.policylibrary.gatech.edu/student-life/graduate-assistantship |
Graduate Student Handbook
Graduate Student Handbook srodriguez31For information on Graduate Student Handbook please go to the link found here: https://grad.gatech.edu/sites/default/files/documents/grad_guide_fall_2020_20200618.pdf
Graduate Student Tuition Waivers
Graduate Student Tuition WaiversThis policy statement consolidates a number of current practices. It clarifies the two major types of tuition waivers; sets conditions for waiver of tuition if the student’s employment status changes during the term; and sets conditions for GRA or GTA positions in non-academic units.
Full tuition waivers accompany all research and teaching assistant positions that require one-third to one-half time work. Half tuition waivers may be offered; tuition waivers may be prorated for approved hires after the term starts; and academic units may provide tuition waivers to GRAs or GTAs working in non-academic units if the work is done under the supervision of a faculty member. Graduate students are eligible for non-resident tuition waivers only under special circumstances.
The policy applies to all graduate students and all programs.
Definitions
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Non-resident tuition waiver (NRTW) |
Administrative action that reduces tuition for an out-of-state student to in-state level. |
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Full tuition waiver |
Administrative action that reduces tuition for a graduate research or teaching assistant to $25. |
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Half tuition waiver |
Administrative action that reduces the tuition bill for a graduate student to half of the in-state tuition level, in conjunction with a work assignment at half the number of hours of a full assistantship in the same program. Can be used only with state funds. |
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Tuition remission |
The tuition rate automatically charged to a GTF account or sponsored project when a GRA or GTA is paid from the account or project. When the project pays tuition remission, the student receives a full tuition waiver as described above. |
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Academic Unit |
Any school, department, or program within one of the colleges. |
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Academic Faculty Member |
As defined in the Faculty Handbook. To supervise GRA or GTA credits, the individual must be cleared to be an instructor by the Office of Faculty Development. |
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5.1 Types of tuition waivers Georgia Tech’s policies on tuition waivers for graduate students are framed by those of the Board of Regents of the University System of Georgia (BOR), as well as by federal grant regulations. The BOR allows Georgia Tech to provide two distinct types, both called “waivers” in its tuition policies (BOR Policy Manual Section 7.3.4.1; see Fall 2015 revisions). |
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1. Non-resident tuition waivers (NRTWs) |
Non-Resident Tuition Waivers (NRTWs) are also called “out of state tuition waivers.” These waivers eliminate the out-of-state portion of the tuition a student would otherwise pay. They fall into several categories:
1.2.Mandated categories. The BOR mandates that we give NRTWs to several categories of people, including employees; military personnel and their families; border county residents; family members of residents; and students associated with economic development activities of the state. (See details in the BOR Policy Manual Section 7.3.4.1.) These waivers are administered by the Registrar’s Office.
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2. Full Tuition Waivers |
The other major category of waivers largely releases the student from payment of tuition, except the $25 mandated by the Board of Regents. The BOR permits Georgia Tech to give graduate students full tuition waivers as long as they are research assistants (GRAs) or teaching assistants (GTAs) (see BOR Policy Manual Section 7.3.1.2). Other Georgia Tech policies govern who counts as a GRA or GTA for full tuition waiver purposes (e.g., must be full time student working 13-20 hours per week). Unlike NRTWs, full tuition waivers are not limited in number by the BOR.
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5.2 Timing of waivers Both NRTWs and full tuition waivers must be applied to a student’s account before tuition is due (the Monday of the second week of class). Full tuition waivers must be associated with a GRA or GTA appointment by that same time. If these conditions are not met, the student is responsible for full tuition for the term. |
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Termination mid-semester |
Assistantships may be terminated mid-semester if students withdraw, complete their degree work, or leave campus permanently. In these cases, stipends will be paid only to the date of termination. Any tuition waiver applied at the beginning of the semester will continue to be in force. Sponsored projects will be charged the monthly rate for tuition remission up to the date of termination. If a student does not complete the work commitment for any reason other than withdrawing and leaving school, then the tuition waiver will be removed and student will be responsible for paying tuition for the full term at the applicable rate (resident or non-resident).
