Academic Year 2026 – 2027 College of Engineering Chemical Engineering Department Doctoral Student Handbook
Degree Programs Covered by This Handbook: Doctor of Philosophy in Chemical Engineering (Direct or Advanced Entry)
Table of Contents SECTION 1: Welcome & Introduction .................................................................................................. 4 SECTION 2: Program Vision, Mission, and Values ............................................................................. 4 2.1: Vision ......................................................................................................................................... 4 2.2: Mission ....................................................................................................................................... 5 SECTION 3: Degrees Offered ............................................................................................................. 5 SECTION 4: Departmental Personnel ................................................................................................. 5 SECTION 5: Departmental Resources ................................................................................................ 5 5.1 General Department Resources ................................................................................................ 5 5.2 Facilities Management ............................................................................................................... 6 5.3 Purchasing .................................................................................................................................. 7 5.4 ChEGSA ..................................................................................................................................... 8 5.5 Department Approach to Press and Media Relations ............................................................... 8 5.6 Department/College/University Brands and Logos .................................................................... 8 SECTION 6: Advising ........................................................................................................................... 9 6.1: Role of an Advisor and Advisor Assignments ........................................................................... 9 6.1.1 Thesis Advisor Assignment ................................................................................................. 9 6.1.2 Unsatisfactory Academic Progress with Respect to Research: .......................................... 9 6.1.3 Change of Thesis Advisor ................................................................................................. 10 6.2: Advisor/Advisee Collaboration ................................................................................................ 10 6.2.1 Individual Development Plan (IDP): .................................................................................. 10 6.3: Review/Redress of Academic Issues...................................................................................... 11 SECTION 7: Doctoral Degree Requirements .................................................................................... 11 7.1: Residency Requirements ........................................................................................................ 11 7.2: Expected Timeline ................................................................................................................... 12 7.3: Registration Process ............................................................................................................... 12 7.3.1 Registering for the First Semester ..................................................................................... 12 7.3.2 Registering After the First Semester ................................................................................. 12 7.4: Required Units for Degree Attainment .................................................................................... 13 7.4.1 Direct Entry Students ......................................................................................................... 13
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7.4.2 Advanced Entry Students .................................................................................................. 13 7.4.3 Course Unit Requirements ................................................................................................ 13 7.5: Core Courses and Other Mandatory Courses ........................................................................ 13 7.5.1 PhD Core ........................................................................................................................... 13 7.5.2 Graduate Professional Development Seminar (06-608) ................................................... 14 7.5.3 Seminar (06-800) ............................................................................................................... 14 7.5.4 Graduate Teaching Experience (06-799) .......................................................................... 14 7.6: Program Learning Outcomes .................................................................................................. 14 7.7: Electives .................................................................................................................................. 14 7.8: Department Policy on Double Counting Courses ................................................................... 14 7.9: Department Policy for Courses Outside the Department/College .......................................... 14 7.10: Course Exemptions ............................................................................................................... 15 7.11: Protocol for Evaluation of Transfer Credit ............................................................................. 15 7.12: Teaching Requirements/Opportunities ................................................................................. 15 7.12.1 Teaching Assistant Responsibilities ................................................................................ 16 7.13: Research Requirements/Opportunities ................................................................................. 17 7.14: Internship/Co-op Requirements and Opportunities .............................................................. 17 SECTION 8: Dissertation Preparation & Requirements .................................................................... 18 8.1: PhD Qualifying Exam Requirement ........................................................................................ 18 8.2: PhD Proposal Examination ..................................................................................................... 19 8.2.1 Thesis Committee .............................................................................................................. 19 8.2.2 Proposal Requirements and Results ................................................................................. 20 8.3: PhD Dissertation...................................................................................................................... 21 8.3.2 Presentation of Final Public Oral Defense ........................................................................ 23 8.4 University Policy for Doctoral Student Status .......................................................................... 24 8.4.1 ABD “In Residence” and ABS “in Absentia” ...................................................................... 24 8.4.2 Implications of ABD & ABS Status .................................................................................... 25 8.4.3
Registering After Termination of Financial Support & ABD Status ............................... 25
SECTION 9: Department Policies & Protocols .................................................................................. 26 9.1: Petition Procedures ................................................................................................................. 26 9.2: Department Policy for Withdrawing from a Course................................................................. 26 9.3: Requirements for Those Without a Bachelor’s Degree in Discipline...................................... 26 9.4: Process for Completing a Master’s Degree en route to a PhD .............................................. 27 9.5: New Policies / “Grandfather” Policy ........................................................................................ 27 Doctoral Handbook AY26-27 2
9.6: Time Away from Academic Responsibilities ........................................................................... 27 9.7: Other Policies and Protocols ................................................................................................... 28 9.7.1 Verification of Enrollment ................................................................................................... 28 9.7.2 Change of Address ............................................................................................................ 28 9.7.3 Personal Computing Requirements .................................................................................. 28 9.7.4 Safety ................................................................................................................................. 28 9.7.5 Employment Eligibility Verification ..................................................................................... 29 9.7.6 Changing from PhD to MS ................................................................................................. 30 9.7.7 Switching from PhD or MS to MChE ................................................................................. 30 SECTION 10: Grading & Evaluation .................................................................................................. 30 10.1: Grading Scale/System........................................................................................................... 30 10.2: Department Policy on Grades for Retaking a Course .......................................................... 30 10.3: Department Policy on Pass/Fail, Satisfactory/Unsatisfactory............................................... 31 10.4: Department Policy for Incompletes ....................................................................................... 31 10.5: Independent Study/Directed Research ................................................................................. 31 10.6: GPA Requirements and QPA Requirements for Graduation ............................................... 31 10.7: Satisfactory Academic Standing ........................................................................................... 32 10.8: Regular Reviews and Evaluations by the Department ......................................................... 32 10.9: Academic Integrity ................................................................................................................. 32 SECTION 11: Funding & Financial Support ...................................................................................... 33 11.1: Statement of Department Financial Support........................................................................ 33 11.5: Travel/Conference and Research Funding ........................................................................... 33 11.6: Funding Payment Schedule .................................................................................................. 33 11.7: Additional Sources of Internal & External Financial Support ................................................ 34 11.8: Availability of Summer Employment ..................................................................................... 34 11.9: Department Policy on Outside Employment or Fellowships................................................. 34 11.10: Requirements for the Continuation of Funding ................................................................... 34 11.11: Procedure for Written Notification of Change in Financial Support .................................... 34
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SECTION 1: Welcome & Introduction Welcome to the Department of Chemical Engineering at Carnegie Mellon University (CMU). We are delighted that you have chosen to attend CMU for your graduate studies. This handbook provides information on policies and procedure. Please be sure to read the following: 1. Doctoral Student Handbook. This document describes the major policies and procedures of the department including, but not limited to, coursework, examinations, research expectations, timelines for completion of degree, and allowances for vacation. 2. Safety Policy. Safety is paramount, and everyone must maintain safe work habits to protect themselves and others. The university has strict safety codes, and violations thereof will be penalized. University safety guidelines can be found at: www.cmu.edu/ehs/Guidelines/index.html Our expectations regarding coursework and research are very high, but we believe they are only as high as your own. You will have the opportunity to take what you know and craft solutions to problems in science and engineering. It will take hard work and persistence, but this can be the most rewarding time of your life! While this handbook is specific to your academic experience in the department, it is just one element of the Graduate Student Handbook Suite. There are several other resources within the suite that you should consult when needed: ● ● ●
The College of Engineering Graduate Student Handbook University-Wide Graduate Student Handbook (Office of Graduate & Postdoctoral Affairs) The Carnegie Mellon Student Handbook
Sincerely, Carl Laird John E. Swearingen Professor and Department Head of Chemical Engineering
SECTION 2: Program Vision, Mission, and Values 2.1: Vision The vision of the Department of Chemical Engineering is to be one of the world’s pre-eminent chemical engineering programs that enriches the future by advancing ethical, sustainable, and ambitious solutions to critical problems. Doctoral Handbook AY26-27 4
2.2: Mission The mission of the Department of Chemical Engineering is to foster a collaborative, diverse community focused on interdisciplinary education and research, exploring all facets of chemical engineering from molecular to enterprise, and to commit to preparing the next generation of responsible engineers.
