Physics Graduate Program Handbook
The Physics Graduate Handbook contains policies, rules, procedures and general information affecting the students and faculty of the Program. Parts of this handbook refer to and parallel sections of the Graduate School Handbook. Program regulations define or extend Graduate School policies as they relate specifically to Physics students and faculty. It should be noted that, although no regulation promulgated by the Physics Program may contradict Graduate School regulations, some Physics rules and standards are more stringent than the basic Graduate School policies. Where no specific policy has been stated by Physics, Graduate School regulations apply.
2 Introduction
Program mission: Graduate education in Physics seeks to prepare students for a diverse range of career options through the development of critical thinking, communication and other professional skills.
To achieve this mission, the Physics program faculty and staff commit to:
Provide a rigorous and challenging curriculum
Provide an intellectually stimulating and enriching interdisciplinary training environment
Provide opportunities for mentoring, professional development and career exploration
Foster an environment of mutual respect and civil discourse that embraces diversity
Ensure timely and satisfactory progress leading to graduation
Handbook purpose and scope - Graduate programs at OSU set their own specific policies that comply with the general policies of the Graduate School (see Graduate School Handbook). This Handbook defines the policies of the Physics Program. It is intended to supplement the Graduate School Handbook but does not replace it. Students and faculty in the Program must familiarize themselves with both documents and are responsible for complying with both sets of policies. In any case where language in the Physics Handbook is found to be in conflict with language in the Graduate School Handbook, the Graduate School Handbook shall take precedence.
Any changes to the Physics Handbook must be approved by a majority of the Graduate Studies Committee. Changes to the Handbook apply to all students immediately, with the following exceptions:
Changes to course requirements will only apply to students that matriculate after the change
Changes to policies regarding candidacy, dissertation and final oral exams will only apply to students that have not yet submitted their application to take those exams
Student Petitions – Discussed further in Petitions and Grievance Procedures, Students may petition the Graduate Studies Committee to waive or alter any rule or requirement in this Handbook. The petition should be presented to the Program Coordinator in writing, preferably accompanied by a statement from the student's advisor. The Graduate Studies Committee will consider the request and convey its decision to the student in writing.
Rev: 09/22/2026
3 Program Administration
The Physics Graduate Studies Office (GSO) handles the day-to-day duties for supporting graduate students in the program. The GSO is comprised of the Vice Chair for Graduate Studies and Postdoctoral Affairs (VCGSP), the Graduate Program Coordinator (GPC), and a Program Assistant (PA).
The duties of the VCGSP include:
Supervise the Program Coordinator
Exercise leadership in charting the development and implementation of Program goals, policies and practices
Report on the program to OSU and External oversight committees
Chair or co-chair the Graduate Studies Committee
Manage and oversee Program operations including Program activities and student progress
Propose, manage and oversee the Program budget
Approve Program expenditures
Work with students, faculty and the Graduate School to manage and respond to student issues as they arise, including issues relating to student performance and progress
Work with students and faculty to resolve disputes and to implement and enforce disciplinary procedures
Serve as primary academic advisor for all students in the program
The duties of the Graduate Program Coordinator include:
Overseeing post-matriculation activities for the Physics Graduate Program
Some student advising and registration guidance
Program administration
Milestone tracking
Serving as a resource for students and faculty
Working on HR and student appointments
Guides students through Candidacy Exam procedures, Thesis Defenses, and graduation requirements
The duties of the Program Assistant include:
Admissions and Recruiting for the Physics PhD Program
Admissions and Recruiting for the Physics Bridge Program
Administrative support for the Bridge Program
Assists with students’ onboarding and transition to campus
Contact Information
Jay Gupta, Professor and Vice Chair of Graduate Studies
614-247-8457
Carly Scopel, Graduate Program Coordinator
614-292-5611
Sierra Brimhall, Academic Services Specialist
614-247-0828
Rev: 09/29/2026
4 Curriculum
4.1 Course Registration and Scheduling
4.3 Program Requirements: PhD in Physics
4.4 Program Requirements: Masters in Physics
Physics PhD degree recipients will have demonstrated strong academic performance in a core curriculum of graduate coursework, and will have made a substantial and novel contribution to their chosen sub-field through original research. As part of their PhD training, students will develop professional skills in both oral and written scientific communication. As knowledge generation can take considerable time, PhD degrees typically take 15-18 semester terms (5-6 academic years), which is similar to the national average in Physics.
While the graduate program is primarily focused on PhD education, the Physics Master's program offers an alternative route to a graduate degree that may be a better match for some students. Admission into the Master's program may be considered on a case-by-case basis and is summarized in Section 4.4. Physics PhD students wishing to leave the program before attempting the candidacy exam may consider two Master’s routes depending on the extent of their research experience. Curricular requirements for the Master’s are summarized in Section 4.4. Unless in direct contradiction, policies and guidance discussed below with regard to PhD students will also apply to students in the Master's program.
Students are required to register for the appropriate number of credits each semester in order to be eligible for appointment as a Graduate Associate or Fellow (c.f. here). Without an appointment, students cannot receive a stipend or tuition benefits.
Students are not permitted to schedule courses outside the scope of the Physics Program (i.e. those that are not core courses or approved electives) without written permission from their dissertation advisor and the VCGS. It is the student’s responsibility to seek this permission, and students bear full responsibility for problems arising from failure to gain pre-approval.
English As Second Language (ESL) Courses
International students may also be required to take specific ESL composition courses as determined by the post-admission placement examination. International students may also be required to take specific spoken English courses for teaching certification if they wish to serve as a teaching assistant.
Explicit registration instructions will be provided each term. Registration is done online. Students should consult the Registrar’s website for the Master Schedule of Classes each semester for course offerings. Prior to registration, new international students are required to attend the Office of International Affairs (OIA) Orientation to release the SEVIS hold from their student record.
Pre-candidacy PhD students: The Graduate School requires pre-candidacy students on Graduate Associate (GRA or GTA) appointments to be registered for at least 8 credit hours in Au, Sp and 4 credit hours for Su semester. However, we advise pre-candidacy Physics PhD students to register for 18 credit hours in Au,SP semesters and 4 cr in Summer to avoid adverse impacts on time to degree. Students can enroll in PHY 7998 as needed to get up to this credit total.
The Graduate School requires pre-candidacy students on fellowships to register for at least 12 credit hours each semester, except summer term when the minimum is 6 credit hours. However, we advise pre-candidacy Fellows to register for 18 credit hours in Au,SP semesters and 6 cr in Summer to avoid adverse impact on time to degree. Students can enroll in PHY 7998 as needed to get up to this credit total.
Post-candidacy PhD students: Post-candidacy students are required to enroll for 3 credits (typically PHY 8998) in every Autumn and Spring semester until graduation. Summer term is excluded. This is known as the Continuous Enrollment requirement. (c.f. Graduate School Handbook for more details).
However, Physics PhD students are typically expected to maintain their GA or Fellowship appointment in the summer term, and thus should register for research credits (3 cr for PHY 8998) in the summer as well. Exception to this policy (to accommodate a graduate summer internship for example), may be requested by email to the VCGS and requires approval by the students’ research advisor.
Registration for more than 3 credit hours requires prior written permission from the advisor and the VCGS, since arrangements for additional tuition payments are necessary.