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Late hires |
In the rare case in which a student is hired for a GRA or GTA position after tuition and fees are due for the term, responsibility for tuition up to the month of hiring remains with the student, at the applicable rate (resident or non-resident). Responsibility for tuition from the month of hiring shifts to the account to which the GRA or GTA position is being charged through the use of a prorated tuition waiver amount reflecting the portion of the term remaining based on the last day of the hiring month. Because the percentages vary from term to term, the Bursar will post the percentages for each term. Since late hiring is an exception to regular practices and may affect other aspects of financial aid, it requires review by the Registrar, Bursar, and Office of Scholarships and Financial Aid and written approval from the Vice Provost for Graduate Education. |
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5.3 Other provisions |
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Half waivers |
Graduate programs may offer half research or teaching assistantships to full-time students, if state funds are being used. Like full assistantships, these automatically waive the non-resident portion of tuition. The student pays half of in-state tuition, and the other half is waived. The student is still responsible for all differential tuition in programs where this applies. The work assignment for these assistantships must be half the number of hours required for a full assistantship in the same program. |
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Waivers for work outside the colleges |
All tuition waivers are allocated to and used by academic units alone. The student’s home school must enter the waiver, regardless of where the student is working. By entering the waiver, the academic program certifies that the work to be done is relevant to the student’s graduate education. If non-academic units want to fund GRA or GTA positions, they can request the waiver to accompany the positions from the home school of the student who will be hired. The unit must certify that the assignment contributes to the student’s graduate education and an academic faculty member must provide supervision for the educational aspect of the work, as shown by the student’s registering for GRA or GTA credit with that faculty member. All GRA or GTA assignments outside the colleges must be approved by the Vice Provost for Graduate Education and Faculty Development. |
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Student responsibility for fees |
Tuition waivers do not include waivers of payment of fees. Responsibility for fees always remains with individual students when they are hired as GRAs or GTAs. |
Home school of GRA or GTA enters the tuition waiver to accompany a GRA or GTA appointment.
Office of Scholarships and Financial Aid enters all Presidential non-resident tuition waivers, either under standing instructions or with the approval of the Vice Provost for Graduate Education and Faculty Development in the case of graduate students.
Registrar’s Office enters NRTWs for special categories mandated by the Board of Regents.
Office of International Education approves NRTWs for international exchange students.
Executive Vice President for Research (EVPR) approves all exceptions to the policy of charging tuition remission to GTF and sponsored accounts.
Bursar’s Office applies or removes tuition waivers, including pro-rating when approved and posting the schedule and percentages for pro-rating.
Vice Provost for Graduate Education and Faculty Development approves all late GRA or GTA hires; all GRA or GTA hires outside the colleges; and all special cases of NRTWs.
Students are responsible for paying all fees and any tuition that is not waived by the Bursar’s deadlines each term.
Principal investigators, units, or programs that violate the policies must pay any resulting tuition balances with GTF or GTRC funds. Students who violate the policies must pay any tuition due or have their registration canceled due to lack of payment.
To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508
Hour Loads for Graduate Students
Hour Loads for Graduate StudentsThe following general policies are provided to serve as guidelines for determining the hourly workloads of students who are pursuing graduate degrees.
Full-time graduate students are expected to give primary attention to the pursuit of their degrees.
Graduate students are expected to take semester workloads which will contribute to substantial progress toward a degree.
Graduate students shall register for a number of hours of research which is consistent with a realistic appraisal of the amount of work to be done on a project, thesis, or dissertation, and the amount of faculty involvement and use of Institute facilities required.
Realistic accounting for graduate student credit hours helps support a quality graduate program.
This policy applies to all degree-seeking graduate students.
Transcript Recognition of Teaching and Research Activity
Students holding graduate teaching or graduate research assistantships may register for courses in recognition of teaching (8997) and research (8998) activities if these courses are available for their school. The 8997 and 8998 courses are audit-base courses. A student may not register for more than a total of 9 hours of 8997 and 8998 during any semester.
Course Load Requirements
The following regulations shall govern the semester registration requirements for students who are pursuing graduate degrees:
- Full-time students must be enrolled for at least 12 credit hours on a letter grade or pass-fail basis. As an exception, the advisor and school chair may allow up to 3 hours out of the 12 minimum to be taken on an audit basis in Fall and Spring semesters; in Summer semesters the advisor and school chair may allow up to 6 hours out of the 12 minimum to be taken on an audit basis. Hours in excess of the required 12 may be taken on any basis. Full-time students working exclusively on thesis research should be registered for 18 or more hours of 7000 or 9000 (Master's or Doctoral Thesis) in Fall and Spring semesters, and for up to 16 hours during Summer semesters.