SECTION 3: Degrees Offered Doctor of Philosophy in Chemical Engineering (Direct or Advanced Entry) The PhD degree is the highest academic degree awarded by any university. Students pursuing a PhD in Chemical Engineering aim to become independent researchers equipped to apply chemical engineering principles and advanced analytical, computational, and experimental techniques to solve open-ended research problems. The education and training seek to prepare students for careers in academia and industry. The PhD program is for students who want to conduct original research. The PhD typically requires four to five years of work to acquire knowledge through advanced coursework and original research. Note: Immigration changes may impact an F-1 or J-1 student’s ability to change their academic program, even if allowed to by the program. Students on F-1 or J-1 documents should proactively consult with OIE when considering a program change.
SECTION 4: Departmental Personnel Select department personnel and roles: • Carl Laird, John E. Swearingen Professor & Department Head • Whitney Friedman, Director of Finance and Operations • Aditya Khair, Associate Department Head • Kathryn Whitehead, Director of Graduate Education • Heather Costello, Graduate Academic Advisor Please refer to the college and department websites for a complete list of all personnel.
SECTION 5: Departmental Resources 5.1 General Department Resources •
Canvas is used for important announcements. Modules in Canvas contain information on processes, policies, and fellowship or job opportunities. The relevant module for the PhD program is at: https://canvas.cmu.edu/courses/16179. It is the responsibility of
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• •
• •
the student to ensure that they are receiving notifications regarding updates to this module. Printing is available at the first and third floor copiers. Questions should be addressed to the ChemE Computing team by email at cheme-computing@andrew.cmu.edu Copy Machine Availability / Fax Machine – PhD Students have key access to the copy room in Doherty Hall 1110, which includes a copy machine and fax machine. Questions on copy/fax should be addressed to the ChemE Computing team by email at chemecomputing@andrew.cmu.edu Lab/Office Space – First semester PhD students are assigned desk space. Following thesis advisor assignment, desks may be reassigned. Key/Card ID Access - Students will obtain access to assigned office space and other departmental locations as appropriate. Please see main office in Doherty Hall 1107 with any key or card access issues. o Keys must be returned to the main office (DH 1107) when a student graduates. o Lost keys must be reported to the main office (DH 1107). o Keys are not permitted to be duplicated.
5.2 Facilities Management Facility maintenance requests for Doherty Hall are handled by the Chemical Engineering Facility Manager. Requests are considered either urgent or routine. Urgent/emergency requests are anything that poses a risk to the safety or security of people or property is considered an emergency. Examples include elevator stoppages, leaks, any utility outage, broken door locks, abandoned packages, and clogged toilets. If a situation arises that would alarm you if it were happening in your home, please consider it an emergency. What should you do in an emergency? Report all emergencies. Do not send emails. Do not leave phone messages. Go down the list of phone numbers below until you can report the situation directly to another person. • Facilities Manager – 412-268-9537. When this person is not on campus that number is forwarded to another staff member who can answer calls during regular business hours. • Chemical Engineering helpline phone number – 412 268-2231. This number should be used for urgent facility matters during regular business hours. • Facilities Management & Campus Services (FMCS) Emergency Response – 412 268-2910 – this phone number is answered 24/7. • Campus Police, Emergency – 412 268-2323 – phone number answered 24/7. If you are unsure of what to do or who to call, please call the Campus Police Emergency number. Routine (non-urgent) service requests: Please use the Facility Repair Request & Cleaning Feedback Form (https://forms.gle/oicn1a3BQYQw2iFw9) to report routine (non-urgent) repair Doctoral Handbook AY26-27 6
requests. Please provide the room number (or location such as a stairwell) and as many details as possible to describe the location/problem/need/symptoms. Non-urgent requests will be handled by the Facilities Manager during regular business hours. Cleaning Requests: For cleaning requests, please use the Facility Repair Request & Cleaning Feedback Form (https://forms.gle/oicn1a3BQYQw2iFw9). If you are cleaning out offices or lab space and have larger items, such as furniture, microwaves, or boxes of materials to discard, you must contact the Facilities Manager in advance and provide an Oracle string to be charged for these special trash pick-up services. The cleaners will not generally discard any equipment left in the hallway even if marked as trash.
5.3 Purchasing Purchasing supplies: The purchasing of all technical supplies and equipment by members of the Chemical Engineering department is coordinated through the department and handled by the Buyer. All purchases automatically become the property of the Department of Chemical Engineering. A completed Purchase Request Form submitted electronically through the Chemical Engineering Department’s website is required to initiate a purchase. https://www.cheme.engineering.cmu.edu/dept-resources/purchasing-procedures/purchaserequest.html Purchase Request Forms, comprehensive instructions for using the forms, as well as university policies/requirements for various types of purchases can be found on the Chemical Engineering website. Please read through the instructions before completing any request forms and never arrange to make purchases prior to completing and submitting purchase order request forms. To navigate to the purchasing portion of the Chemical Engineering website, first access the department’s main page: https://www.cheme.engineering.cmu.edu/dept-resources/index.html. A Chemical Engineering affiliated Andrew ID is needed to access this portion of the department’s website. Links to the Purchase Request Forms, form completion instructions, and other information about technical purchasing can be found there. Non-technical purchases, payments or reimbursements are typically handled by the Chemical Engineering administrative team, who can be reached at: cheme-adminsupport@andrew.cmu.edu Purchasing in university stores: Items can be purchased using an Oracle account from University Stores including the Bookstore, Art Store or Computer Store. You will need the account number, proper identification, and a signed authorization form to purchase goods. Contact the Chemical Engineering finance team for the authorization form you will need to present to the store clerk. Please give the store receipt to Front Office Administrative Coordinator after you have made your purchase.
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Expense reports: Students who accrue business-related costs, such as conference and research travel, should seek reimbursement using the Expense Reimbursement Form, which is available at: www.cheme.engineering.cmu.edu/dept-resources/expenses-travel-reimbursement.html Expenses must be submitted within 30 days of purchase date. Reimbursed expenses may be taxable and will require additional approvals and additional paperwork if submitted after 90 days. Submit all original receipts, including itemization and proof of payment, for reimbursement, with the Thesis Advisor’s approval, to ChemE Expenses inbox: chemeexpenses@andrew.cmu.edu. Reference the university policies for travel and non-travel business expenses online at: http://www.cmu.edu/finance/controller/bte/index.html. Domestic per diem rates can be found at: https://www.gsa.gov/travel/plan-book/per-diem-rates. International per diem rates can be found at: https://aoprals.state.gov/web920/per_diem.asp. Expense report reimbursements will be paid via direct deposit. To ensure that payments can be made electronically, complete the AP Employee Expense Direct Deposit Form at: https://www.cmu.edu/finance/forms/files/ap-exp-dd.pdf. This form must be emailed to Accounts Payable department at ap-supplier-doc@andrew.cmu.edu from your CMU email account before submitting your first expense reimbursement request. Processing time for this initial setup is approximately 2 weeks.
5.4 ChEGSA The Chemical Engineering Graduate Student Association (ChEGSA) is a longstanding student organization in the Department of Chemical Engineering at Carnegie Mellon University. Its primary objective is to enrich the experience of graduate students in our department. To accomplish this, ChEGSA hosts social, academic, and professional development events and provides a link between students and industry. More information can be found at: https://chegsa.cheme.cmu.edu
5.5 Department Approach to Press and Media Relations The Communications Manager supports faculty and students in publicizing their work. You can share a news story idea by submitting the form here or contacting the Communications Manager directly. Advance notice is very helpful, and the Communications Manager understands working within embargo. If you are contacted directly by the media, please reach out to the Communications Manager. They can vet the reporter or media outlet, offer guidance for your response, and help you prepare.
5.6 Department/College/University Brands and Logos Guidelines for the Carnegie Mellon University brand can be found here: Doctoral Handbook AY26-27 8
https://www.cmu.edu/brand/brand-guidelines/index.html. The Department of Chemical Engineering unit mark is available in different sizes, orientations, colors, and file types. If you would like to use it, please contact the department’s Communications Manager who will let you know if the proposed use is appropriate and help determine the best option to meet your needs. The department unit mark should not be altered, modified, or combined with other logos or wordmarks.
