Graduate Student Handbook & Policy Library

UB SPPS respects and welcomes students of all backgrounds and abilities. Within the scope of adherence to the Technical Standards, our school works with students to responsibly approach any barriers to success. In the event you encounter any barrier(s) to full participation in a course or rotation due to the impact of an ongoing or sudden disability, please contact the Accessibility Resources Office. The access coordinators in the Office of Accessibility Resources can meet with you to discuss the barriers you are experiencing and explain the eligibility process for establishing academic accommodations. You can reach the Office of Accessibility Resources at (716) 645-2608; 60 Capen Hall (North Campus) or 1 Diefendorf Hall (South Campus).

1. Contact Accessibility Resources to arrange an initial meeting. Make your request as early as possible.
2. Accessibility Resources may request documentation of your disability or a history of accommodation to help support your current request.
3. Provide a copy of your accommodation memo to each of your instructors by submitting this form. You will need a new Accommodation Memo each semester.
4. Review Instructions for Utilizing Accessibility Resources.
5. Faculty and staff will set up your accommodations.  

Note about service animals: There are service animals that are specifically trained to aid an individual, and there are emotional support or comfort animals. The ADA recognizes service animals. Emotional support animals are not recognized by the ADA. See Service Animals and Emotional Support Animals.

For financial aid purposes, a graduate student must:

• Maintain a 2.75 overall graduate grade-point-average (GPA), and
• complete 67 percent of all credits attempted per term.

in order to be considered making satisfactory academic progress for purposes of continued federal aid eligibility. Any student whose graduate GPA falls below a 2.75, or who completes less than 67 percent of all attempted credits per term, will be considered making unsatisfactory academic progress.

For more information about UB's graduate SAP criteria for federal aid eligibility please refer to the Office of Financial Aid website.

The UB School of Pharmacy and Pharmaceutical Sciences is committed to the highest standards of academic integrity, especially in research funded by federal agencies such as the National Institutes of Health. Students are expected to contribute to such research with honesty and integrity in all aspects of their work.

The School strictly prohibits academic dishonesty, including plagiarism, cheating, falsification of academic materials, or unauthorized collaboration. Violations will be addressed in accordance with UB’s Academic Integrity Policies and may result in serious consequences, including failure in a course, mandatory remediation, or dismissal from the program.

Academic integrity is a fundamental university value. Through the honest completion of academic work, students sustain the integrity of the university while facilitating the university's imperative for the transmission of knowledge and culture based upon the generation of new and innovative ideas.

Students are held to a high level of accountability and are expected to uphold our standards of honesty in order to sustain a fair learning environment. Academic dishonesty comes in many forms, including but not limited to:

• Aiding in academic dishonesty. Taking action that allows another student to engage in an act of academic dishonesty, including completing an examination or assignment for another student, failing to protect academic work by leaving it unattended, or collaborating without instructorⁱ permission.
• Cheating. Use of unauthorized resources, including sources not permitted by the course instructor, or tools such as calculators, smart watches, phones, or other students' work.
• Falsifying academic materials. Altering, fabricating, forging, or submitting: any course-related materials, including laboratory reports, notes, or any forms of data; an instructor's name or initials; an examination or assignment for re-evaluation; an assessment (in whole or in part) prepared by any person or technology (e.g., artificial intelligence) other than the student responsible. 
• Misrepresenting documents. Altering, fabricating, forging, or submitting any non-course-related materials, including any university or official document, instrument of identification, or medical record.
• Plagiarizing. Representing the ideas or work (e.g., written text, computer code, artwork) of another as one's own or improperly referencing original authors.
• Purchasing academic assignments. Buying assignments intended for submission in fulfillment of any course or academic program requirement.
• Selling academic assignments. Offering for sale and/or receiving compensation for any academic assignment intended to fulfill any course or academic program requirement.
• Submitting previously submitted work. Also called self-plagiarism, re-submitting academic material (in whole or in part) that has been previously submitted by the same student without prior and expressed consent of the instructor.

• Instructors must notify students within 10 academic daysⁱⁱ of discovery of the suspected dishonesty.
• Students must meet with instructors within 10 academic days of notification or the instructor will make a decision in their absence.
• Instructors must notify students and the Office of Academic Integrity of the charge and sanction within 10 academic days of the consultative resolution meeting.