- The following students must register on a full-time basis as defined above:
- graduate research and teaching assistants
- students supported by fellowships, traineeships, or individual grants
- students with out-of-state tuition waivers
- students assigned to the Institute by the Armed Forces for the purpose of pursuing a degree
- students on student visas
- graduate co-op students on non-work semesters.
- Students involved in thesis research must register for an appropriate number of 7000 or 9000 hours.
- The minimum load for part-time students is 3 credit hours.
- A student may register for only one hour of Master's or Doctoral Thesis (7000 or 9000) during the semester of graduation. This exception may be used once for each degree.
- The maximum allowable semester load for employed students other than graduate assistants is reduced as a function of the number of hours employed per week as follows:
| Workload per week | Maximum semester hour load |
|---|---|
| Full time (40 hours) | 6 |
| 3/4 of full time (30 hours) | 9 |
| 2/3 of full time (27 hours) | 10 |
| 1/2 of full time (20 hours) | 12 |
| 1/3 of full time (13 hours) | 15 |
| 1/4 of full time (10 hours) | 18 (16 for Summer semesters) |
The minimum load for these students is three hours, except as described in Course Load Requirement #5 above, but such students should be encouraged to take the maximum load they can handle in order to progress toward completion of the degree.
Course Selection
Full-time students are expected to enroll for a letter grade in regular courses and thesis hours whenever possible. Registration loads should reflect, as much as possible, the student and faculty efforts involved in the program of study. Registration loads each semester should be comprised of various hours from the areas listed below:
- Regular courses: letter-grade, pass-fail and in special cases, audit;
- 7000 or 9000 courses for thesis students;
- Special problem or research project courses;
- Specific courses for teaching or research education;
- GTA/GRA courses 8997/8998 (up to a maximum of 9) if available in the student's major school and the student has an assistantship.
Guidelines for Registration of Doctoral Dissertation Hours
- Beginning full-time doctoral students, especially those who are research assistants, are encouraged to register for at least 3 hours of 9000. This would allow, and encourage, such students to maintain a lighter academic load to begin laying the groundwork for Ph.D. research.
- Advanced full-time doctoral students who are working primarily on their dissertation research should register for 18 or more hours of 9000 in Fall and Spring semesters, and for up to 16 hours of 9000 for Summer semesters. If they are taking other coursework, the number of 9000 hours would be reduced by the number of formal coursework hours. Students who are required by their school to register for 8997 or 8998 would further reduce the number of 9000 hours, so that the total number of hours is at least 18 (no more than 16 in the Summer). The advisor and/or school determines whether the total is above 18 for Fall and Spring semesters.
- Part-time doctoral students engaged in their research phase for the Ph.D. should register for 9000 consistent with their and their faculty member's activity on the dissertation research.
- All full-time students coded as Master's students but involved in preparation for the Ph.D. are encouraged to register for 9000 consistent with the amount of work involved.
Academic units are encouraged to remove any in-school restrictions on registering for 9000. For example, some schools will not allow a graduate student to register for 9000 until after the student has become a candidate for the Ph.D. degree. The reasoning behind this restriction is not clear unless one takes a very restrictive interpretation of what registering for 9000 means. Academic units are encouraged to adopt a broader interpretation, so that dissertation hours reflect all stages of the doctoral dissertation--literature research, topic selection, experimental/theoretical preparation, research performance, writing, and presentation. All of these stages require Institute facilities and faculty involvement.