SECTION 6: Advising 6.1: Role of an Advisor and Advisor Assignments The Advisor/Student relationship is a cornerstone of graduate education, and each PhD student must have one or more official Thesis Advisors to maintain satisfactory academic progress. Students may be co-advised, in which case both advisors share the responsibilities outlined in this section.
6.1.1 Thesis Advisor Assignment The department will run an advisor assignment process that typically involves a student attending faculty presentations and providing a list of preferred advisors. The assignment process considers student and faculty preferences, availability of sustained funding, and other department criteria; the final determination of advisor assignments is made by the department head. It is important the student carefully follows the requirements of the process outlined; those who do not will need to request an exception from the Department Head and may not be assigned a Thesis Advisor. If an appropriate assignment cannot be made, the Department Head will meet with the impacted student(s) to provide guidance. While the department will assist, it is ultimately the student’s responsibility to find a thesis advisor. Failure to do so represents a lack of satisfactory academic progress, and the student will be placed on academic probation for the duration of the following semester, during which time it is the responsibility of the student to identify a Thesis Advisor. If one cannot be identified, the student will be dismissed from the Ph.D. program at the end of that semester. In some cases, the student may have completed enough requirements to receive an alternative degree (e.g., a Master’s of Chemical Engineering).
6.1.2 Unsatisfactory Academic Progress with Respect to Research: The Thesis Advisor is responsible for evaluating a student’s academic progress with respect to their graduate research and determining if this progress is satisfactory. If the Thesis Advisor determines at any time that the student is not making satisfactory progress, then the advisor
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should notify the Director of Graduate Education and the Department Head. In conjunction with the Thesis Advisor, the department will provide written notification (typically by email) of such a determination to the student. This notification will include (1) a statement of the shortcomings that led to the unsatisfactory determination, and (2) specification of what changes must occur to resume satisfactory progress. This process will typically result in a grade of unsatisfactory in research for the current semester and the student will be placed on academic probation for a period determined by the department head (usually one semester). If the progress is still unsatisfactory after this time, the student may be dismissed from the program.
6.1.3 Change of Thesis Advisor In rare situations, a student may need to change Thesis Advisor(s). Reasons may include, but are not limited to, irreconcilable differences between the student and the Thesis Advisor(s), misalignment of student goals and assigned research project, or a lack of available funding. The process may be initiated by the student or the Thesis Advisor(s) by submitting written notification to the Department Head and the Director of Graduate Education. Thereafter, the Thesis Advisor(s) and the student will be notified and may be given a period of up to 30 days to reconcile differences as determined by the department head. An impartial university mediator may be available to help navigate the situation, if desired. If the situation is not resolved within the prescribed time period, the Department Head will direct the student to identify a new Thesis Advisor. While the Department Head may facilitate the process, it is, ultimately, the student's responsibility to identify a new Thesis Advisor. To retain satisfactory academic standing, the new Thesis Advisor must be identified and approved by the Department Head within a time as specified by the Department Head. If a new Thesis Advisor is not identified by the date set by the Department Head, the student may be dismissed from the PhD program. Note also that the student may be required to provide documentation and/or results for work already performed before any change is approved.
6.2: Advisor/Advisee Collaboration The Thesis Advisor has multiple roles, including serving as a research or technical advisor for the student. Likewise, the student has a responsibility, under the guidance of the Thesis Advisor, to make original scholarly contributions in their area of research and should disseminate their findings through journal publications and conference presentations. More broadly, students are also expected to abide by the standards of personal, ethical, and moral conduct outlined in the Carnegie Mellon Code, which can be found at: https://www.cmu.edu/student-affairs/theword/code/index.html
6.2.1 Individual Development Plan (IDP): Individual Development Plans (IDPs) are meant to promote professional and personal growth by formally documenting goals and facilitating dialogue, collaboration, and accountability Doctoral Handbook AY26-27 10
between advisors and advisees. Carnegie Mellon has developed a set of templates that can be used by doctoral students and their advisors to create an Individual Development Plan. You can find the templates here: https://www.cmu.edu/graduate/resources/index.html. Note that the department may have a separate process in place, and if so, this process should be followed to ensure academic progress.
6.3: Review/Redress of Academic Issues When possible, students are expected to seek resolution of concerns within our department before invoking formal college or university processes. A student may begin the process by contacting the Director of Graduate Education and/or the Department Head regarding grievances or appeals. A student who seeks further review of the matter should consult the College of Engineering graduate policies on grievances and appeals at https://engineering.cmu.edu/education/academic-policies/graduate-policies/generalpolicies.html, and university policies at https://www.cmu.edu/graduate/policies/appealgrievance-procedures.html.
SECTION 7: Doctoral Degree Requirements 7.1: Residency Requirements The university requires PhD students to have a minimum of one year in residency on a CMU campus, however, the department expects students to complete the entirety of the degree in person. U.S. government regulations require F-1 and J-1 international students to be enrolled in an inperson degree program, with in-person coursework: https://www.cmu.edu/oie/maintainingstatus/students/course-load-modality.html. Although this immigration requirement applies specifically to international students, the department's residency requirements apply equally to international and domestic students. Immigration status for students in F-1 and J-1 categories is also contingent on making satisfactory progress toward the degree. International students considering early completion, longer-than-standard completion, or a change in their academic program should consult their OIE advisor. Please note that immigration policies are subject to change, and student’s must consult their OIE advisor on immigration policies.
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7.2: Expected Timeline Typically, first-year students focus on coursework in their first semester and research and coursework in their second semester. The qualifying exam occurs within twelve months of matriculation. The PhD proposal exam is taken in the seventh semester for Direct Entry students and in the sixth semester for Advanced Entry students. There are three semesters per calendar year: spring, summer, and fall. The defense should be completed in fourteen semesters for Direct Entry students (and within twelve semesters for Advanced Entry), which equates to around 4.75 years in residence for Direct Entry (and four years for Advanced Entry). Any deviations from this expected timeline are only permitted by exception. Consult the Graduate Academic Advisor for the process to request an exception. Requests for exceptions to this timeline should be made at least one semester in advance. Failure to follow the appropriate timeline or obtain an approved exception may result in suspension of financial support and/or dismissal from the program.
7.3: Registration Process The sections below outline the typical registration expectations. If you have any questions, please consult the Graduate Academic Advisor. Registration dates, class start dates, add/drop deadlines, and exam dates are published in the university Academic Calendar: https://www.cmu.edu/hub/calendar/index.html
7.3.1 Registering for the First Semester All incoming Chemical Engineering PhD students must take at least four courses of nine units or more in their first semester (total of 36 units). Additionally, PhD students must register for graduate seminar (06-800) and the Graduate Professional Development (06-608) course. Students asked to be a TA must also register for 06-799, although, typically, PhD students will not be required to TA in their first semester. Direct Entry students must register for at least two core graduate courses in their first semester, and Advanced Entry students must register for one core graduate course.
7.3.2 Registering After the First Semester The recommended course load for the second semester is three courses for Direct Entry students. These must include any core courses needed to fulfill the core course degree requirements. All students should develop their course schedules in every semester following the first in consultation with their thesis advisor(s). It is recommended that all PhD students carry at least 48 units of credit in every semester after the first semester including coursework, graduate seminar, the TA course (when applicable) and research units. In every semester other than the first semester, therefore, the number of research units must equal 48 units minus the sum of coursework, seminar, and TA units. Doctoral Handbook AY26-27 12
7.4: Required Units for Degree Attainment 7.4.1 Direct Entry Students Direct Entry students must take a minimum of 96 units of course work as part of the minimum 144 total units required for the PhD degree. Course requirements include: • • • • •
4 Core Graduate (48 units) 2 Graduate (at least 9 units each) 1 Outside Technical (at least 9 units) 1 Graduate or Outside Technical (at least 9 units) 1 Graduate Professional Development Seminar (06-608 – 3 units)
7.4.2 Advanced Entry Students Advanced Entry students must take a minimum of 48 units of course work as part of the minimum 144 total units required for the PhD degree. Course requirements include: • • • •
1 Core Graduate (12 units) 1 Graduate (at least 9 units) 2 Graduate or Outside Technical (at least 9 units each) 1 Graduate Professional Development Seminar (06-608 – 3 units)
7.4.3 Course Unit Requirements • • • •
Students should consult with the Graduate Academic Advisor, and, once assigned, their Thesis Advisor to decide how to fulfill coursework unit requirements. For Advanced Entry students, a maximum of two core graduate courses will be counted towards degree requirements. Graduate seminar and TA course units do not count toward course unit requirements. Only courses resulting in letter grades count towards course requirements.