Instructors have the responsibility to charge and sanction students who are in violation of these standards through the Consultative Resolution procedure. All cases must be filed, regardless of severity, with the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course. Instructors have the authority to execute one or more of the sanctions below. If the violation is not the student's first offense, the chosen sanction may be revised by the Office of Academic Integrity.

• Warning. Written notice to the student that they have violated a university academic integrity standard.
• Revision of work. Requirement that the student replace or revise the work in which dishonesty occurred.
• Reduction in assignment grade. Student's grade is decreased with respect to the particular assignment.
• Reduction in course grade. Student's final grade in the course is decreased.
• Failure in the course. A grade of "F" is applied.
• Remediation. Requirement that the student complete an educational remediation assignment through the Office of Academic Integrity. If the student passes the remediation assignment, the instructor may alter the original sanction.
• Other. Faculty may determine another appropriate assignment or penalty (e.g., an additional assignment, inability to drop lowest grade), except for any OAI or university sanction described below.

Recommendations for more serious sanctions may be made to the Office of Academic Integrity for review. Possible sanctions requiring Office of Academic Integrity approval include:

• Failure in course, remediation required, temporary notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with notation of academic dishonesty. Upon successful completion of UB's remediation assignment, the notation is removed. Failure to successfully complete the OAI assignment will result in the notation remaining permanently on the student's transcript.
• Failure in the course with permanent notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with a permanent notation that the grade of "F" was assigned for reason of academic dishonesty.
• Dismissal from the degree program. The academic integrity violation results in ineligibility for continuation in the student's degree program.
• Dismissal from the degree program with notation of academic dishonesty. The academic integrity violation results in ineligibility for continuation in the student's degree program, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.
• Dismissal from the department. The academic integrity violation results in ineligibility for continuation in any degree program within the department.
• Dismissal from the department with notation of academic dishonesty. The academic integrity violation results in ineligibility to continue in any degree program within the department, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.

Possible sanctions requiring both Office of Academic Integrity and Office of the President (or designee) approval include:

• Suspension from the university. The student is suspended for a defined time period with stated conditions and a permanent notation on the transcript that suspension is due to reason of academic dishonesty.
• Expulsion from the university. The student is expelled with permanent notation on the transcript that expulsion is due to reason of academic dishonesty.

Infractions not associated with a course in which the student is enrolled will be assigned appropriate penalties and may be additionally referred to Student Conduct for judicial procedures.

Students have the right to appeal the instructor's findings to the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course.

Upon request and with the student's permission, academic integrity violations and sanctions may be reported by the OAI to an authorized body (e.g., a graduate school application or employment application).

Academic Integrity Procedures

The OAI shall assemble a pool of faculty and students willing to participate on Adjudication Committees for academic integrity cases. It is the responsibility of each decanal unit to name student and faculty members to this pool. Typically, the duration of service in the academic integrity pool is two years. The OAI is responsible for ensuring that the pool reflects the diversity of the campus community and for training all members of the adjudication pool.

From this pool, the OAI will form an Adjudication Committee for each hearing of no fewer than two faculty members, two graduate students, and one member of the OAI. Members from the academic integrity pool will be selected so that no one member will be involved in a disproportionate number of academic integrity cases. Prior to a hearing, committee members verify that there is no conflict of interest with either principal party. If a conflict exists, a committee member shall disqualify themself and a replacement will be named.

The principals and members of the Adjudication Committee have an obligation to maintain the confidentiality of hearing proceedings and of all supporting materials and testimony presented. If a breach of confidentiality occurs, OAI may replace a committee member and/or levy additional charges as appropriate.

The above list of sample academic integrity infractions and sanctions is not exhaustive. It is meant to offer some general information about common infractions and possible associated sanctions.

Repeat offenses are assigned a greater penalty than a first offense and typically range from failure in course to failure with transcript notation. These penalties are applied at the discretion of the Office of Academic Integrity.

ⁱFor the purposes of this policy, the term "instructor" is defined as the instructor of record, a staff member, or their appropriate designee.