The responsibility for advising graduate students properly, not only in regard to programs of study, but also in regard to minimum and maximum semester course loads, rests solely within the chain from advisor/graduate coordinator to school chair to college dean. Although each graduate student is responsible for knowing the requirements for his or her degree and for insuring the appropriate, steady progress is being made toward that degree, each graduate student must have access to fair and equitable advisement. Responsibility for scheduling the proper requirements for a particular program of study and an appropriate course load per semester rests with the student and advisor alike.
| Date | Author | Revision |
|---|---|---|
| 9/20/2005 | Graduate Education | New Policy |
| 6/17/2024 | Graduate Education | Editorial Changes |
Policy on Responsible Conduct of Research (RCR) - Academic Policy for Doctoral Students
Policy on Responsible Conduct of Research (RCR) - Academic Policy for Doctoral StudentsThe Responsible Conduct of Research (RCR) is an essential component of the education and training of researchers. As a premier technological university at the cutting edge of education, research, and innovation, the Georgia Institute of Technology (Georgia Tech) is committed to providing leadership in the realm of ethics and RCR. RCR education is central to Georgia Tech’s mission to ensure that doctoral students and other researchers are prepared with the knowledge and skills necessary to conduct themselves professionally and with integrity.
The RCR Academic Policy for Doctoral Students applies to all doctoral students with a Catalog year of 2011-12 or later. As part of their degree requirements, doctoral students must complete both: (1) online RCR training and (2) an RCR course for doctoral students.
Online RCR Training Requirement
The online portion of the requirement, RCR training from the Georgia Tech approved vendor, must be successfully completed within 60 days of when students begin the first full semester of their doctoral program. Information about the online RCR training can be found at: https://rcr.gatech.edu/online-training.
If a student goes past the 60 day time frame, a hold will be placed on course registration until the student completes the online RCR training.
RCR Course Requirement Doctoral students are required to successfully complete PHIL 6000 OR an academic program’s approved in-house RCR course(s) for doctoral students. The RCR course requirement must be completed before the Request for Admission to Ph.D. Candidacy form will be processed by the Office of Graduate Education.
The list of approved in-house RCR courses for doctoral students is maintained at: https://rcr.gatech.edu/doctoral-courses.
An RCR course for doctoral students is normally expected to examine the ethical dimensions of a collection of RCR topics; the list of those topics is maintained at: https://rcr.gatech.edu/topics.
The RCR Academic Policy for Doctoral Students applies to all doctoral students with a Catalog year of 2011-12 or later. This Policy does not affect undergraduates, Master’s students, or postdoctoral researchers. Doctoral students or other researchers may be subject to other RCR requirements contained within the RCR Compliance Policy: https://policylibrary.gatech.edu/research/responsible-conduct-research-compliancepolicy.
In-House RCR Courses
In-house RCR courses for doctoral students must be formally approved by the GT RCR Advisory Subcommittee of the Institute Graduate Curriculum Committee. A graduate program’s RCR courses for doctoral students must include no less than eight instruction hours on RCR topics: https://rcr.gatech.edu/topics.
All of the RCR topics must be covered within an in-house approach unless permission has been granted by the RCR Advisory Subcommittee to exclude one or more of the topics.
More information about the process for seeking approval for an in-house RCR course can be found at: https://rcr.gatech.edu/sites/default/files/rcr_msphdinhouseguide.pdf.
The RCR Program
The Administrator of the RCR Program, in conjunction with the Office of Graduate Education and the Registrar’s Office, monitors student adherence to this Policy.
Doctoral Students
Doctoral students must complete both online RCR training and the RCR course requirement delineated in this Policy. Doctoral students can check their RCR completion status in DegreeWorks.
The Office of Graduate Education
The Office of Graduate Education will verify that the RCR degree requirements for a doctoral student have been completed prior to processing the Request for Admission to Ph.D. Candidacy form.
Graduate Programs
Graduate programs must inform their students about the RCR requirements contained in this Policy.
Failing to complete the online RCR training within the aforementioned 60 day time frame for doctoral students will result in a course registration hold. Failing to complete an RCR course for doctoral students may result in the denial of the Request for Admission to Ph.D. Candidacy form by the Office of Graduate Education. RCR completion deficiencies will be indicated in DegreeWorks.