Rev: 6/30/2026
A minimum of 80 credit hours is required for PhD degree recipients. These requirements are consistent with the OSU Graduate School, and national expectations for graduate education in related STEM fields. Of these credit hours, 18 credit hours (6 courses) will be for our graduate core curriculum, at least 9 credits (3 courses) will be for advanced topics courses at the 6000 level or higher. In addition to these, all first-year students must take the two semester (fall/spring) first-year seminar course, Physics 6780. New TAs must also take the two semester (fall/spring) TA course, Physics 7891.
Required core courses for degree: PhD |
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course # | Course Title | Credits | |
PHY 6780 | Graduate Seminar | 2 | |
PHY 7891 | GTA Seminar | 2 | |
PHY 7500, 7501 | Quantum Mechanics | 6 | |
PHY 7601, 7602 | Classical / Statistical Physics | 6 | |
PHY 7401, 7701 | Math Methods / Electricity & Magnetism | 6 | |
PHY 6000+ or by approval | Graduate Elective Coursework (3 courses) | 9+ | |
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XXXX-7998 | Research (pre-candidacy) | 10+ | |
XXXX-8999 | Research (post-candidacy) | 30+ | |
Example progress for PhD program:
To meet the elective requirement, students must take three Physics advanced topics courses at the 6000 level or higher, two prior or concurrent with the term of candidacy and the 3rd is expected to be taken within 1 year of passing Candidacy. Please note that only one course is allowed to be outside of Physics, and at least the two of the three advanced topics courses must be at the 7000 or 8000 level.
Students may petition the program for approval of other courses not found on this list. The petition should include a brief rationale for taking the course as well as a copy of the course syllabus. Approval of electives is determined by the Vice Chair of Graduate Studies. To be approved as an elective, a course must be taught at a level appropriate for graduate students and must be assigned a letter grade. Courses that are grade S/U are ineligible to be approved as electives. Once students have selected a dissertation advisor, selection of electives should be made with the advisor’s knowledge and approval.
Students who have taken any of the required or elective courses prior to enrolling in the Physics Program (for example as OSU undergraduates), or who have taken equivalent courses at other universities, may petition the Program to have specific course requirements waived. The petition should include the course syllabus and a copy of the student’s course transcript showing the grade that the student obtained in that course.
Pre-Candidacy Research - All Physics PhD students are required to enroll in research credit hours, Physics 7998, in addition to their core curriculum. New students will enroll in research with the Vice Chair of Graduate Studies, and later their advisor once they are in a research group. Students may enroll in up to 15 credit hours of 7998 per semester. There are no formal requirements for these research credits, but they should reflect the students’ efforts to identify a research advisor and independent learning in different subfields.
1st year summer research with advisor - PhD Students are expected to select a dissertation advisor by the end of their second year in the program. In the first-year seminar course, students will learn more about this process and are encouraged to work closely with the Vice Chair of Graduate Studies to find potential research groups and faculty advisors. Advisors must be Mentoring Faculty in the Physics Program. The advisor has responsibility for designing and overseeing the student’s graduate training and serves as the student’s primary mentor. In most cases, a student will have a single advisor who is the PI of the laboratory in which the student is conducting his or her dissertation research. In the case of collaborative projects, the student may have different mentors for different portions of their project. In that case, the mentor that is supporting the student financially shall be considered the student’s advisor of record. If the financial support of the student is shared between two Mentoring Faculty, then those faculty can be considered co-advisors in which case they both assume all the responsibilities that come with that designation. However, one advisor must be designated as the advisor of record with the Graduate Studies Office and Graduate School.
Changing Advisors - Students should be aware that communication with the dissertation advisor is vitally important. Dissatisfaction with the advisor/student relationship should be voiced when it exists. Students wishing to change advisors should contact the Vice Chair of Graduate Studies. Situations in which changes of advisor are necessary occur infrequently but should be handled in such a way that all parties are aware of possible changes. This is especially relevant to situations in which students are supported by external grant funds while pursuing a change of advisor without the knowledge of the current advisor.
Rev: 6/30/2026
4.3.1 Candidacy Exam
Please visit our website's Candidacy Exam Page for the most detailed information. A brief overview is included below.
Passing the candidacy exam is the last step to a graduate student becoming an official Ph.D. candidate. This marks the end of the student’s course dominated preparation and the beginning of an increased research focus that culminates in their dissertation. The exam consists of a research topic assigned by the student’s committee, which includes their advisor, requiring the student to write a paper and take an oral exam. There are a number of procedures that need to be followed by the student and their advisor and these are described in depth in the following sections.
The exam topic is given to the student via a letter that must follow this template.
The student’s performance will be assessed according to a rubric template, linked here.
The purpose of this section is to provide an overview of the process and to clarify the nature of the candidacy exam. It is important that both committee and student understand the guidance given to the other so both should read the entire section.
The graduate school provides this guidance for the candidacy exam:
The purpose of the candidacy examination is to test a student’s comprehension of the field, allied areas of study, capacity to undertake independent research, and ability to think and express ideas clearly.
GSH Section 7 - Doctoral Degrees | Graduate School
We satisfy the purpose of the exam if:
- The student’s committee selects a suitable exam topic for determining the student’s readiness for independent research;
- The student performs well addressing the topic’s questions and tasks and demonstrates an “ability to think and express ideas clearly” both in the written and oral components of the exam.
4.3.2 Annual Reviews
In order to provide our students with regular assessments of their research progress, students must submit an annual review each year, starting in the first spring after passing candidacy, using the “Physics Annual Review for Post Candidacy” Carmen page. This Carmen page contains the necessary forms and portions that are to be completed and signed by the student, and portions that are to be completed and signed by the Advisory Committee, and becomes part of each student’s file. Annual Review Meetings with the student’s committee are mandatory for all post-candidacy students and must be completed no later than May of that year unless prior permission for delayed submission from the Graduate Studies Office and Graduate Program Coordinator is received before the end of January. Students should also upload an updated curriculum vitae each year. It is the student’s responsibility to ensure that these materials are completed and submitted on time. This requires that the student schedule a meeting with their committee sufficiently far in advance to accommodate the committee members’ schedules.
The Advisory Committee serves as the Dissertation Committee and is responsible for reviewing and approving the dissertation. The Graduate Studies Committee wishes to emphasize the importance of continuity in the composition of the Advisory Committee. Thus, it is expected that this committee should remain unchanged from the candidacy exam to the dissertation defense. Changes should only be made if absolutely necessary, e.g. if a committee member leaves the Program or the University or becomes otherwise unable to serve. If a change is to be made, the student and his/her advisor must notify the Program in writing as soon as possible, and absolutely no later than the point at which the student submits their application to graduate.
Advisors and other committee members are encouraged to use the Physics Annual Review Carmen page to identify strengths and weaknesses and to make specific recommendations for future improvement. This review is not a rubber stamp and should not be treated as such. This evaluation process is a great benefit to faculty, students, and the Program itself. Regular progress assessments enhance productivity, improve communication, and align expectations, helping students become better scientists. This interaction between student, dissertation advisor and Program is crucial in averting problems arising from lack of communication or other misunderstandings.