ⁱⁱAcademic days are defined as weekdays, when classes are in session, not including the summer or winter sessions as defined by the University Academic Calendar. Days in the final exam period and Reading Days are not considered academic days. With the agreement of all principals and the OAI, proceedings may continue during non-academic days.

The Graduate School defines good academic standing as making acceptable progress toward a graduate degree or advanced certificate. All graduate students must remain in good academic standing throughout their studies. The chair/Director of Graduate Studies/program director will regularly review academic records to monitor student standing.

Students not in good academic standing will be placed on academic probation for the next fall or spring term. They will receive an email outlining the issue and reasons for the academic probation and the conditions under which the probation will be lifted. The letter will be placed in the student’s file and the thesis/dissertation advisor will be copied.

Minimum Academic Requirements:

• Term GPA of 3.0 or better.
• No U or F grades earned.
• Completion of at least 67% of attempted credits each term.

Note: An "S" grade is equivalent to a term GPA of 3.0 (B) or better.

For those enrolled in BS/MS in Pharmaceutical Sciences, MS in Pharmaceutical Sciences, and PharmD/MS in Pharmaceutical Sciences:

• Required courses must be passed with a grade of at least B- (B or higher if whole letter grades are offered) and elective courses must be at least a D.
• For students in PharmD/MS and the PharmD/PhD collaborative degree programs, courses taken toward the PharmD degree will not be included in the calculation of the graduate grade point average.

Additional Requirements for MS in Pharmacometrics and Personalized Pharmacotherapy, MS in Clinical and Translational Therapeutics, PhD students in Pharmaceutical Sciences:

• Must maintain a B– or better in all required courses (B or higher if whole letter grades are offered).
• If a B– is not achieved, the course must be retaken to achieve a B– or better.
• The Graduate Education Committee may require repetition of other courses with grades lower than B–.

Probation:

• Students resigning from courses after the add/drop deadline without approval from the Director of Graduate Studies/program director may be placed on probation.
• Typically, students who have a grade point average of less than 3.0 will be required to raise their grade point average to 3.0 or better as the condition for lifting probation.  
• Students who have obtained grades less than B– (B or higher if whole letter grades are offered) in more than 1 course, a grade point average of less than 3.0 and have been previously on academic probation may receive letters of probation that require a more extensive set of conditions for lifting of probation terms.
• Students in advanced standing who are not making satisfactory progress toward the degree program may also be placed on academic probation.
• Students who are not in good academic standing or who are put on academic probation, are not eligible to participate in university activities, including athletics.
• Students who are not in good academic standing or who are not making satisfactory progress towards their degree will be placed on academic probation.

International Students:

A poor grade in a class in and of itself will not impact an F-1 student’s status.  Academic performance becomes an issue if it leads to an academic dismissal or otherwise affects a student’s ability to maintain their status, such as not being able to meet enrollment requirements. Speak with an ISS advisor if there are questions.

Students from the Department’s BS/MS and MS program who are interested in the PhD program are required to submit a new application. The applicant should seek new recommendations– recommendations from Departmental faculty familiar with the applicant’s research abilities are especially helpful in evaluating the PhD application.

MS students may apply either during their first or second years of the program. BS/MS students must complete their entire BS/MS program before joining the PhD program.

It is recommended that BS/MS and MS students interested in the PhD program consider taking the required courses for the PhD program that are offered during their MS studies. If admitted to PhD program, students who have completed all of the required PhD courses will be allowed to take the Preliminary Exams.

MS students who are accepted to the PhD program during their first year in the MS program are transferred directly to the PhD program and do not receive their MS degree. MS students who are accepted to the PhD program during their second year in the MS program are strongly encouraged to complete their MS project and graduate with a MS degree before joining the PhD program. However, in special cases, the Director of Graduate Studies may grant a waiver upon petition and may allow a student enrolled in the MS program for 2 years to join the PhD program without receiving the MS degree. Also, in special cases, the Director of Graduate Studies and the Director of Undergraduate Studies may grant a waiver upon petition and allow a student enrolled in the BS/MS program to join the PhD program after receiving the BS degree.