7.5: Core Courses and Other Mandatory Courses 7.5.1 PhD Core The department has designated five graduate courses as "PhD Core graduate courses;" these are Thermodynamics (06-705), Kinetics (06-702), Advanced Transport Phenomena (06-707), Mathematical Techniques in Chemical Engineering (06-713), and Advanced Process Systems Engineering (06-720). Students may select from these five courses to meet their core course requirements. PhD Core graduate courses can be substituted for non-Core Graduate courses but not vice versa. Core course requirements must be completed within the first year in residence.
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7.5.2 Graduate Professional Development Seminar (06-608) All graduate students are required to take the Graduate Professional Development Seminar course, 06-608, during their first year. Any exception to this must be approved by the Director of Graduate Education.
7.5.3 Seminar (06-800) The graduate seminar (06-800) is required each semester for all students. Attendance is mandatory; a failing grade may be given to students who do not attend seminars. Students having a time conflict with another course may petition the Director of Graduate Education for a waiver from attendance. Assignments in lieu of attendance of the graduate seminars may be given.
7.5.4 Graduate Teaching Experience (06-799) All graduate students are required to serve as a Teaching Assistant (TA) for three courses during the program. Expectations are described in later in this section. During semesters in which a student is serving as a TA, they must register for 06-799.
7.6: Program Learning Outcomes Further information about the goals and intended outcomes of the PhD program is available on the department website: https://www.cheme.engineering.cmu.edu/education/graduateprograms/phd/index.html.
7.7: Electives Relevant electives can be found on SIO and online on the Schedule of Classes. Graduate elective courses: A course offered by the Chemical Engineering Department having a designation 06-Nxx, where N ≥ 6 except for the TA course 06-799A and graduate seminar 06-800. Outside technical elective: A technical course having substantial engineering or scientific content offered by another department and having a course number of the form xx-Mxx, where M ≥ 3. If a student wishes to count a course as graduate elective or outside technical elective and there is doubt about its suitability, confirm with the Director of Graduate Education.
7.8: Department Policy on Double Counting Courses The Department of Chemical Engineering does not double count courses.
7.9: Department Policy for Courses Outside the Department/College
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PhD students are permitted to take courses outside of the Department and College of Engineering. However, this should be decided in close consultation with their Thesis Advisor(s) and must be to the benefit of their research or professional development.
7.10: Course Exemptions Prior undergraduate or graduate coursework is not normally used to waive coursework required for the PhD degree. Any exception requires the approval of the Director of Graduate Education and the Department Head. Requests for course exemptions should be made to the Director of Graduate Education.
7.11: Protocol for Evaluation of Transfer Credit Carnegie Mellon University offers students the opportunity to take courses for credit through a cross-registration program (see Pittsburgh Council on Higher Education (PCHE) and Crossregistration below) and through the receipt of transfer credit from other accredited institutions. The Carnegie Mellon University transcript will include information on such courses as follows: Carnegie Mellon courses and courses taken through the university's crossregistration program will have grades recorded on the transcript and be factored into the QPA. All other courses will be recorded on this transcript indicating where the course was taken, but without grades. Such courses will not be considered for academic actions, honors or QPA calculations. https://www.cmu.edu/hub/registrar/registration/cross/index.html Up to 24 units of graduate work completed at other universities with a grade point average of 3.0 or better may be transferred from another academic institution, provided that such course work is part of the graduate program leading to the degree sought. Such transfer credit is generally not granted prior to admission to the graduate program and must be approved by the department after the student has satisfactorily completed at least 36 units of graduate courses at Carnegie Mellon. These courses must not have been counted toward any other prior degrees. The Department Head and College of Engineering administration must approve the transfer. Students should complete a Transfer Credit Request form and provide all required attachments for their request to be considered. Transfer courses are recorded on the transcript indicating where the course was taken, but without a grade. Such courses will not be considered for QPA calculations. Please see the College of Engineering Transfer Credit Policy & Transfer Credit Request Form. Further details about transfer credit and registrar processes can be found at: https://www.cmu.edu/hub/registrar/registration/transfertranscripts.html.
7.12: Teaching Requirements/Opportunities
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Students in the PhD program are required to serve as teaching assistants as part of their program requirements. Graduate students are required to have a certain level of fluency in English before they can instruct in Pennsylvania, as required by the English Fluency in Higher Education Act of 1990. Through this Act, all institutions of higher education in the state are required to evaluate and certify the English fluency of all instructional personnel, including teaching assistants and interns. The full University policy can be reviewed here. The fluency of all instructional personnel will be rated by Language Support in the Student Academic Success Center to determine at what level of responsibility the student can TA. In addition to administering the International Teaching Assistant (ITA) Test (a mandatory screening test for any non-native speaker of English), Language Support in the Student Academic Success Center helps teaching assistants who are non-native English speakers develop fluency and cultural understanding to teach successfully at Carnegie Mellon. Visit the Student Academic Success Center website for additional information.
7.12.1 Teaching Assistant Responsibilities Teaching Assistants (TAs) obtain valuable training and experience by participating in the education of other students as part of their program requirements. Typically, TAs provide help and advice to students, hold office hours, and grade homework assignments, projects, and exams. Typically, a student’s responsibilities will not exceed 5 hours per week. A TA should be available at least 2 hours per week for consultation (office hours) as determined by the instructor. For a TA to be effective in their duties, they should be familiar with the material covered in class. A TA should obtain copies of the class notes and the solutions to problem sets if they are available. If a TA thinks that they do not have enough background in the course, they should attend course lectures. PhD students are required to TA for three courses, and assignments are spread predominantly among first- and second-year PhD students. Assignments are made by the Director of Graduate Education and announced before the beginning of each semester. TA effort is in no way linked to a student’s source of financial support. Unsatisfactory performance in a TA assignment may require the student to serve an additional semester as a TA. The Director of Graduate Education and the Graduate Academic Advisor may hold an information session at the start of each semester that new TAs are expected to attend. PhD students are advised that certain relationships are not appropriate between TAs and students enrolled in the course. It is expected that a TA makes the instructor and Director of Graduate Education aware of any potential conflicts of interest. When one student is in a position of authority over another (e.g. in a TA-student scenario), neither student should solicit or initiate an intimate relationship with the other; and any consensual intimate relationships must be disclosed and mitigated. Consult the University’s Consensual Intimate
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Relationship policy for guidance: https://www.cmu.edu/policies/student-and-studentlife/consensual-relationships.html
7.13: Research Requirements/Opportunities Research is a vital component of the PhD education, and research progress is evaluated by the Thesis Advisor as outlined elsewhere in this document. Resources and regulations governing research at Carnegie Mellon include: • Office of Sponsored Programs https://www.cmu.edu/osp/ • Office of Research Integrity & Compliance https://www.cmu.edu/research-compliance/index.html • Intellectual Property Policy https://www.cmu.edu/policies/administrative-and-governance/intellectualproperty.html • Policy on Restricted Research https://www.cmu.edu/policies/research/restricted-research.html • Human Subjects in Research Policy https://www.cmu.edu/policies/research/humansubjects-in-research.html
7.14: Internship/Co-op Requirements and Opportunities Doctoral students wishing to participate in an off-campus internship opportunities are responsible for securing their position. The Internship must have the approval of their faculty thesis advisor. In addition, some fellowships may require the completion of annual internships. If an internship is paid, the stipend from the Chemical Engineering Department will temporarily be adjusted or paused. A student should consult the Graduate Academic Advisor and Director of Finance and Operations regarding internship start and end dates, and stipend arrangements. Students should register for at least 3 units of “06-995 Doctoral Internship in Chemical Engineering” during the appropriate session and those units may be used toward the degree requirements in replacement of research units. For the 3 units of 06-995 to satisfy the degree requirements, students must submit an internship plan that includes the name of the organization and a description of the work that will be performed to their thesis advisor before the internship begins. At the completion of the internship, students must submit to their thesis advisor an internship report that includes a 1-2 page summary of the accomplishments achieved, and professional skills developed, during the internship. The faculty advisor will be responsible for assigning a letter grade for these units at the end of the internship. International students are required to consult with the Office of International Education for Doctoral Handbook AY26-27 17
eligibility for work authorization before starting or seeking an internship/co-op or consulting opportunity. International students will benefit from proactively reviewing OIE guidance regarding off-campus work authorization. Off-campus work authorization processing times can take several weeks or months, and international students will benefit from starting the off-campus work authorization process as early as possible. Resources to Explore Potential Internships: ● Faculty Recommendations ● Career and Professional Development Center
SECTION 8: Dissertation Preparation & Requirements This section describes the requirements for the PhD Qualifying Exam, the PhD Proposal Exam, and the PhD Thesis Defense and Dissertation. Please see the section describing the expected timeline.