4.3.3 Culminating experience: PhD in Physics:
When they are ready to graduate, PhD candidates will have completed a sustained body of original research. By this stage, it’s expected for PhD students to have presented their research at international scientific conferences and authored one or more peer-reviewed journal publications featuring their main results. The doctoral dissertation will integrate these experiences into a coherent document, thus placing the candidates’ work in the context of the field as a whole. Chapters of the dissertation will include an Introduction which provides context for non-experts, a Chapter on methods used, including foundational principles, one or more chapters of main results, a concluding chapter summarizing key results and open questions, and one or more appendices with technical content or more preliminary results. Once the dissertation document is deemed suitable in an iterative process with the faculty advisor, candidates will submit and defend the document to their advisory committee, as well as a Graduate Faculty Representative selected by the OSU Graduate School, if required or requested (GFRs can be requested or will be required for second attempt oral exams). In accordance with Graduate School policy, the dissertation defense will feature a public presentation, followed by a closed session with the committee.
Application to graduate and degree requirements audit- A student must complete and submit the Application to Graduate form on GRADFORMS by the Graduate School’s deadline. The application to graduate is valid for that autumn or spring semester or summer term only. Submitting the application indicates that the student expects to complete all degree requirements by the end of that semester or term. It must be submitted by the student and approved by the dissertation advisor and Program Coordinator. Students must have completed all the required coursework and electives (see Section 4) before they submit their application to graduate.
Timeline - When a student is ready to prepare their dissertation, they should consult with their Advisory Committee to establish their availability to read and approve the dissertation and then conduct the Final Oral Examination. After submitting the dissertation draft, the student should allow their Advisory Committee at least two weeks to read it. After reviewing the document, the committee may approve it or they may request revisions. Once approved by all members of the committee (unanimous approval is required), the student may submit the Application for Final Examination on GRADFORMS. If the student wishes to graduate that same semester, then the dissertation must be submitted to the Advisory Committee at least two weeks before the Graduate School’s deadline for submission of the Application for Final Examination. A committee member’s approval of the dissertation draft means that they judge it to be of sufficient merit to warrant holding the Final Oral Examination. The Application for Final Examination must be fully approved by the committee and in “Grad School Review” status at least two weeks prior to the defense date.
The final copy of the dissertation must be submitted to the Graduate School within five years following the successful completion of the Candidacy Examination. If not, candidacy is cancelled, and a supplemental Candidacy Exam will be required. Students can request a one semester extension from the Graduate School, before being required to complete the supplemental Candidacy exam. If the Candidacy is cancelled, the student will be considered pre-candidacy in the interim and will need to register for pre-candidacy credit minimums each semester.
4.3.3.1 Preparation of the dissertation
The dissertation is a scholarly contribution to knowledge in the doctoral candidate’s area of specialization. In researching and writing a dissertation, the doctoral candidate is expected to demonstrate a high level of knowledge and the capability to function as an independent scholar in their discipline.
A copy of the dissertation draft must be submitted electronically to the Graduate School for format review at the time the Application for Final Examination form is submitted. The dissertation must conform to Graduate School format requirements as described in the document preparation guidelines available on the Graduate School website. Students are responsible for familiarizing themselves with these requirements and for ensuring that they are adhered to.
The dissertation should be of a caliber similar to that expected of an article submitted to a peer-reviewed journal. Documents that are missing tables, graphs, citations, chapters or sections, etc., are considered incomplete and cannot be reviewed or defended. The student is responsible for ensuring that the information contained within the dissertation is original, complete, and does not include material that could be considered academic misconduct.
The doctoral dissertation must reflect the independent scholarship and work of the student. However, science is collaborative, and our students are expected to publish, so it is expected that the dissertation may include work that is published and/or to which others have contributed. In such instances, the student must clearly identify their own contributions and identify and acknowledge the contributions of others.
Published papers on which the student is the first or co-first author may be included as a dissertation chapter essentially as published or as submitted for publication, or they may be modified. In such instances, the published papers should be incorporated in such a way as to make a unified, complete document and should comply with the following:
Each published paper should represent a distinct chapter.
The text should be reformatted, and the figures renumbered to be consistent with the formatting of the rest of the dissertation and to meet the Graduate School dissertation formatting guidelines.
The first page of the Chapter should include a complete citation that lists all authors of the published paper and an author contribution statement that explains the specific contributions of each author to the experimental design, data generation, figure preparation and writing.
Students are encouraged to add additional data or writing that might not have been included in the published paper due to space limitations or other constraints, where applicable.
Data from published papers on which the student is not a first or co-first author, or data that was obtained collaboratively, may be included in the dissertation. In such instances, the Chapter should be written by the student and proper attribution to the published or collaborative data must be provided in the figure legend, including an explanation of the student’s contribution to the experimental design, data generation and figure preparation. If the work is published, it should always be accompanied by a citation.
Oral dissertation defense -The final oral examination tests the doctoral candidate’s originality, independence of thought, and ability to synthesize and interpret data, as well as the quality of the research presented. Responsibility for conducting and evaluating the final oral examination rests with the Final Oral Examination Committee which is composed of members of the Advisory Committee plus the option for a Graduate Faculty Representative, who is appointed by the Graduate School. The advisor serves as chair of the Final Oral Examination Committee.
The dissertation defense should typically last no more than two hours, and will include a 1 hr public portion and a 1 hr session with the committee. The public portion is comprised of a 45-50 min presentation, followed by public Q&A. The committee should ask only clarifying questions during this period. Immediately following the public seminar, the Final Oral Examination Committee meets with the candidate in closed session. Questioning is expected to focus on the dissertation but is not limited to this topic. For example, the examiners may address principles and historical perspectives or general knowledge in addition to the data presented. The candidate will be expected to demonstrate a command of the relevant published literature and an ability to critically evaluate their data in that context. The candidate should be able defend the rationale and significance of their work and to justify their conclusions. Lastly, the candidate should demonstrate an understanding of fundamental concepts related to their research or arising from their work.
All members of the Final Oral Examination Committee including the Graduate Faculty Representative (if assigned) must be present throughout the exam. If one member has to leave temporarily, the examination must temporarily halt. Procedures for video conferencing, postponement of halting an oral exam in progress are described in Section 7.9 of the Graduate School Handbook.
Immediately after the examination has concluded the Final Oral Examination Committee meets in the absence of the candidate and decides the result examination result by means of a vote. All committee members are expected to participate fully in questioning during the course of the examination and in the discussion of, and decision on, the result. For a candidate to pass the exam, all committee members must be in agreement. If one or more members of the committee judge the performance to be unsatisfactory, the committee may allow a second examination to be scheduled. A Graduate Faculty Representative will be required for a second exam attempt. Failure of a second examination will result in ineligibility for a Physics graduate degree.
Rev: 6/30/2026
While the graduate program is primarily focused on PhD education, the Physics Masters program offers an alternative route to a graduate degree that may be a better match for some students. As discussed above, PhD students passing the candidacy exam are encouraged to apply for a Masters degree en route to continuing their PhD studies. These students must continue to satisfy PhD program requirements and are not subject to the guidelines discussed here.
Admission into the Masters program may be considered on a case-by-case basis and is summarized in Section 6.2
There are two routes for students seeking a Masters as their terminal degree:
Plan A – This route is intended for students who have conducted a significant enough amount of original research to write a Masters thesis.
Plan B – This route is intended for students who have some research experience, but not enough for a complete thesis. For example, Plan B students may have worked with a couple different faculty members for a few months, but didn’t have a sustained time for research.
Course curriculum requirements: All Plan A or B Masters students must satisfy the following criteria:
Complete a minimum of 30 semester hours of graduate credit with an overall GPA of 3.0.