Students accepted to the PhD program from the Department’s MS program who have elected not to receive their MS degree can apply all of their required PhD courses and graduate course credits towards the 72 credits needed for the PhD. Such students should develop an academic plan carefully so that the remaining credit requirements needed for the PhD degree are met without exceeding the 72 credits by a large margin.

Students formerly in the Department’s BS/MS or MS programs who are accepted to the PhD and have received their BS/MS or MS degree can apply part or all of their prior graduate credits from the University at Buffalo towards the PhD. The Director of Graduate Studies will waive the required PhD courses taken during the BS/MS and MS program for these students. These students should work closely with the Director of Graduate Studies so that remaining credit requirements needed for the PhD degree are met without exceeding the 72 credits by a large margin.

All applicants are expected to be familiar with and abide by the Graduate Admissions Integrity Policy.

1.  Purpose
The purpose of this policy is to ensure fairness, accuracy, and ethical conduct in the University at Buffalo School of Pharmacy and Pharmaceutical Sciences (UB SPPS) PharmD and graduate programs admissions process by establishing clear expectations for applicant integrity and outlining procedures for addressing misrepresentation, falsification, or other violations related to admissions applications.

2.  Scope
This policy applies to:

• All applicants to the PharmD, MS and PhD programs
• Admitted students prior to matriculation

Note: Enrolled students adhere to the Graduate School Academic Integrity Policy when integrity concerns relate to their admissions application.

3.  Policy Statement
Any form of misrepresentation, omission, falsification, or unethical conduct undermines the integrity of the admissions process and may result in denial of admission or rescission of an offer.

Applicants to the PharmD program are expected to adhere to the PharmCAS Applicant Code of Conduct.

4.  Definitions

Application Integrity Violation includes, but is not limited to:

• Falsification or alteration of academic records or transcripts
• Misrepresentation of coursework, degrees, or academic standing
• False or misleading information regarding employment, clinical, volunteer, or research experiences
• Submission of plagiarized or fabricated personal statements, essays, or supplemental materials
• Misrepresentation of letters of recommendation
• Failure to disclose prior academic, disciplinary, or legal actions when required
• Use of third-party services to complete application materials

5.  Review and Investigation Process

a) Identification of Concern
Potential integrity issues may be identified through routine verification, third-party reports, institutional records, or self-disclosure.

b) Preliminary Review
The UB SPPS Office of Student Success and Engagement will conduct an initial review to determine whether sufficient evidence exists to warrant further investigation.

c) Notification to Applicant or Student
If concerns persist, the applicant or student will be notified in writing and given an opportunity to respond by providing clarification or supporting documentation within 10 academic days* from the date of identification of concern. *From the UB Graduate Admissions Integrity Procedures, academic days are defined as weekdays, when classes are in session, not including the summer or winter sessions.

d) Formal Evaluation
The UB SPPS PharmD Recruitment and Admissions Committee (for the PharmD program) or Graduate Education Committee (for graduate programs) will review all available information and determine whether a violation occurred within 20 academic days from the date of identification of concern.

6.  Possible Outcomes
Depending on the severity and timing of the violation, outcomes may include but are not limited to:

• No action (if concerns are resolved)
• Request for corrected or additional documentation
• Denial of admission
• Rescission of an admission offer
• Referral to the university’s academic integrity or student conduct process

7.  Confidentiality
All application integrity reviews will be conducted in accordance with institutional privacy policies and applicable laws. Information will be shared only with individuals who have a legitimate educational or administrative need to know.

8.  Relationship to Other Policies
This policy operates in conjunction with:

• UB Graduate Admissions Integrity Policy
• UB Student Code of Conduct
• PharmD Progression
• PharmD Dismissal
• SPPS Graduate Academic Progression
• SPPS Graduate Dismissal

9.  Policy Review
This policy will be reviewed periodically to ensure alignment with accreditation standards, legal requirements, and institutional best practices.

MS in Pharmaceutical Sciences and MS in Pharmacometrics and Personalized Pharmacotherapy students typically advance to candidacy after two semesters of coursework.

PhD in Pharmaceutical Sciences students advance to candidacy upon completion of the required coursework and the preliminary exams. 