8.1: PhD Qualifying Exam Requirement The PhD Qualifying Exam is typically administered in August of each year. Students must refrain from making vacation or travel plans for August until exam dates are announced, typically in the late spring semester. Students must take the exam within 12 months of matriculating. In exceptional cases, such as Spring admission, transfer from another program or institution, or illness, the student and Thesis Advisor may petition the Director of Graduate Education and Department Head for a change in timing. For students transferring from another institution, the Department Head will determine, in consultation with the Director of Graduate Education and the Thesis Advisor, whether and when the Qualifying Exam is required. Ideally, this arrangement is made before the transfer is complete. To be eligible to take the PhD Qualifying Exam, a student must have: 1. a Thesis Advisor, and 2. completed their core course requirements, and 3. an average QPA of 3.0 or greater across the PhD core courses. The examination has two components: 1. Each student must submit a written report of their research accomplishments and plans. The Qualifying Committee Chair will provide the format and announce the submission deadline in advance of the exam. 2. Each student gives an oral presentation before the Qualifying Exam Committee, followed by a question period. The exam schedule is established and communicated Doctoral Handbook AY26-27 18
by the Qualifying Committee Chair. The student’s Thesis Advisor(s) may attend as a silent observer. Following the exam, students will receive written (e.g., by email) communication regarding the result of their qualifying exam. Several factors contribute to exam results, including the written report, oral presentation, response to questions from the committee, and performance in core courses. Three grades are possible: 1. Pass: The student immediately becomes a candidate for the PhD degree and proceeds towards the PhD Proposal. 2. Retake: A students assigned a Retake grade must improve their performance before advancing to the PhD Proposal stage. The Department Head, in consultation with the Qualifying Exam Committee, will determine the timing of the retake. The student will receive written feedback on their performance, and they should also consult their Thesis Advisor about areas needing attention. A maximum of one retake is allowed, and the retake exam will be graded as Pass or Fail. 3. Fail: A student who fails the Qualifying Exam (either the first exam or the retake) cannot complete a PhD in Chemical Engineering at CMU. Such students may be eligible to obtain an MS degree if they have completed the requirements. Please consult the Graduate Academic Advisor or the Director of Graduate Education for details.
8.2: PhD Proposal Examination After the Qualifying Exam, the next major requirement for the PhD degree is acceptance by a Thesis Committee of a proposal for PhD research, the “PhD proposal.” Direct Entry students must pass the PhD Proposal by the last day of the seventh semester in residence (summer counts as one semester). Advanced Entry students must pass the PhD Proposal by the last day of the sixth semester. If the semester in question is a summer semester, then the student must pass the proposal before the first day of classes in the fall semester. Failure to meet this deadline may result in suspension of stipend until the proposal is passed; tuition support may also be suspended. Requests for an extension of the proposal deadline will be reviewed by the Director of Graduate Education.
8.2.1 Thesis Committee Every student must have a Thesis Committee to evaluate the PhD Proposal and Defense and to approve the thesis. They may also offer suggestions concerning the scope and techniques used in the research. When a student is preparing to present the Proposal, they consult with their Thesis Advisor to identify suitable members of the PhD committee. The student should contact the prospective members, obtain their agreement to serve on the student's Thesis Committee, and arrange an agreeable date and time for the exam. Doctoral Handbook AY26-27 19
The PhD Thesis Committee consists of: 1. The Thesis Advisor(s) 2. A minimum of two faculty members from the Department of Chemical Engineering that are not a Thesis Advisor. Courtesy chemical engineering faculty members are not eligible to fulfill this requirement. 3. A minimum of one member of the CMU faculty from a department other than Chemical Engineering. Courtesy chemical engineering faculty members are eligible to fulfill this requirement. 4. A maximum of one voting member from outside the University. The member from outside the University must hold a doctoral degree or equivalent. Otherwise, the person is a non-voting Visitor. These conditions apply when a co-advisor is from outside the University. If a student's sole Thesis Advisor or a required committee member has left CMU before the defense and has no continuing appointment, the student must secure a new Thesis Committee member that satisfies the above requirements.
8.2.2 Proposal Requirements and Results The student should regard the PhD Proposal as an examination of their fitness to do doctoral research on the chosen topic and an opportunity to get early input from the thesis committee into the proposed investigation. The PhD Proposal consists of a written document describing the proposed research and an oral presentation of the proposed research. The detailed preparation for both portions should result from extensive discussions between student and Thesis Advisor, with the final responsibility resting on the student. The written proposal should include a summary of previous work relevant to the proposed research. The written proposal should define the thesis problem and include an outline of the research plan for the thesis problem. While the outcome of a research plan may be difficult to predict, the student should be aware of the possibilities and contingencies and include the necessary research alternatives in their proposal. An organizational table outlining the time to be allotted to various facets of the problem (i.e. Gantt chart) is recommended. Twenty-five pages is the upper limit for the proposal document including the body, references, appendices, figures and tables. The document must be typed in 12-point font with no less than one-inch margins and no more than four lines per inch. The document should be provided to the Thesis Committee to allow ample time (usually no less than one week) for review of the document prior to the oral Doctoral Handbook AY26-27 20
presentation. The oral presentation will consist of a talk prepared by the candidate that lasts for approximately 40 minutes, followed by questions from the audience and thesis committee members. The student should inform the Graduate Academic Advisor about their proposal schedule in a timely manner (i.e., at least two weeks in advance) so that relevant forms can be prepared. The Thesis Committee will determine one of three outcomes: 1. Passing: The student continues in the PhD program toward the objective of defending and filing a completed thesis. 2. Retake: Feedback will be provided by the Thesis Committee, and the student must work with their Thesis Advisor to improve their plans and performance, with the student bearing ultimate responsibility. The Department Head and/or Director of Graduate Education in conjunction with the chair of the qualifier committee will determine the timeline and format for the retake proposal exam. Tuition and financial support is typically continued at the normal level until the deadline for successful completion of the proposal has passed. If the student is beyond the Proposal deadline, tuition and financial support will be continued only at the discretion of the Department Head. 3. Fail: The Director of Graduate Education, in consultation with the Student and the Thesis Advisor, will make a recommendation to the Department Head regarding the Student’s residency at CMU. The Department Head will render the final decision. Tuition and financial support will be discontinued according to a timeline determined by the Department Head. If the PhD Thesis Committee decision is not unanimous regarding the results of the PhD proposal, the Director of Graduate Education will provide a recommendation to the Department Head, who will determine the final outcome.