Complete at least 4 physics courses at the 6000-level or above, with at least one at the 7000-level or above and a GPA in these courses of at least 3.0.
Complete 8 credits of PHY 7998 or PHY 7999 research credit, achieving a ‘S’ grade.
Plan A requirements:
Plan A students must write and defend a Masters thesis. This document should typically be 25+ pages total, with 1.5x line spacing and 12 point font, inclusive of all figures and references. This document should include an introduction section providing context for your work, a methods section discussing the methodology used in the research, and a results section detailing your main results. While the extent of original research is less than the PhD dissertation, there should be a distinct body of work in the masters thesis.
The Masters thesis will be defended in an oral exam with a two-person committee, including the research advisor and one other Physics faculty member. Masters students should Apply to Graduate by the deadline set by the Graduate School (typically ~ 2 weeks into the semester). The student can then schedule the oral exam date with their committee well in advance, and provide a complete copy of the thesis one week before the exam date. Unlike the PhD dissertation, Graduate School review of Masters theses can happen after the oral exam, to allow for any final changes recommended by the committee. The Masters oral exam will feature a ~ 30 min presentation of the thesis, followed by a question and answer period with the committee. During the presentation, the committee should limit questions to those of clarifying nature only, saving more detailed questions and discussions for the following period. The total exam time (including deliberations) may typically last 1-1.5 hours, but should take no longer than 2 hours.
Plan B Masters Requirements -written report
Students must present a written report which, along with their earned credits in coursework and PHY 7998 demonstrates competence in advanced physics topics and research methodology. This individual research may include (a) advanced experimental work under the supervision of the student's advisor using special facilities available in the advisor's laboratory, (b) advanced theoretical work under the supervision of the student's advisor or (c) design, construction, and testing of a new experiment for use in a class or laboratory setting.
No oral exam is required for non-thesis Masters students, but the student should submit their report for committee approval two weeks before the Graduate Schools’ graduation deadline.
The Oral Exam is under 1.5 hours but usually over 1 hour again with your 2 faculty members asking questions throughout the presentation.
Unless otherwise stated explicitly, all Graduate School policies will apply to the Masters degree requirements, as summarized in the Graduate School Handbook here: GSH Section 6 - Master's Degree | Graduate School
5 Academic Standards and Expecations
5.1 Department Code of Conduct
5.2 Values and Expectations for Graduate Students in Physics
5.5 Denial of Further Registration
5.1 Department Code of Conduct
The following principles are designed to ensure that the work environment in the OSU Physics Department meets the highest standard of professionalism and is one in which all members (faculty, staff, and students) feel welcome and respected. (These principles were adapted from the Princeton Physics Department, and overwhelmingly endorsed by the members of the OSU Physics Department. These principles complement the University OSU policy on sexual misconduct , codes of conduct, and the Graduate Schools Research Standards and Scholarly Misconduct policy. All physics graduate students and advising faculty should regularly familiarize themselves with these policies as well.
Respect and support department members:
Be courteous in your interactions
Respect the professional, physical, and personal boundaries of department members
Give members a chance to voice their thoughts
Work to ensure that all members have equal access to opportunities, including networking that happens in a social context
Ensure that, when offered, criticism is constructive and aims to create positive discussion
Avoid judging, discriminating, or making unwelcome jokes or disparaging remarks based on stereotypes
Support those who report violations of departmental or university policy
Commit to openness:
Be receptive to discussions of ways to improve the work environment and work relationships
Challenge your own assumptions about people and the sources of those assumptions
Take it upon yourself to eliminate particular challenges or barriers to success that department members may face as members of under-represented groups
Take initiative:
Intervene when others are exhibiting conduct unbecoming of a community member
Speak up when department members are disrespectful of a group or class of people (even when members of that group are not present)
Seek opportunities for education/training on diversity, inclusivity, reporting, and bystander intervention techniques, and encourage others to do the same
As valued members of the Ohio State Physics Department, graduate students should act responsibly and be treated with respect. The values and expectations outlined here should inform graduate student professional conduct and interactions with mentors and other members of the department. We encourage students and mentors to discuss these items, which have implications for both; we believe that honest conversations on these matters will lead to a better working climate for everyone.
This is not a legal document and does not supersede the Ohio State University Code of Student Conduct and other rules, or rules in the Physics Department governance documents.
Graduate students in the OSU physics department should:
Professional conduct
Be treated as, and take responsibility for, conducting themselves as academic and professional colleagues in all professional interactions.
Expect and contribute to a safe learning and work environment—free from intimidation, harassment/belittling, and discrimination—that is welcoming to everyone.
Take seriously their role as a professional scientist and teacher and perform duties in a conscientious and timely manner. This includes taking personal responsibility for time management as well as setting and meeting deadlines.
Expect to have coursework and research time commitments that do not chronically impinge on their physical and mental health and have reasonable accommodations for familial commitments and responsibilities.
Expect to have reasonable accommodations for health conditions, including pregnancy, and to not be discriminated against for those conditions.
Department interactions
Expect to be informed of, and know how to navigate, the organizational structure of the department and departmental policies such as for travel and purchases in Workday.
Expect to share in the governance of the department, in accordance with the Pattern of Administration and relevant university rules.
Contribute to a safe workplace conforming to regulatory standards and be properly trained with respect to any hazards present in their lab.
Be encouraged to engage in the service and outreach work of the department, including in the mentorship of more junior scientists.
Expect to have access to a formal, transparent, and unbiased grievance and arbitration process, with coverage of evaluative instruments like course exams and candidacy.
Be respectful of department, university, and custodial staff and the vital role they play in departmental activities, especially with regards to the Graduate Studies Office.
Interactions with thesis advisor/committee
Proactively participate in a supportive and respectful faculty-student relationship and feedback process, including appropriate mentorship for professional development.
Not be exploited for their status as junior colleagues and should not exploit those junior to them.
Dedicate the appropriate amount of time, effort, and energy to ensure the success of their PhD.
Have specific and clearly communicated requirements for achieving their PhD and the conditions for which they may be dismissed from the program or a research group.
Receive regular, objective feedback from their advisor concerning progress to a PhD.
Expect supervisory faculty to adhere to professional standards of management regarding the discussion of sensitive or confidential information.
Receive appropriate credit (e.g. paper authorship) and recognition for their intellectual and research contributions.
Be able to decline tasks that are outside of academic or professional work.
Be informed in a transparent and timely manner of financial resources that are available to support their progress towards a PhD.
Students are expected to maintain good standing. Students who fail to do this may be placed on remediation or probation by the Graduate School, may lose any associateship held, and may be denied further enrollment in the Program, which is known as a denial of registration. To be in good academic standing with the Graduate School and Department of Physics, students must:
Maintain a cumulative GPA of 3.0 or higher.
Demonstrate reasonable progress toward meeting the Department’s core course 3.3 GPA requirement.
If supported as a GTA, achieve satisfactory teaching ratings as determined by the Vice Chair for Administration
Demonstrate Reasonable Progress in dissertation research – briefly this includes (i) finding a research advisor, the process of which may include a trial period with readings, coding exercises or initial experiments, (ii) advancing to candidacy (c.f. Ch 4.3.1), (iii) conducting dissertation research, (iv) disseminating research as appropriate, (v) dissertation writing and defense. Due to the nature of research, there is no set timeframe for completion, but we seek to stay close to national median time-to-degree for Physics (~ 6 years), and additional measures such as increased monitoring by the Advisory Committee may be put in place for students projected to go well past this timeframe.