All PhD and PharmD/PhD students are required to submit an Annual Progress report. The deadline for submitting the report is February 15. The reports must be submitted online to the staff member responsible for Graduate Studies in the Departmental Office.

There are two parts to the Annual Report. The first part of the Annual Report is to be filled by the student. The student must schedule a meeting with their Research Advisor after completing their portion of the Annual Report. The Research Advisor may add in comments and discuss the Annual Report and both the student and the Research Advisor must approve via the online document.

Full-time students in good standing in the PhD program of the Department of Pharmaceutical Sciences are eligible for assistantships and tuition scholarships.

Ordinarily, such support is continued until the end of the fourth year of study provided that funds are available, the student makes satisfactory progress in the program, including remaining in good academic standing and responsibly discharges duties as a graduate student.

Priority

Assistantships and tuition scholarships will be awarded in the following priority:

1. Full-time students in good standing already enrolled in the PhD Program.
2. Students newly admitted as full-time students in good standing in the PhD program. Priority of granting aid to students in this category will be based on their previous academic record and experience, and on projected availability of funds.
3. All other graduate students in the Department’s PhD program who are judged by the faculty to have a reasonable probability of completing their programs.

Level of Support

Except for students who may be honored by a special fellowship, approximately equal levels of support are provided to all eligible assistants.

A student who receives an outside fellowship (e.g., AFPE, or PhRMA fellowship), through their own merit and application, may receive a total stipend up to 150% of the departmental stipend.

Duties

Assistants normally will be asked to provide up to two full-time equivalents of service broadly related to academic teaching and service (as defined by the Department and assigned by the Department Chair or their designate).

All TAs must take the Annual TA Orientation, a one-day event, which is held in mid-August, and is designed to enhance the instructional skills of both new and continuing Teaching Assistants (TAs) across UB. TAs must also attend any special seminars and workshops that are organized on teaching and pedagogy by the Department from time to time.

Students are required to obtain a 'Satisfactory' grade in PHC599: Supervised Teaching. Students with an "Incomplete" or "Unsatisfactory" grade will be required to repeat PHC 599: Supervised Teaching. The Director Graduate Studies assigns specific courses for PHC599: Supervised Teaching after successful completion of the Preliminary Examination.

Removal from Assistantship

An assistantship is usually continued for the duration of a student’s program. It may be terminated sooner if:

• The student has lost eligibility by loss of good academic standing or by transferring out of the PhD program. See Academic Standing.
  
• The student has persisted in unsafe practices, willful insubordination or in refusing to carry out assigned duties without an acceptable reason.
• The student has made harmful threats to others in the Department or School.
• The student has persisted in using abusive language or behavior with others in the Department or School.
• The student has failed to make satisfactory progress in the program.
• The student has committed serious infractions of accepted practices related to research ethics, laboratory procedures, data-use, human subjects or vertebrate animals use that has compromised the integrity of research.
• The student has committed serious infractions of University regulations, including academic dishonesty.
• The student has extended unauthorized absences. See section on Attendance and Leave for allowable absences.

Renewal/Continuation

Assistantships are normally automatically renewed annually for a total of four years provided that funds are available the student remains in good standing and is making satisfactory progress in the program.

Regular attendance is essential for academic and research success. This is especially important for students involved in lab work or experiments, where progress often depends on timely participation and collaboration. Absences can disrupt research timelines and affect both individual and group outcomes.

Refer to each course syllabus for specific attendance requirements. Students should communicate in advance with instructors or research advisors if absences are unavoidable.

A student wishing to audit a course must officially register for the course and submit a written request to the instructor by the fourth week of class. 

Billing

• Login to MyUB for billing, financial aid and course registration transactions.
• Tuition e-bill notifications will be emailed to your buffalo.edu account.
• Contact Student Accounts for questions.
  

Cost of Attendance/Tuition

• UB Tuition and Fees
  • Financial Aid Cost of Attendance
  • MS: Students are considered graduate for tuition and fees.
  • BS/MS: students will remain classified as undergraduates for tuition and fees until the fall semester when they begin taking PHC 613, PHC 615, and other graduate coursework, at which point they will be recognized as graduate students. At that time, when submitting the FAFSA, you must indicate your graduate status. This change permits eligibility for graduate student loans. Students will not receive TAP, NYS aid, or other undergraduate financial aid packages once a graduate student.
    