8.3: PhD Dissertation The thesis should be prepared digitally and submitted to the Thesis Committee at least one week prior to the oral defense date. The Committee may have comments and suggested revisions for incorporation before formal submission of the thesis to the university. The thesis should be double-spaced on 8½" x 11" bond paper. A margin of 1" should be maintained on three sides, with a 2" left side margin (to allow for
Doctoral Handbook AY26-27 21
binding). The thesis should be printed single-sided. For further instructions refer to the college’s policy on Thesis and Dissertation Standards: https://engineering.cmu.edu/education/academic-policies/graduatepolicies/thesis-dissertation.html Printed copies of the thesis are required on 100% cotton or non-acidic paper. One copy is required per Thesis Advisor and one for the student. If photographs are used in the thesis, each copy must contain original photographs, not xerographic reproductions. Students who have been supported by a fellowship or research grant should acknowledge the support and should check with their advisor to see if a copy for the sponsor would be in order. Students with two advisors should have three copies made. COST Financial responsibility for preparing the manuscript and producing the required number of copies beyond the 1 per thesis advisor and 1 student requirement rests with the student. Students should NOT use the department copy machine to produce the thesis copies. BINDING The department sends out the loose-leaf PhD Thesis for binding once processing is completed. The department pays for binding only those copies required by the department, i.e., 1 per thesis advisor and 1 student. Additional copies of a PhD thesis can be sent for binding at the student’s expense. The thesis printing and binding process is summarized as follows: 1. Student should submit thesis to Tartan Ink print shop and request the correct number of copies. 2. Student or Tartan Ink will return loose-leaf thesis to the Front Office Administrative Coordinator 3. Front Office Administrator will ship the thesis to be bound 4. Front Office Administrator will distribute one copy to each Thesis Advisor and one is sent via UPS to the student at the address provided on the graduation form. PROCESSING All required copies of the thesis must be turned in by the deadline date to the Graduate Academic Advisor. Title pages will be prepared and circulated by the department for signatures. When completed, the title pages will be inserted into the theses and the copies will be distributed appropriately or sent out for binding.
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8.3.1 Presentation of Final Public Oral Defense The public oral defense of the thesis is the opportunity for the student to highlight their accomplishments and to answer detailed questions from the thesis committee members and the public. The student must show by argument and fact that the accomplishments are both original and meet national, as well as international, standards of excellence. Evidence of publication and professional performance will strengthen the case. Each member of the Thesis Committee must sign the committee sheet certifying that the student passed the thesis defense and the advisor(s) must sign the thesis signature page before the Department and the University will certify the doctor's degree. THE ORAL PRESENTATION The student must schedule a date and time for their presentation and defense in coordination with members of their thesis committee. The student should contact the Graduate Academic Advisor a minimum of two weeks prior to the defense to provide information about the defense. At the defense, the committee will evaluate the student's knowledge of the thesis topic and contributions as presented and/or described in the written thesis. Following the oral presentation and examination, the committee will deliberate privately to determine the outcome of the exam. If the PhD Thesis Committee decision is not unanimous, the Director of Graduate Education will provide a recommendation to the Department Head, who will determine the final outcome. In the event of a successful outcome, the student will work with the Graduate Academic Advisor to ensure the appropriate forms are completed. It is ultimately the student’s responsibility to ensure timely signatures are obtained. Please review the "Defense and Graduation" module in Canvas and schedule a meeting with the Graduate Academic Advisor to discuss the submission process. DEADLINE August and December graduate theses are due in the Dean’s office by the date that grades are due for that semester and no more than two weeks after the oral defense. May graduate theses are due in the Dean’s office not less than ten days before commencement. If all the paperwork is not turned in on time, the student must register for the following semester. All students must be registered for at least five units the semester of graduation. Please contact the Graduate Academic Advisor for further details. GRADUATE CERTIFICATION PROCESS AND DEGREE TITLE The Graduate Academic Advisor will audit each student’s degree record to ensure they are eligible to graduate. After the final grading period of the graduation semester and if all degree requirements have been met, the student Doctoral Handbook AY26-27 23
will be certified with a Doctor of Philosophy degree.
8.4 University Policy for Doctoral Student Status This policy is described at: https://www.cmu.edu/policies/student-and-student-life/doctoral-student-status.html This policy sets forth a definition of All But Dissertation (ABD) status, time limits on doctoral candidacy status, a definition of being In Residence and In Absentia for candidates and the tuition and fees charged for candidates in each status. The ABD Status Agreement Form can be found at: https://www.cmu.edu/hub/docs/abd-status-agree.pdf. Frequently asked questions about ABD status are answered at https://www.cmu.edu/es/docs/abd-doc-faq.pdf. A summary of this policy is described below. When a doctoral student has finished all degree requirements but the thesis defense and submission of a properly signed dissertation, the student is ABD until the two remaining requirements have been satisfied. According to the University policy promulgated on June 1, 2011, the University recognizes two types of ABD students: Students In Residence and In Absentia. Any doctoral student who is self-supported and/or not on track to finish in the normal amount of time (either 4 years and 9 months for Direct Entry or 4 years for Advanced Entry) should study the ABD policies of the University, the College, and the Chemical Engineering Department and should discuss their case with the Graduate Advisor. University policy on Time to Degree is listed on University Policy on Doctoral Student Status page. Please see the following summary. In the case of any disagreement between this summary and the university policy, the university policy will be followed.
8.4.1 ABD “In Residence” and ABS “in Absentia” According to the University: "A doctoral student In Residence maintains student status and all consequent student privileges and continues to be actively engaged with the university." This category is for students who make substantial use of university resources. According to the College of Engineering policy, typically, substantial use shall include: office space other than desk space, if available; all but minimal use of laboratory space or university furnished laboratory equipment and expendables; and all use of computer resources that is not specifically exempted for thesis text preparation. "In Residence" is the normal status for students who are ABD. ABS (also known as in absentia) is for a student who is ABD, and who does not require substantial use of university resources, does not have to register and pay tuition until they reach the semester of expected graduation. This situation is called "in absentia." According to College of Engineering policy in absentia candidates shall be permitted use of the libraries or consultation with faculty or students (in particular, with a thesis advisor or members of the thesis committees). The university will provide in absentia candidates with Doctoral Handbook AY26-27 24
identification for access to the library and other services permitted under the guidelines.
8.4.2 Implications of ABD & ABS Status The College of Engineering recognizes the ABD "In Residence" and the ABS “In Absentia” categories. The following is a short interpretation of the implications of the above categories for students of the Department of Chemical Engineering. 1. Full-time PhD candidates, including ABD candidates, must register for a minimum of 36 units per semester if they are using university facilities as described above. 2. If all requirements except the thesis and defense have been fulfilled, and the student is no longer supported by the department, the student may declare themselves to be ABS; however, these students cannot receive a stipend and cannot make substantial use of University facilities. Also, the university will not certify a student who is ABS for immigration purposes. The ABS student must register for a minimum of 5 units in the semester of graduation. 3. It sometimes happens that a PhD student is beyond the limits of financial support and needs to do a few experiments or computations to complete the dissertation. In this case the student must write a letter of petition to the Dean of CIT through the Associate Dean for Graduate Studies and Faculty Affairs for ABD with in residence status. This gives the right to register for only 5 units and work in a laboratory. This petition is carefully reviewed along with input from the Thesis Advisor at which time all current policies and rules will be applied. If allowed, it will be granted for at most two semesters where the summer is counted as a semester. 4. Although rarely occurring, doctoral students sometimes pay for tuition out of pocket or by company benefit programs without channeling the support through the University. The doctoral student in this case must pay full tuition for the normal time to degree. In the case of demonstrated financial hardship (see the CIT policy statement), however, the doctoral student can petition for ABD in residence status with ABS unit registration requirements (5 per semester for up to two semesters) after 3 years of full-time enrollment. 5. Final semester requirements for ABS and ABD students can be found here: https://www.cmu.edu/hub/registrar/doctoral-students/index.html
8.4.3 Registering After Termination of Financial Support & ABD Status Students are strongly encouraged to finish their degree within the limits of time Doctoral Handbook AY26-27 25
for financial support. Most often this is the case. When the student does not complete the degree requirements in the allotted time and no further support through the Department is forthcoming, the rules concerning University Policy for Doctoral Student Status apply. That text is a summary of the University and CIT policy on the status of PhD students. Interested students and faculty should consult the University and College of Engineering guidelines for detailed descriptions.
SECTION 9: Department Policies & Protocols 9.1: Petition Procedures In general, any petition or request for exceptions to department policies outlined here must be made in writing to the Director of Graduate Education and the Department Head. Specific processes for exceptions to the expected timeline for PhD proposal and PhD Defense are outlined in the appropriate sections.