Meet other Program expectations. This includes, but is not limited to, organizing Advisory Committee meetings at least once annually, submitting annual progress reports in a timely manner, being responsive to correspondence, and completing required trainings
Compliance with all relevant university policies, including, but not limited to, the OSU Code of Student Conduct and Graduate School policy on Research Standards and Scholarly Misconduct
A doctoral student who has had two unsatisfactory attempts at the candidacy examination or the final oral examination or professional doctoral examination is not in good standing and will not be afforded another opportunity to complete the examination and will be dismissed from the Graduate School and university.
Additionally, students who violate university policy (including, but not limited to, the Code of Student Conduct and the Research Misconduct Policy) while enrolled in a graduate program are not in good standing in the Graduate School.
Students not meeting the guidelines for Good Standing must meet with the VCGS to develop a remediation plan. For academic requirements such as the Department’s 3.3 GPA in core courses, this may include identifying courses to retake and developing a plan to better take advantage of academic support resources to improve academic performance. If a student is eligible for remediation during the summer term and is only enrolled in courses that do not impact their graduate cGPA (e.g., courses graded S/U), their graduate program may petition that the Graduate School delay their remediation to the immediately following autumn semester. The remediation plan would be aimed at increasing the student’s cGPA to a 3.0 or better. Students who do not increase their cumulative GPA to 3.0 or better after remediation has been attempted for one semester, but are judged to be making progress and are otherwise in good standing, will be placed on academic probation for one semester by the Graduate School. If a student is on probation, the department must petition the Graduate School to maintain their appointment (GRA/GTA) while making reasonable progress towards improving their standing.
Depending on the circumstances, students not demonstrating reasonable progress in their dissertation research must develop a plan with their research advisor, their dissertation committee, and/or the VCGS. Common examples include difficulties in finding a research advisor, advancing to candidacy or successfully passing the candidacy exam, and completing dissertation research in a timely manner.
A student who is not in good standing may be denied further registration by the Graduate School on the recommendation of the VCGS. Denial of further registration means that the student is not permitted to re-enroll in the Graduate School unless accepted into another graduate program.
The Program may deny further registration to students who, while maintaining a GPA of 3.0 or higher, fail to do either of the following:
Attempt and/or Pass the Candidacy Examination by the end of their third year in the Program.
Complete their doctoral requirements within five years following completion of the Candidacy Examination.
Academic dismissal is the dismissal of a student from the University on academic grounds. A student on a remediation plan or on academic probation whose record continues to deteriorate will be warned that academic dismissal is likely if the record does not improve. Warnings will include performance criteria tailored to the individual student.
A student who is on probation and who does not raise their cumulative GPA to 3.0 or higher at the end of that semester or summer session of enrollment may be dismissed from the University at the discretion of the Graduate School, following consultation with the Physics VCGS. At the end of two consecutive semesters or sessions on probation, the student is automatically dismissed from the University unless good standing is achieved. If there are extenuating circumstances, the Program may petition the Graduate School for an exception to this policy.
A student who has had two unsatisfactory attempts at the candidacy examination or the final oral examination is automatically dismissed from the University on academic grounds.
Disciplinary Dismissal is the dismissal of a student from the University on grounds of misconduct. Students found to have violated university policy (e.g. prohibitions against academic and non-academic misconduct) may be subject to sanctions up to and including Disciplinary Dismissal. Policies for the investigation of alleged misconduct are described in Appendix C of the Graduate School Handbook. As with Academic Dismissal, Disciplinary Dismissal will be noted on a student’s permanent record. Unlike an Academic Dismissal, students dismissed for disciplinary reasons are not able to return to the university.
Rev: 2/13/2026
6 Physics Committees
6.1 Graduate Studies Committee (GSC)
6.2 Graduate Admissions Committee (GAC)
6.1 Graduate Studies Committee (GSC)
The Physics Graduate Studies Committee will be co-chaired by the VCGSP and an additional Physics faculty member as appointed by the Department Chair. The GSC will comprise ~ 7 Physics faculty members, ~3 graduate student representatives and the GPC. A two year term is expected for the co-Chair position, while other members may only serve for one year at the discretion of the Physics Department Chair. The GSC oversees and administers the Physics graduate program and acts as a liaison between the Graduate School and the faculty. The GSC is responsible for formulating Program rules, including those concerning faculty membership, student admission, transfer, registration and degree requirements, and for overseeing the appointment and supervision of the program's Graduate Associates. Standing tasks include:
External advising: The GSC will review advising of Physics graduate students by faculty members outside the department
Curriculum/courses: The GSC will oversee the core course curriculum, and offerings of graduate electives. GSC will review course syllabi, student outcomes and feedback, and may recommend iterative improvements
Fellowships/awards: The GSC makes recommendations on fellowship and award nominations and drafts letters to support nominations.
Program assessment and development: The GSC will review assessment data, including graduate assistantship support, retention and degree completion
Graduate student annual review: GSC will maintain and oversee an annual review process for all physics graduate students
Graduate student petitions: GSC will review and make decisions on graduate student petitions regarding their progress in the program, including core course grade requirements and the candidacy exam
Admissions criteria and practices: GSC will design and maintain admissions criteria and practices, and will review recommendations from affiliated committees such as the Bridge Program Committee and Graduate Admissions Committee for admissions policies.
The Physics Graduate Admissions Committee (GAC) is charged with annual admissions and recruiting. The committee is chaired by the VCGS and consists of faculty members from representative subgroups in the Department, as well as an ex oficio member from the Graduate Studies Office. The Physics Program encourages applications from students with a diversity of lived experiences who are passionate about science and research.
Applications are typically accepted in the fall for admission the following Autumn Semester. The deadline for admission is December 15 for both domestic and international applicants. Applications and supporting materials must be submitted on-line using the Graduate and Professional Admissions website. A non-refundable application fee is required by the University at the time of application, though this may be waived by the Physics Grad Office. The admissions process will include rubric-based, holistic review of written applications which must include:
Transcripts covering all undergraduate and graduate academic work undertaken prior to application
A personal statement, which should include a discussion of the applicant’s motivation for graduate school and previous research experience. The personal statement should give background information concerning the factors which have stimulated the applicant's interest in quantum information science and engineering. Information about undergraduate or graduate research experiences is especially important and should be included. The candidate should also indicate specific areas of specialization that most interest them as a possible focus for their doctoral research, and discuss their longer-term plans following graduation.
A curriculum vitae
Three letters of recommendation from people that are acquainted with the applicants’ academic program, scholastic ability or professional performance
International students whose first language is not English and who have not received a degree from a U.S. university must submit TOEFL (Test of English as a Foreign Language) scores or IELTS (International English Language Testing System) scores. More information can be found on the Graduate and Professional Admissions website.
Submission of GRE scores, both for the general and subject-specific exams, is optional. However, the committee will still consider GRE scores if they are submitted, and such scores may be helpful for students with gaps or weaknesses in their prior academic records.
All requirements listed above are in addition to general Graduate School requirements as stated in the Graduate School Handbook.
Admission decisions are made by the GAC, taking into account projections by the VCGS for the different subfields in the Department. The GAC is also tasked with overseeing and helping with the annual Graduate Open House, typically a two day event in March for recruiting.