| Revision Date | Author | Description |
|---|---|---|
| April 2023 | Office of Graduate and Postdoctoral Education | The 90 day deadline for completing online RCR training was changed to 60 days. Additionally, policy organization and links were updated. |
| May 2019 | Office of Graduate and Postdoctoral Education | Policy updated with revisions |
| June 2013 | Graduate Studies | Update to policy |
| February 2012 | Graduate Studies | Posted new policy |
Publication of Theses
Publication of ThesesElectronic submission of theses and dissertations has been mandatory since spring 2004. All degree candidates must submit their final work electronically. Georgia Institute of Technology policy states that Doctoral and Master's Theses must be openly published and Georgia Tech is granted a non-exclusive license to distribute and preserve the materials for educational purposes. Students must submit the SMARTech Repository Agreement from when submitting all theses and dissertations. Upon the request of the student and with the consent of the student's advisor, an ETD can routinely be withheld from circulation for one year. Research arrangements that would preclude publication for an extended time or permanently for reasons of national security or a sponsor's proprietary interest, however, are not appropriate for dissertations or theses. It is anticipated that all doctoral work and a significant amount of master's research will be published in the open, refereed literature.
Electronic Thesis/Dissertation Submission
All theses and dissertations must be submitted electronically via the GT Library-Graduate Studies joint ETD web site at http://thesis.gatech.edu/.
For more information about how you submit your thesis electronically, visit http://www.grad.gatech.edu/theses-dissertations-electronic-submission.
For general information about Theses and Dissertations, visit http://www.gradadmiss.gatech.edu/theses-dissertations
| Revision Date | Author | Description |
|---|---|---|
| 08-2013 | Policy Library | Revised ETD external link |
Responsible Conduct of Research (RCR) Academic Policy for Master’s Thesis Students
Responsible Conduct of Research (RCR) Academic Policy for Master’s Thesis StudentsThe Responsible Conduct of Research (RCR) is an essential component of the education and training of researchers. As a premier technological university at the cutting edge of education, research, and innovation, the Georgia Institute of Technology (Georgia Tech) is committed to providing leadership in the realm of ethics and RCR. RCR education is central to Georgia Tech’s mission to ensure that Master’s thesis students and other researchers are prepared with the knowledge and skills necessary to conduct themselves professionally and with integrity.
The RCR Academic Policy for Master’s Thesis Students applies to all students who are pursuing a Master’s thesis. As part of their degree requirements, Master’s thesis students must successfully complete at least one of the following options:
- First Option - Online RCR training from the Georgia Tech approved vendor (http://rcr.gatech.edu/online-training).
- Second Option - An RCR course for doctoral students (http://rcr.gatech.edu/doctoral-courses).
- Third Option - An RCR course for Master's students (http://rcr.gatech.edu/masters-courses).
The RCR Master’s thesis degree requirement must be completed prior to submitting the Request for Approval of Master’s Thesis Topic form to the Office of Graduate Education.
The RCR Academic Policy for Master’s Thesis Students applies to all students who are pursuing a Master’s thesis. This Policy does not affect undergraduates, doctoral students, or postdoctoral researchers.
Master’s thesis students may need to complete additional RCR training if they receive funding from certain sponsors. For more information refer to the RCR Compliance Policy: https://policylibrary.gatech.edu/research/responsible-conduct-researchcompliance-policy
Notification of the Requirement
Master’s thesis students will be informed of the RCR requirement described in this Policy when they enroll in 7000 thesis hours. The RCR requirement must be completed prior to submitting the Request for Approval of Master’s Thesis Topic form to the Office of Graduate Education.
Documenting RCR Training Completion
The Request for Approval of Master’s Thesis Topic must indicate the type of RCR training option that the student has been completed when it is submitted to the Office of Graduate Education.
Verification of RCR Training Completion
The Office of Graduate Education will verify completion of the RCR training when it examines the Request for Approval of Master’s Thesis Topic form.
Master’s Programs
Each Master’s program should inform its thesis students about this Policy and whether it has any program specific rules about RCR education. Programs who want to create a Master’s level RCR course should refer to: https://rcr.gatech.edu/masters-courses.
Master’s Thesis Students
The RCR degree requirement for Master’s thesis students must be completed prior to submitting the Request for Approval of Master’s Thesis Topic form to the Office of Graduate Education. The Thesis Topic form must indicate the type of RCR training option that the student has been completed. Master’s thesis students can check their RCR completion status in DegreeWorks.
The Office of Graduate Education
The Office of Graduate Education will verify that the RCR degree requirement for a Master’s thesis student has been completed prior to processing the Request for Approval of Master’s Thesis Topic form.