  • Non New York residents may seek to establish New York State residency for tuition. See New York State Residency Requirements for Tuition Purposes for more information.  

All students are responsible for checking their grades at the end of each term. Should a student discover a "missing grade" they should consult immediately with the instructor or the staff in the associated department. At the end of the following term an F grade will be recorded on the student’s record.

Full-time, fully funded PhD students are eligible for central funding to cover the following broad-based fees charged in fall and spring semesters only:

• Comprehensive Fee,
• Academic Excellence and Success Fee (ACES),
• Student Activity Fee, AND
• International Student Fee (where applicable).

Decanal offices and departments are responsible for identifying eligible students through the timely placement and removal of a service indicator in HUB, UB's student registration system.

Audience: All UB SPPS students

Purpose: The purpose of this policy is to describe policies and procedures for the ‘Pharmacy Building’ as it pertains to building access & security, lab spaces, lockers, maintenance, lost & found, and smoking.

Policy:

BUILDING ACCESS:

• All students have access to the School of Pharmacy Building between the hours of 8:00 AM – 5:00 PM. After 5:00 PM (including weekends) students must swipe into exterior doors, elevators and classrooms to be granted access to spaces they are allowed to access within the building.
• Students have 24/7 building access to all exterior doors, elevators and classrooms. The exceptions are as follows:
  - Gumtow Library (#260 = 06:00 AM - Midnight)
  - Student Room (#233 = 06:00 AM - Midnight)
  - Computer Labs (#268 = 06:00 AM – 6:00 PM & #345 = 06:00 AM - Midnight)
  - Holidays and school breaks if students will need to access the building it can only be done through Swipe Access ONLY.
• Any students experiencing issues with access to spaces designated to students can contact the Facilities Planning and Management Officer, John DiMura, at 716-645-3002 or johndimu@buffalo.edu.

GENERAL LAB GUIDELINES:

• Students should not bring any food or drink into a lab space or place any food or drink items in any fridge or freezer that is labeled “No food or drinks.”
• Walkways and floors must always be clear of debris.
• All containers within a lab space must be labeled – NO EXCEPTIONS.

REPORTING MAINTENANCE ISSUES / CONCERNS:

• All maintenance / facility concerns can be reported to the Facilities Planning and Management Officer, John DiMura, at 716-645-3002 or johndimura@buffalo.edu. Clearly describe the issue in detail (i.e. location in building, description of the issue).
• Any suspicious activity noticed in the building should be reported directly to UB Police immediately (716-645-2222).
• Do not wait to report any issue that may be noticed.

LOST & FOUND POLICY:

• Please see the School of Pharmacy Lost & Found Policy.

SCHOOL POSTING POLICY:

• Students are to only display posted items to areas of the school where display rails or tac boards are located.
• Posting is not allowed on walls, doors, painted surfaces, windows, ceilings, etc.
• Items not located in the established areas will be removed by the School Facilities Planning Management Officer.
• Students should adhere to more in depth posting policies by reviewing the University’s guidelines.
• Review: Posting Policy (New) - Administrative Services Gateway - University at Buffalo

SMOKING POLICY:

The University at Buffalo is committed to providing a healthy, comfortable, and safe smoke-free environment for its students, faculty, staff, and visitors. Organizers of and attendees at public events, such as conferences, meetings, lectures, social events, cultural and athletic events using University-managed property will be required to abide by the University at Buffalo Smoke-Free Policy.

The official university calendar is issued by the Office of the Registrar. Graduate students may obtain a class schedule from the Registrar's website.

Students should carefully review syllabi for course dates.

Students must keep their name and address updated through MyUB.

As soon as possible (i.e., within one week) following any change of name or address, a student must complete a Student Name Change form or an Address Change/Add Request form.

When a graduate faculty member retires from UB with no intention of assuming a faculty appointment at another institution, that faculty member is eligible to continue serving as the major advisor or as a committee member for a current student. The actual decision whether or not that person may continue to serve in such a capacity with a current student rests with the director of graduate studies and the chair of the department. However, subsequent to their retirement, graduate faculty members should not accept major advisor or committee membership assignments for any new student.