6.2.1 Entrance Requirements
In general, an undergraduate cumulative GPA of 3.00 or greater (or equivalent) with fundamental training equivalent to an undergraduate major in Physics, Chemistry, Math, or Engineering is required for regular admission. Previous research experience is highly desirable. Applicants who have inadequacies with respect to these requirements, but who possess an otherwise promising record, may be granted conditional admission, with conditions determined by the Graduate School.
6.2.2 Academic Unit Transfer
Students may apply for an intra-university transfer from another OSU academic unit by completing the Intra-University Transfer application on the Graduate and Professional Admissions website and by filling out the Transfer of Graduate Program form on GRADFORMS. Applicants are required to submit the following materials with their application:
A current advising report
A current curriculum vitae
A personal statement
Three recent letters of recommendation (not letters from the original Graduate School application)
Transfer applications are typically reviewed with new applications for Autumn Semester admission. Transfer requests are not approved automatically by the Graduate Studies Committee and are considered for admission based on the competitiveness of the applicant pool. If the Graduate Studies Committee approves the transfer, it will specify which previously completed courses (if any) will count toward the doctoral degree in Physics.
Rev: 5/19/2026
7 Faculty Advising
7.1 Membership Categories
The dissertation research of most physics graduate students will be supervised by a Physics faculty member. This faculty member must have Category P status on file with the Graduate School. Faculty at any rank are eligible to serve as research advisors, including faculty with non-tenure track Research Professor appointments, Emeritus faculty and Faculty with appointments at OSU Regional campuses.
The Department values collaborative, interdisciplinary research opportunities for Physics graduate students, and thus supports advising by a limited number of faculty outside the department. For example, faculty with Physics Courtesy appointments may serve as the primary research advisor for a Physics graduate student. The Physics Department Patterns of Administration document details the process for Courtesy appointments. Faculty in other departments without a Courtesy appointment (‘External Faculty’) may serve as the main advisor for a Physics graduate student with the following conditions: 1) Graduate P status in another scientifically-adjacent department, 2) approval by the VCGSP following possible discussions with the Department Chair and the GSC, 3) a Physics faculty co-advisor is required.
Student mentoring standards: Courtesy and External faculty mentors are expected to provide a similar level of guidance, support, and access to resources as any Physics Department faculty mentor. Advisors agree to uphold student advising and mentorship policies as determined by the GSC, and the VCGSP is charged to communicate these policies to Courtesy and External faculty members. Physics graduate students advised by Courtesy or External faculty are subject to the same program requirements, including candidacy exam and post-candidacy annual review, as any other Physics graduate student.
Link to current guidance for Courtesy faculty: https://buckeyemailosu.sharepoint.com/:w:/s/GradStudiesOffice/IQDud0BhpFaeQ7R-fY6AHkMHAZicUiZWlc_qmS4Kja8KH1M?e=chdq7f
Link to current guidance for External faculty:
Student HR and stipend considerations: Students’ HR processing should be transferred to the advisors home department to take effect in the students’ 2nd summer. This typically will require arrangements to be made early in the preceding Spring semester. Students advised by courtesy faculty are expected to receive a stipend equal to either that of the advisors’ home department or that of the physics department, whichever is greater. If the home department stipend is lower, the advisor is charged to work with their home department HR office to supplement the stipend up to the Physics level.
The VCGSP reserves the right to request documentation demonstrating a track record of student support on external funding, projections for student support and evidence of timely degree completion. The VCGSP is charged to communicate to the students that these arrangements come with more risk regarding support as a GTA after the second year: Physics graduate students advised by Physics faculty will have higher priority for post-2nd year GTA support. The availability of these positions fluctuates depending on semester enrollments. In particular, GTA support during the summer is often limited, and students and their courtesy or external advisors are strongly encouraged to identify other sources of support for summer terms.
Rev: 6/16/26
8 Student Appointments and Financial Support
8.1 Terms of Appointment- Graduate Associates
8.2 Fellowships and Supplemental Support
First and foremost, a graduate student’s principal objective should be to earn their graduate degree. Physics is committed to helping students secure financial support to help achieve this objective. Appointment as a Graduate Associate contributes to that objective by providing research experience along with financial support. This appointment complements formal instruction and gives the student practical, personal experience that can be gained only by performing research and teaching activities. It is expected that Graduate Associate responsibilities will not interfere with a student’s reasonable progress toward completion of the graduate degree. Physics students may also be supported as a Fellow, which conveys a greater opportunity to focus on excellence in coursework and research. The type and availability of Fellowship positions will vary with time, and may depend on university policies and external funding. The Physics Vice Chair of Graduate Studies, in consultation with the Graduate Studies Committee, will make determinations on the availability of program Fellowship funding for PhD students.
In addition to the policies outlined below, Graduate School policies are stated in Section 9 (Graduate Associates) and Section 10 (Graduate Fellowships) of the Graduate School Handbook, and in publications from the Office of International Affairs and English as a Second Language Programs.
Graduate Associate appointments are typically for 50% time (50% FTE), with the balance of their time to be devoted to the coursework and training required for their degree. Renewal is dependent upon satisfactory performance. Students are not permitted to hold other jobs while on Graduate Associate appointments without written permission from the Program. Graduate Associate appointments are accompanied by a 100% health insurance subsidy and fee authorizations, which means that students are not responsible for paying general and instructional fees for their tuition. However, students are responsible for paying a Central Ohio Transit Authority (COTA) fee, student activity fee, facility fee, and student recreation fee. Students may opt out of the student health insurance plan provided the can document insurance is available from another source. Graduate Associates are eligible for staff parking, staff special and sporting event tickets, and faculty/staff library privileges. Parking fees, late penalties etc. are the student’s responsibility.
Physics students must:
Be registered for the required minimum number of credit hours specified in this Handbook
Perform their GA duties satisfactorily
Not hold other jobs without written permission from the program
Maintain a minimum overall GPA of 3.0
Maintain satisfactory progress toward the degree both in academics and research
Admissions: Students accepting GA appointment offers prior to the April 15 acceptance deadline may resign in writing through April 15. After that date, students are committed to our offer unless formal contract release is obtained from the program. Incoming first-year students are appointed for one year, conditional upon satisfactory performance and progress. Unsatisfactory performance may result in cancellation of appointment and/or voiding of any future support guarantee.
Each semester, PhD student appointments are made through a process considering the students' career goals, program resources, and resources of the participating faculty and departments. Graduate appointments will be reviewed by the Program Coordinator, who will report back to the VCGS and Graduate Studies Committee as needed. Projections for support for the next two semesters will also be considered during this review period.
8.1.1 Graduate Research Associates (GRAs)
Graduate Research Associates (GRAs) perform focused, original research under the guidance of a faculty research advisor. These appointments will be arranged by the advisor’s home department, and will be funded by the advisor’s intramural or extramural research funding. Students are responsible for obtaining information concerning policies that may apply to employees on grant-funded research activities.
8.1.2 Graduate Teaching Associates (GTAs)
Graduate Teaching Associates (GTAs) help with the University’s instructional mission, and may for example, perform classroom teaching, help develop curricular materials, or provide grading services. These appointments are made by the department or instructional unit in which the teaching is to be performed. The faculty research advisor is responsible for arranging such positions if needed. Typically these arrangements will take place as a result of discussions with the VGSC of the faculty advisors’ home department.
8.1.3 Graduate Administrative Associates
Graduate Administrative Associates have administrative responsibilities within a department or other academic unit. Physics does not allow students to be appointed as Graduate Administrative Associates.