9.2: Department Policy for Withdrawing from a Course Graduate students may drop a course on or before the deadline published in the official university calendar. When a course is dropped before the deadline, the course disappears from a student’s academic record. After the official university deadline to drop a course, graduate students may withdraw from a course during the posted withdrawal period. When a graduate student withdraws from a course during the posted withdrawal period, a “W” (Withdrawal) is assigned as a grade, which appears on the student’s academic record. This “W” grade does not affect a student’s QPA. Students taking undergraduate and Master’s level courses must follow the procedures and deadlines for adding, dropping, or withdrawing from courses as identified on the academic calendar. Information, including a doctoral level course calendar, can be found on the HUB’s Course Add, Drop & Withdrawal Process web-page. (Please be aware that some schools, such as Tepper, have separate deadline calendars and students must be responsible meeting the appropriate deadlines). International students should be aware of OIE requirements for number of units to be taken per semester when considering to withdraw from a course.
9.3: Requirements for Those Without a Bachelor’s Degree in Discipline The department does not have any specific requirements for those without a Bachelor’s degree in the discipline, however, specific courses, material, etc. may be recommended to the student to help prepare for the degree.
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9.4: Process for Completing a Master’s Degree en route to a PhD A Chemical Engineering student does not complete a Master’s degree en route to a PhD. Note: Immigration regulations may change what may be possible with respect to completing a Master’s degree en route, or stopping with a Master’s degree. International students considering these options should proactively consult the Office of International Education.
9.5: New Policies / “Grandfather” Policy The Department changes its requirements from time to time. In these cases, every student has the right to either graduate under the policies in effect at the time of their entry into the graduate program (defined as the first day of their first semester at CMU), or to graduate under the policy in force at the time of receiving the degree.
9.6: Time Away from Academic Responsibilities As a guideline, a student should plan no more than two weeks of vacation per year in addition to the official University Holidays. Some members of our department may wish to work on these days and instead take time off on other days. This includes long weekends, short vacations, and religious holidays that are not one of the official university holidays. The department encourages this kind of flexibility, provided it is clearly communicated to Thesis Advisors. Graduate students are expected to discuss their plans to take time off with their Thesis Advisor at least two weeks in advance and prior to finalizing any travel arrangements (except in emergencies). The department does not keep track of graduate student work schedules. All vacation time should be cleared in advance with the Thesis Advisor to make sure that progress is satisfactory, and deadlines are being met. Thesis Advisors may ask students who wish to take more than the typical amount of time off to make up work time or to take an unpaid leave of absence. Students with a serious illness, chronic illness or a disability may contact the Office of Disability Resources to request accommodations. The Office of Disability Resources may require medical documentation of the condition. In case a protracted issue significantly interferes with a student’s ability to make progress, students must inform their Thesis Advisor and the department and potentially initiate the formal process of taking extended leave from the university. Students considering a leave of absence should discuss the possibility with their advisor as early as possible.
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9.7: Other Policies and Protocols 9.7.1 Verification of Enrollment Enrollment Services is the only University office that can provide an official letter of enrollment, official transcript and enrollment verification. Verification can be requested through The HUB at: https://www.cmu.edu/hub/registrar/student-records/verifications/enrollment.html
9.7.2 Change of Address A student should keep their current local address up-to-date in SIO.
9.7.3 Personal Computing Requirements Please refer to the Laptop Module on Canvas, which can be found here. In brief, a computer is required for the completion of the graduate degree. The department may provide a supplement towards the purchase of a computer as outlined in the student’s offer letter. If so, this should be selected in consultation with the Thesis Advisor.
9.7.4 Safety The Department of Chemical Engineering strives to maintain a positive safety culture, which requires shared values, goals, and responsibility between students, faculty, and staff. There must be buy-in from all stakeholders and each member's responsibilities must be understood. Each person needs to be aware of how to ensure they are creating a safe environment. Policies and procedures are regularly reviewed by the Facilities, IT, and Safety (FITS) Committee, with updated communication and training when necessary. Mechanisms for safety incident reporting need to be fair, promote continuous improvement, and not create a hostile environment. The Department of Chemical Engineering fully endorses Carnegie Mellon University's Chemical Hygiene Plan (CHP) as the document that defines its laboratory safety policy. This policy is to be adhered to by all members of the faculty, staff, and by graduate and undergraduate students. The plan can be found at: https://www.cmu.edu/ehs/Laboratory-Safety/chemical-safety/documents/chemical-hygieneplan.pdf All students using the labs in the Department of Chemical Engineering must follow the rules outlined in the University CHP. All faculty and staff have the right to report safety violations to student advisors and/or the Department Head at any time. At this point, the Department Head may issue a formal written warning to the student and advisor at their discretion. The Department Head may also suspend lab privileges for students found to be in repeated
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violation of the CHP, again at their discretion. A student may be dismissed from the program if they are found to be in repeated violation of the CHP. Common violations of the CHP include: 1. Failure to wear protective eyewear in the laboratories. All students, faculty, and staff are required to wear protective eyewear whenever they are in labs. There are no exceptions to this rule. Faculty advisors do not have the right to waive this or any other CHP rule under any circumstances. Repeated violations of this most basic precaution are grounds for dismissal. The Department will make reasonable efforts to provide comfortable and useful protective eyewear; please contact the Safety Committee or a Safety Ambassador if you feel the eyewear provided is not meeting your needs. 2. Failure to maintain chemical database on Chemtracker. This is used as a proxy for a current set of SDS sheets for all chemicals being used or stored in a laboratory and is vital for student awareness of potential hazards in the lab. 3. Failure to maintain of a set of written Standard Operating Procedures (SOP) for hazardous operations performed on a routine basis. 4. Failure to maintain a set of standard CMU data sheets for all Particularly Hazardous Substances (PHS) being used or stored in a laboratory; forms required for everyone using PHSs. For guidance see https://www.cmu.edu/ehs/Laboratory-Safety/chemicalsafety/documents/ehs---particuarly-hazardous-substances-procedure-protocol-form.pdf 5. Failure to properly check out of labs. Prior to graduation all students will complete a laboratory checkout form documenting the fact that they have disposed of or stored all chemicals used during their research, documented all equipment problems, and made adequate copies of all laboratory notebooks and digitally stored data. He or she must fill out a form for each lab where work was performed during residence in the Department. Emergency and Information Contacts: ● Police I Emergency Services - 412-268-2323 ● Environmental Health & Safety (Chemicals) - 412-268-8182 ● Environmental Health & Safety (Radiation) - 412-268-8182 ● Environmental Health & Safety Web page - http://www.cmu.edu/ehs/
9.7.5 Employment Eligibility Verification If you are receiving a stipend, are a TA, or are planning to have a position with CMU then Employment Eligibility Verification is required. Form I-9 must be completed within 3 business days of beginning work for any type of compensation (stipend or employment). Additional details are highlighted below. To ensure compliance with federal law, Carnegie Mellon
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University maintains the Employment Eligibility Verification (I-9) Policy covering the university’s I-9 and E-Verify requirements: ●
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Every individual receiving a stipend from CMU or employed by CMU must comply with the I-9 Policy by completing the Form I-9 within three business days following the first day of stipend start date/employment. Individuals who expect to work on a federally funded project are further responsible for submitting an E-Verify Processing Request Form to the Office of Human Resources if required. For more information, please see CMU’s Guidance for Completing the Form I-9 and EVerify Requirements at CMU or visit the Human Resources Service website to learn more about Form I-9 and E-Verify and to schedule an appointment to complete the Form I-9. Students who fail to complete the Form I-9 in a timely manner may have stipend payments suspended. If employed by the university, an individual who fails to timely complete the Form I-9 may be subject to disciplinary action up to and including termination of employment.
9.7.6 Changing from PhD to MS If a student initially accepts admission into the Direct Entry PhD program and then decides to finish with a MS degree, the student can request to switch to the MS program at any time. The student must send a letter requesting this change to the Director of Graduate Education. Continuation of financial aid for pursuit of the MS degree is not guaranteed. The Department Head will make the decision on any request for continuation of tuition support and stipend.