The RCR Program
The RCR Program Administrator will inform Master’s thesis students of the RCR degree requirement when they enroll in 7000 thesis hours. The RCR Program Administrator, in conjunction with the Office of Graduate Education and the Office of the Registrar, will monitor student adherence to this Policy.
Failure to complete the Master’s thesis RCR degree requirement will result in the denial of the Request for Approval of Master’s Thesis Topic form, and the form being returned to the student’s home department. An RCR completion deficiency will be indicated in DegreeWorks.
| Revision Date | Author | Description |
|---|---|---|
| April 2023 | Office of Graduate and Postdoctoral Education | Updates were made to policy organization and procedures were removed |
| May 2019 | Graduate Studies | Policy updated with revisions |
Responsible Conduct of Research
Responsible Conduct of Research srodriguez31For information on Responsible Conduct of Research please follow the link below.
www.rcr.gatech.edu
Statement of Competitive Admission
Statement of Competitive Admission abruneau3All qualified persons are equally welcome to seek admission to the Georgia Institute of Technology, and all persons may apply for and accept admission confident that the policy and regular practice of the Institute will not discriminate against them on the basis of race, religion, sex, or national origin.
Projections of the number of graduate students to be admitted and enrolled in any year will be determined (a) by the capacity of the Institute, (b) by the capacity of the admitting department, and (c) by approved enrollment levels. If the number of eligible applicants for admission exceeds the number of applicants who can be admitted and enrolled, those to be offered admission will be selected on the basis of (a) the department’s judgment of the applicant's relative qualifications for satisfactory performance in the Institute/program/research area and (b) recognition of the Institute's special responsibilities to the residents of Georgia.
Verification of credentials and certification of compliance with Institute policies shall be the responsibility of the Office of Graduate Admissions. Policies and procedures that are approved by the Office of the President, Board of Regents of the University System of Georgia, and the Graduate Senate of the Institute shall be applied in determining eligibility for consideration for graduate study. From those eligible candidates, final admission decisions shall be the responsibility of the admitting department. Satisfying minimal standards, however, does not guarantee admission, since the number of eligible applicants generally far exceeds the number of places available. As a result, many well-qualified applicants cannot be accommodated.
The criteria used in determining each applicant’s eligibility for consideration shall include: (1) evidence of award of a bachelor’s degree or its equivalent (prior to matriculation) from a recognized institution and graduation in the upper half of their class (Masters) or upper quarter of their class (Doctoral); students must show evidence of preparation in their chosen field sufficient to ensure profitable graduate study; (2) for international applicants, satisfactory scores on the Test of English as a Foreign Language (TOEFL). From eligible candidates, departments may make final admission decisions based on a combination of factors, including academic degrees and records, the statement of purpose, letters of recommendation, test scores, and relevant work experience. Also considered are the appropriateness of the applicant’s goals to the degree program in which they are interested and to the research interests of the program's faculty. In addition, consideration may be given to how the applicant’s background and life experience would contribute significantly to an educationally beneficial mix of students.
Applicants who do not satisfy basic admission criteria may, for sufficient reason, be admitted with the approval of the Graduate Committee as established in the statutes and bylaws of the Institute.
This statement is in accordance with the Institute’s Mission and Vision statement which can be viewed at www.gatech.edu/vision/.
Stipends for Graduate Assistantships
Stipends for Graduate AssistantshipsSet a minimum stipend for graduate research and teaching assistants across the Institute and describe processes and responsibilities for setting stipends at or above the minimum.
For the 2024-2025 academic year, the minimum stipend level for each doctoral graduate research or teaching assistant shall be $2,291 per month, for any position one-third time or greater. The minimum stipend level for each master’s student who is a graduate research or teaching assistant shall be $1,184 per month, for any position one-third time or greater. Any exceptions to the application of this policy must be approved by the Vice Provost for Graduate and Postdoctoral Education.
The policy applies to all graduate students enrolled in all degree-seeking programs.