As noted above, Fellowship funding varies with time depending on university policies and external funding. First-year Physics PhD students will generally be supported as a Physics Fellow, with funding coming from the Program, or from successful competition in the University’s Fellowship program, administered by the Graduate School. In order to be eligible for University Fellowships, complete applications must be received by the application deadline. The Graduate Studies Committee is charged to review all applications and nominate students for the University Fellowships. In certain cases, alternative arrangements (e.g. GRA funding in the first year) may be arranged in consultation with the Physics Graduate Studies Committee, the student and their faculty advisor. Post-candidacy, Physics students may also be eligible for competitive fellowships such as the OSU Presidential Fellowship, administered by the Graduate School. Students must be nominated by the Physics Graduate Studies Committee for this Fellowship. Physics students are also encouraged to apply for extramural fellowships offered by federal agencies and private foundations.
Students who voluntarily resign their appointment because of unwillingness to perform duties will, in general, void all guarantees of future support and not be considered for reappointment. Students resigning due to exceptional circumstances such as health or personal problems may be considered for future reappointment in competition with other applicants.
The program may terminate continuing appointments early for the following reasons:
Enrollment for less than the required number of credit hours
Mutual agreement on termination between the GSC and the student
Unacceptable academic performance resulting in the student being placed on academic probation by the Graduate School. Academic probation voids all guarantees of future support. Reappointment based on regaining good academic standing is at the discretion of the Vice Chair of Graduate Studies.
Lack of progress toward the degree, as mutually agreed upon by the advisor and the program Director.
Lack of funds or other reasons, at the discretion of the VCGS.
Rev: 2/13/2026
9 Time Off and Leave
9.3 Vacation (2-3 weeks per year)
9.4 GRA/Fellows- Approval by GSO and/or research advisor
9.5 GTAs- Approval by GSO and coordination with TA admin. office
9.1 Time off
The Department of Physics’ intention is always to support our graduate students through various time off periods, and we understand the many important reasons a student may want or need to take time off. However, funding support during time off is contingent on the availability of funds, and restrictions from external funding or grant agencies.
Graduate Associate appointments cover the entire calendar year, with no break between appointment periods. Students on Graduate Associate appointments may take time off, e.g. for vacation, but they do not receive or accrue specific number of days for vacation or sick leave. Rules regarding time off during semesters, term breaks or other times are determined by the student’s dissertation advisor or appointing unit as follows:
For students that have not selected an advisor (e.g. first and second-year students), the appointing unit is the Physics Program, and any time off must be approved by the Physics Graduate Studies Office.
For students that have selected an advisor and are appointed as Graduate Research Associates, the advisor must approve all time off.
For students that are appointed as Graduate Teaching Associates, the appointing unit is the Physics Program, and any time off must be approved by the Graduate Studies Office.
The scheduling of any time off should be approved by the advisor or appointing unit, with the understanding that it should not unduly impact the student’s coursework, teaching responsibilities, or research progress. Time off funding may also be impacted by grant restrictions, so students and advisors should coordinate with grant managers as needed, to confirm allowable breaks with their funding source. For example, some grants may not permit remote work or as much time off, requiring students to split or change funding during breaks.
Time off without notification may be grounds for termination of a student’s appointment and denial of further registration in the Physics Program.
For students that have not selected a dissertation advisor (e.g. first- or second-year students), requests for a vacation or leave of absence should be directed to the Physics Graduate Studies Office. For students that have selected an advisor, requests for vacation or short-term leave should be directed to the advisor. If the student has an advisor, they do not need to notify the Physics Program of vacation or short-term leave requests, but they should always consult with the Physics Program before making requests for long-term leave of absence or for leave due to childbirth or adoption. For students that are appointed as Graduate Teaching Associates, the academic department in which the student is appointed should also be consulted. It is the student’s responsibility to consult with the Physics Program office, advisor, or appointing unit to establish their eligibility for leave and to request leave.
All students that need to travel outside the USA, including international students that visit their home country, should inform the Physics Grad Studies Office prior to their trip, consult with the OSU Office of International Affairs about international travel requirements, and if possible, provide Physics a contact number at which they can be reached in the event of an emergency.
All students must check with their advisor or appointing unit to determine when they are expected to be on duty. While vacation policies may vary from unit to unit or advisor to advisor, Physics expects that all students will be given reasonable opportunities for time off for vacation in keeping with what is allowed for University employees. Typically, around 2-3 weeks (10-15 business days) per year is acceptable with advisor approval, with longer-term leave requiring additional paperwork and coordination to request. (See below for more on long-term leave policies.) Important to note is the distinction between vacation and travel for conferences. A student traveling for a research conference would not need to count that towards their vacation time, unless they are adding personal time at the end of the work trip.
Graduate Research Associates and Graduate Fellows who do not yet have a dissertation/research advisor must request approval from the Grad Studies Office for vacation or short-term leave. GRAs and Graduate Fellows who do have a research advisor, must submit vacation and short-term leave requests to their advisor.
Medium- or long-term leave requests must be approved by both the Graduate Studies Office, and the advisor if the student has one.
For vacation and short-term leave, Graduate Teaching Associates must request approval from the Vice Chair of Administration and the instructor(s) they are working with that semester, in addition to their advisor if they have one.
For medium- or long-term leave requests, GTAs must request approval from the VC of Administration, the instructor they are teaching for, their advisor (if they have one), and the Physics Graduate Studies Office.
9.6 Leaves
For the purposes of this Physics Grad Student Handbook, leave is defined as any time off, whether it be short or long-term, for non-leisure reasons. Separate from vacation time (see above) or professional development, leave would be used for personal or family illness, bereavement, childbirth or adoption, or military leave. Each of these circumstances and leave duration is outlined below.
9.6.1 Short-term leave
Short-term leave is typically 1-3 days, but not to exceed 2 weeks. All Graduate Associates and Fellows who are in good academic standing, making reasonable progress toward their degrees, and who are paid through the OSU payroll system, are eligible to request a short-term leave of absence in the event of a difficult life situation such as a personal illness or the illness or bereavement of an immediate family member. Short-term leave is defined as 1 to 3 days, but in rare instances can be up to 2 weeks. The duration of the leave should be proportionate to the circumstances for taking the leave. Appropriate documentation regarding the reason for the short-term absence is required but may be waived in some circumstances. Students must inform their advisor when taking a day(s) off for illness or bereavement.
An eligible student on a short-term leave of absence will receive 100% of his/her stipend and all other benefits associated with their appointment (fee authorization, health care subsidy, etc.). This is subject to grant restrictions and funding availability.
For sick/bereavement leave, a period of one to three consecutive days at a time for up to a maximum of three times for personal and/or family illness each spring or autumn semester may be taken. Sick days do not accrue beyond a semester. In the summer, 1-3 days off up to twice per summer term is allowable.
9.6.2 Medium-term leave
Medium-term leave is from two to six weeks in duration. Graduate Associates who are in good academic standing, making satisfactory progress towards their degree, and who are paid through the OSU payroll system, are eligible to apply for a medium-term leave of absence in the event of a serious personal health condition or to care for an immediate family member with a serious health condition. Students will need to provide an explanation and potentially documentation explaining the reason for their leave to the advisor and Grad Studies Office. Once the leave is approved, the Grad Studies Office will provide the student with an official letter which will be kept on file, outlining the leave and expected return dates.