9.7.7 Switching from PhD or MS to MChE A student who has received full tuition support or stipend (or both) from the Department must successfully complete an approved thesis or project report to receive any chemical engineering degree. Thus, a student who has received such support toward either the MS or PhD degree cannot typically receive the MChE degree unless an exception is approved by the Department Head.
SECTION 10: Grading & Evaluation 10.1: Grading Scale/System Please refer to: https://www.cmu.edu/policies/student-and-student-life/grading.html
10.2: Department Policy on Grades for Retaking a Course Please refer to 10.6. Doctoral Handbook AY26-27 30
10.3: Department Policy on Pass/Fail, Satisfactory/Unsatisfactory In general, courses taken for Pass/Fail will not count towards degree requirements. Some specific required courses are graded Pass/Fail or Satisfactory/Unsatisfactory (e.g., 06-608 Graduate Professional Development Seminar, 06-800 Seminar, and 06-799 Graduate Teaching Experience).
10.4: Department Policy for Incompletes Students are expected to complete a course during the semester in which the course was taken. However, if the instructor agrees, a grade of I (incomplete) may be given when a student, for reasons beyond their control, has been unable to complete the work of a course, but the work completed to date is of passing quality and the grade of incomplete provides no undue advantage to that student over other students. In awarding an I (incomplete) grade, an “incomplete grade agreement” must be completed. An instructor must specify the requirements for completing the work, as well as designate a default letter grade if no further work is submitted. Students must complete the required course work no later than the end of the following academic semester, or sooner if required by the instructor. The instructor must record the permanent grade by the last day of the exam period of that following semester, or Enrollment Services will administratively assign the default grade. Please note that if a student has completed less than 75% of the total coursework, an Incomplete grade should not be considered. Cases where a final exam/project make up more than 25% of the final grade should not be considered for an Incomplete grade.
10.5: Independent Study/Directed Research The PhD program contains a significant research component already as part of the requirements. In general, Independent Study/Directed Reading will not be counted towards degree requirements unless explicit approval is obtained from the Director of Graduate Education.
10.6: GPA Requirements and QPA Requirements for Graduation • •
•
All courses resulting in a letter grade contribute to a student’s overall QPA. Courses with grades of C- or below do not satisfy course requirements. A student must maintain an average QPA of 3.0 or greater for core courses, which must be completed within the first year in residence. Failure to do so may result in dismissal from the program. A student must maintain an average QPA of 3.0 or greater for all courses. Failure to do Doctoral Handbook AY26-27 31
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so may result in probation or dismissal from the program. Transcripts show all courses and grades and might not reflect perfectly whether the student is satisfying the QPA requirement in the courses required for the degree. A student should consult with the Graduate Academic Advisor if there is any doubt about progress toward satisfying degree requirements and QPA requirements. Should a course be repeated, all grades will be recorded on the official academic transcript and will be calculated in the student's QPA; however, the higher grade can be used to satisfy degree requirements. This is the case regardless of if the first grade for the course is a passing or failing grade. When a student retakes a course that they have already passed, the course will count only once toward graduation requirements.
10.7: Satisfactory Academic Standing Students who do not attain satisfactory progress will be placed on academic probation for a semester and will be notified in writing (e.g., by email). If they do not return to satisfactory academic performance, they may then be dismissed from the program. There are several reasons for unsatisfactory academic progress as outlined in this handbook. If a student wishes to appeal any academic standing decisions, and a department-level resolution cannot be reached, however, a graduate student can seek further review of the matter through the formal procedures outlined in: https://www.cmu.edu/graduate/policies/appeal-grievanceprocedures.html.
10.8: Regular Reviews and Evaluations by the Department Student progress is reviewed regularly through several department mechanisms, including milestones (e.g., PhD qualifying exam, PhD proposal exam), coursework grades, and continual review by the Thesis Advisor. Further details are provided in section 6 and in other policies throughout this document. Students may seek review or redress of the outcome of any of these evaluations through the procedures described in Section 6.3.
10.9: Academic Integrity The Department of Chemical Engineering takes academic integrity extremely seriously. All students are expected to be familiar with, and to uphold, the University Policy on Academic Integrity, which sets out the university's expectations and defines cheating, plagiarism, and unauthorized assistance: https://www.cmu.edu/policies/student-and-student-life/academicintegrity.html. The College of Engineering provides additional guidance at https://engineering.cmu.edu/education/academic-policies/academic-integrity.html. Allegations of violations are handled under the university's Academic Disciplinary Action Doctoral Handbook AY26-27 32
Procedures, published in The Carnegie Mellon Student Handbook: https://www.cmu.edu/student-affairs/theword/academic-discipline/index.html.
SECTION 11: Funding & Financial Support 11.1: Statement of Department Financial Support Financial awards are provided to PhD students as described in the student admission letters, and according to policies outlined in this document. Direct Entry students are normally supported for up to fourteen semesters of full-time residence, and Advanced Entry students for up to twelve, in each case including summer semesters. Continued support depends on academic standing, satisfactory progress in the program, the availability of funding, and on other conditions described in this handbook. Additionally, for students who opt into the student health insurance plan, a supplement, as described in the admissions letter, is provided to defray student health insurance plan costs. This supplement will be applied directly to the student’s account.
11.2: Travel/Conference and Research Funding Small project help (GuSH) Research Funding is a source of small research grant funds provided by GSA and the Provost’s Office and managed by the Office of Graduate and Postdoc Affairs. Students can find more information about the application process and deadlines at: https://www.cmu.edu/graduate/professionaldevelopment/research-funding/index.html Conference Funding is available through GSA and the Provost’s Office for students to assist in the costs of attending a conference. The application process is managed by the Office of Graduate and Postdoc Affairs. Students can find more information about the application process and deadlines at: https://www.cmu.edu/graduate/funding/conference.html
11.3: Funding Payment Schedule The department provides PhD stipend support over a 12-month period in semi-monthly pay increments. The stipend support begins upon matriculation and confirmed arrival to Pittsburgh at the beginning of the student’s first academic semester. Annual cost of living increases are assessed at the start of the new academic year, on August 16 th. Semi-monthly payments are issued on the 15th and 30th, respectively, each month. Tuition, technology fees, and student individual health insurance support are remitted in increments throughout the semester, along with the semi-monthly pay schedule, to ensure payment is made in full for each matriculated PhD student by the end of the academic semester.
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11.4: Additional Sources of Internal & External Financial Support With Thesis Advisor approval, additional assignments within the department may be pursued to include work as a teaching assistant, graduate grader, lab and facilities support, and office or event support roles. These opportunities are contingent on job posting and availability dependent on departmental need. The teaching assistant roles are compensated only if the student has already completed the three program-required teaching assistant experiences.
11.5: Availability of Summer Employment No other form of employment other than the type of internship described elsewhere in this document is permitted while the student is registered and receiving a stipend, unless an explicit exception is requested and granted by the Department Head in consultation with the Director of Graduate Education and the Thesis Advisor. Furthermore, any international students must contact the Office of International Education regarding their ability to hold employment.
11.6: Department Policy on Outside Employment or Fellowships A student receiving any kind of fellowship or external support other than through family or prior investments must notify the Department of that support so that appropriate arrangements can be made for equitable pay. Furthermore, international students must contact the Office of International Education regarding their ability to hold employment.
11.7: Requirements for the Continuation of Funding Financial awards are provided to PhD students as described in the student admission letters, and according to policies outlined in this document. Continued support depends on academic timeline, academic standing, satisfactory progress in the program, the availability of funding, and on other conditions described in this handbook. Further details are provided in Section 7.
11.8: Procedure for Written Notification of Change in Financial Support There are several conditions (e.g., as outlined in other sections of the handbook) under which a student may lose financial support. In these cases, the student will be notified in writing (e.g., by email) at least 60 days prior to the change. Students who lose funding should see the Lost Funding section in the University-Wide Graduate Student Handbook for more information. Graduate students who find themselves in need of immediate funds for emergency situations should contact the Office of the Dean of Doctoral Handbook AY26-27 34
Students to inquire about the types of emergency funding available to enrolled students. For details, see https://www.cmu.edu/student-affairs/index.html. Emergency resources may be available through University resources.
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