Definitions
| Stipend | Compensation to the graduate student employee for teaching or research services provided. |
| Graduate Research Assistantship (GRA) | Part time research job held by a graduate student. |
| Graduate Teaching Assistantship (GTA) | Part time teaching job held by a graduate student. |
| Institute Level | |
|---|---|
| Setting the Institute Minimum Stipend | The Office of the Provost will determine a new minimum stipend level by January 1st of each year to apply to the following academic year. The revised minimum will take into account: (1) Georgia Tech’s projected mandatory and elective fees for the next year; (2) projected graduate student health insurance premium level; (3) current level of stipends on NSF fellowships; (4) state employee pay increase percentage; (5) other cost factors affecting graduate students; (6) available funding. This policy will be updated annually based on the Provost’s determination. |
| Reviewing Stipends Annually and Setting Minimum Stipend Increase Percentage | The Office of the Provost will set a minimum stipend increase percentage, if any, by August 1st of each year to become effective August 15 of the following year not to exceed the Office of Sponsored Programs’ recommended grant escalation factor. The Student Academic and Financial Affairs Committee (SAFAC) will serve an advisory role in reviewing graduate student stipend levels annually and making recommendations to the Provost’s Office for a minimum stipend increase percentage taking into account the factors considered in setting the Institute minimum stipend level. The minimum stipend increase percentage will apply to all GTAs and GRAs. The Institute will be responsible for funding this increase for GTAs. The funding units and Principal Investigators will be responsible for the budget to support the increase for GRAs. |
| Unit and Program Level | |
|---|---|
| Setting and Reviewing Unit or Program Stipend Levels | Each academic unit or inter-school degree program shall determine the stipend levels for its students. The stipend levels shall be determined by the following factors: (1) meeting or exceeding the Institute-level actions on minimum stipend levels and minimum stipend increase percentages (or equivalent stipend increase such as based on a two-year average); (2) peer institution stipend levels for individual disciplines, taking into consideration the tuition waiver policies and cost factors for peer institutions for comparability (peer reviews to be conducted by academic units); (3) the student’s progress toward their degree, including whether the student is a masters or doctoral student; (4) whether the student is asked to work one-third time or half-time, as determined by each department; (5) level of teaching or research work conducted by the student; (6) past experience and performance of the student in research or teaching; (7) for an international student, the estimated cost of living as determined by the Office of International Education through the I-20 form (http://www.oie.gatech.edu/); (8) available funding. |
| Reviewing Stipends Annually and Anticipating the Need for Raises | Each academic unit shall annually review the overall stipend levels for its students based on the factors considered when setting the Institute minimum and nit or program stipend levels. Raises for graduate assistants funded through sponsored funds should be anticipated through escalation factors in grant budgets. |
| Publishing Stipend Levels; Maintaining Equity | In order to maintain equity and transparency in stipend levels, each unit should publish its stipend levels in a publicly accessible location. Unit heads are responsible for maintaining equitable stipends in their units through regular review of the stipends being paid and supporting the rationale for any differences. |
Provost
Sets Institute-level minimum stipends; determines the minimum stipend increase percentage; and provides funding for the minimum stipend increase percentage for Graduate Teaching Assistants.
SAFAC
Provides an advisory review of stipends annually and makes recommendations on the minimum stipend and minimum stipend percentage increase.
Units and Programs
Set unit or program stipend levels; review them annually and raise them as appropriate; anticipate the need for increased stipend amounts and include them in unit and grant budgets; maintain equity in pay through regular review; publish stipend levels publicly.
Vice Provost for Graduate and Postdoctoral Education
Reviews requests for exceptions to this policy. These requests should be approved by the hiring unit and the college.
The Institute reserves the right to address violations by raising the stipends of individual students to the minimum using the budget of the hiring unit.
| Revision Date | Author | Description |
|---|---|---|
| July 2024 | Provost Office | Updated Stipend Information |
| July 2023 | Provost Office | Updated Stipend Information |
| September 2022 | Provost Office | Updated policy to include add Institute level percentage increases, add units must meet Institute level minimums, include SAFAC. |
| February 2022 | Provost Office | Updated Stipend Information |
| June 2021 | Provost Office | Updated Stipend Information |
| May 2019 | Provost Office | Updated Stipend Information |
| March 2017 | Provost Office | Updated Stipend Information |
| May 2016 | Provost Office | Updated Stipend Information |
| May 2015 | Provost Office | Updated Stipend Information |
| June 2008 | Provost Office | The policy set the minimum stipend effective August, 2008. |
Thesis and Dissertations
Thesis and Dissertations srodriguez31For information on Thesis and Dissertations please follow the link below.
http://www.grad.gatech.edu/theses-dissertations