An eligible student on a medium-term leave of absence will receive 100% of his/her stipend and all other benefits associated with their appointment (fee authorization, health care subsidy, etc.). However, this funding may be subject to grant restrictions, depending on the student’s funding source.
Graduate Associates who are on 50% appointments (which is the norm for Physics students) are not eligible for the protections extended to workers under the Family and Medical Leave Act (FMLA).
9.6.3 Long-term/Academic leave
Long-term or academic leave is for absences greater than six weeks. Students on academic leave of absence do not receive a stipend, fee authorization, or any associated benefits. The duration of the leave can be agreed upon in advance up to one year, and if the duration of the leave is uncertain, the case should be revisited on a semesterly basis. Leaves longer than one year must be discussed on a case-by-case basis with VCGS.
For a post-candidacy student, if a leave of absence of more than 6 weeks is required (e.g. for a serious personal health condition, to care for an immediate family member with a serious health condition, or some other comparable difficult life situation) it may be appropriate for a student to request an academic leave of absence (e.g. a leave from both appointment duties and academic enrollment). This type of leave requires approval from the dissertation advisor, the Physics Program, and the Graduate School. If approved, the student’s appointment and registration in the Physics Program will be suspended temporarily and then reinstated (subject to the approval of the student’s advisor, Physics Program and Graduate School) at the end of the semester when the student is able to rejoin the Program. Students who decide to take an academic leave of absence will be informed of any potential impact that the time off will have on their expected funding opportunities when they return and they will need to consider this information when making their decision.
An exception to this would be for the summer semester. Since summer enrollment isn’t subject to the continuous enrollment policy for post-candidacy students, a student can request to take a leave from the Graduate Studies Office just for the summer and would be able to not enroll in courses for that semester. (However, the Candidacy timer would not be paused, and any longer-term leave would require Grad School approval as outlined above.)
For pre-candidacy students, since there isn’t a need to “pause” their Candidacy timer, a leave of absence can be requested internally within the Department of Physics. The leave of absence request will still require approval from the student’s advisor and the Physics Program, and a letter with the agreed upon leave terms will be sent to the student and kept on file by the Grad Studies Office.
International students seeking a long-term leave should also contact the Office of International Affairs to request approval for this absence, ensure compliance with international student policies, and to avoid any complications with their work status.
9.6.4 Childbirth or Adoption
Graduate Associates who are in good academic standing, making satisfactory progress towards their degree and who are paid through the OSU payroll system, are eligible to apply for a leave of absence with full stipend and benefits due to childbirth or adoption.
Childbirth - A birth mother will receive 100% of her stipend and all other benefits associated with her appointment (fee authorization, health care subsidy, etc.) for up to 6 weeks or until the last day of her appointment, whichever comes first. A father or domestic partner will receive 100% of stipend and benefits for up to 3 weeks or until the last day of their appointment, whichever comes first.
Adoption – Up to two parents per child can request up to 3 weeks leave for adoption.
9.6.5 Fellows
The above leave policies may not always apply to students that are supported by external fellowships. Students should consult with the agency that granted their fellowship, for information on the leave options available to them, and possible restrictions surrounding time off from particular grants and projects.
See Appendix F of the Graduate School Handbook for further guidelines and policies on time off and leaves of absence for Graduate Associates and Fellows.
9.6.6 Military Leave
GAs who are members of the Ohio National Guard or any other reserve component of the United States Armed Forces or who are ordered involuntarily to extended United States military service are granted leave without pay in accordance with the Ohio State Military Call for Active Duty policy. The GA is required to submit to the supervisor or Grad Studies Office a copy of military orders or other statement in writing from the appropriate military authority as evidence of the call for training or duty. Students on military leave are encouraged to withdraw from all Ohio State courses and have no expectation to make progress toward their graduate degree during the time of leave. However, the graduate program and the college/regional campus office may exercise professional judgement on a case-by-case basis. Depending on the time of the term, course workload, percentage of work completed or other relevant factors, a student on military leave may be allowed to remain in one or more courses.
Within 90 days from the date of honorable discharge or completion of training or active duty, the GA will be returned to the former position or its equivalent, without loss of seniority, upon application for such a position and reenrollment as a graduate student.
See the OSU Grad School Handbook sections 11.2 and Appendix F for additional guidelines on leave.
Rev: 6/23/2026
10 Petitions and Grievance Procedures
10.1 Petitions
A student may petition for relaxation of, or modification to, any rules in the Physics Graduate Program handbook by submitting a written petition to the Physics Graduate Studies Office, and the Physics Graduate Studies Committee. Such a petition by a student should include a letter from the student detailing the request and should be accompanied by a letter of support from the student’s advisor. The student should also provide their current CV/Resume. The Graduate Studies Office will also include a copy of the current advising report with the petition packet.
Petitions can be sent to the Vice Chair of Graduate Studies, who will then pass the petition along to the current Physics Graduate Studies Committee. If Committee consensus is reached to approve the petition, the student will be notified by the Vice Chair of Graduate Studies. Otherwise, additional information may be requested, or the petition could be denied along with some insight or suggested next steps from the committee.
Occasionally, conflicts may arise either between graduate students or between students and faculty and/or staff members. Sincere attempts should be made to resolve conflicts among the involved parties before any grievance policy is activated. If that fails, a student may reach out to the Vice Chair of Graduate Studies, who will endeavor to facilitate a resolution.
For students in their second year of the program and beyond who have a research advisor and dissertation committee in place, this can be another intermediary step for conflict resolution before escalating to the Graduate Studies Office. Students are encouraged to work with their committees and to take their Annual Review (for post-candidacy students) as an opportunity to work through any difficulties or conflict they may be having with their research advisor or otherwise.
If a grievance remains after exhausting the informal process between the involved parties, the person having the unresolved complaint may file a written grievance with the Physics Graduate Program office. The following protocol will be used:
The Graduate Student Grievance Committee (GSGC) will be formed and convened ad hoc when cases arise. It will be comprised of the Vice Chair of Graduate Studies plus the Grad Program Coordinator and four other members of the Physics Graduate Studies Committee who will be selected by the Vice Chair. The committee will not include anyone directly involved in the case and will not include anyone that could be perceived as having a conflict of interest in the case.
The Vice Chair of Graduate Studies will chair the GSGC, unless personally involved, in which case they will be excluded from all deliberations on the matter. If the VCGS is excluded, the GSGC will select the chairperson by majority vote.
The chair of the GSGC will set a hearing date no later than two weeks after the grievance statement is received.
At least 72 working hours prior to the hearing, the chair of the GSGC will provide to all parties a written statement of the specific grievance, a notification of the time and place of the hearing, and copies of documents relevant to the grievance hearing.
Each party will appear in person to present his or her case.
The chair will preside over the hearing and determine all procedural matters. This is an administrative proceeding and, therefore, the formal rules of legal procedure do not apply.
All parties will be entitled to an expeditious hearing.
The final decision of the GSGC will be reported in writing to the parties involved no later than two weeks after the hearing. The report on this decision will also include a statement concerning the validity of the complaint.
Throughout this process the GSGC will attempt to mediate a mutually acceptable resolution whenever possible.
Cases not resolved at this level will be referred to the Graduate School, and formal grievance procedures shall be activated as described in Section 9.5 of the Graduate School Handbook.
Rev: 6/23/2026