When a graduate faculty member leaves UB for an appointment at another institution and the student is at the final stages of completing the thesis or project (generally with one year or less needed to finish), the Graduate School will allow the departed faculty member, if they are willing, to retain their role on that student’s committee, providing the department chair and the director of graduate studies concur. The primary consideration in retaining a departed faculty member on a committee should be to avoid delaying completion of the degree and unwittingly penalizing the student. However, if the student is more than a year from degree completion, the Graduate School does not recommend allowing a departed faculty member to remain on that student’s committee since, after that time, the faculty member will become immersed in responsibilities at their new place of employment, often leaving little time to devote to our student.

Students must satisfactorily complete at least 30 graduate credit hours for a MS degree, and 72 graduate credit hours for the PhD degree.

To participate in the spring Commencement Ceremony, students must have conferred the previous summer or be planning to confer the fall (2/1) or spring (6/1). The following criteria must be met:

All students must have an expected degree date in HUB from the previous summer to the current spring term and the Commencement Form submitted by 4/15.

PhD and PharmD/PhD Students: must have completed >95% of all laboratory, experimental or simulation studies. In addition, the student should have submitted to their research committee:
- A completed table of contents of planned thesis chapters
- At least 75% of the thesis chapters, in complete draft form

BS/MS, PharmD/MS and MS Students: must have completed >75% of all laboratory, experimental or simulation studies. In addition, the student should have submitted to their research committee:
- A draft abstract of the project report
- An outline of the project report including the major conclusions of the project

Student records are confidential and are released only to appropriate faculty and administrative offices. Release of such records to any other college, prospective employer or agency occurs only with the written permission of the student or upon subpoena.

In compliance with the Family Education Rights and Privacy Act of 1974, the State University of New York at Buffalo releases the following directory information upon request: student's name, current address, telephone number, email address, major field of study, dates of attendance and degrees received. The university will routinely release such information unless a student indicates on the Request for Directory & Information Release/Non-Release form that he or she wishes not to be listed in the student directory.

The law requires that students be given reasonable time to request that this information not be released. Students who have previously indicated that they do wish to have their directory information released should notify 1Capen (ground floor of Capen Hall,) if they wish to rescind that permission to release directory information. The law also affords students the right to inspect and review their educational records and to request a hearing to question the contents of those records.

Inquires or complaints may be filed with the Family Policy and Compliance Office, U.S. Department of Education, 400 Maryland Avenue S.W., Washington, DC 20202-5920. Phone: 1-800-872-5327

Continuous registration is required in each fall and spring term until students complete the program. Be sure to register for at least one credit hour (PHC 615/616) under your graduate program each semester (PharmD/MS: please be sure to register under graduate and not pharmacy). For international students, summer enrollment is also required if a student is using the summer semester as their last semester.

Exemptions: 

If continuous registration is not possible, the student must secure an approved leave of absence. Students may not be on a leave of absence during the semester in which a degree is to be conferred. 

In rare instances, a student may petition for a waiver of the continuous registration requirement for the semester immediately prior to degree conferral. The Graduate School will consider if the student has an incomplete from a previous semester, if the student is an approved candidate for degree conferral, will not be using any university services or faculty time and has submitted all required conferral materials to the Graduate School prior to the first day of the semester. 

In cases where a student wishes to utilize selected graduate level courses to satisfy the degree requirements of more than one post-baccalaureate (graduate and/or professional) degree program, the following limitations apply:

PhD Program: Up to 50 percent of a student's PhD program may be comprised of courses used to complete another degree program at UB or at another institution. A minimum of 50 percent of the PhD program must consist of courses completed at UB that have not been applied toward any other degree program.

MS Programs: For the master's level degree program, students must have a minimum of 24 credit hours at UB.

Microcredentials: Courses cannot be applied toward more than one micro-credential.

Consult with the Director of Graduate Studies for approvals.

Students must satisfactorily complete at least 30 graduate credit hours for a MS degree, and 72 graduate credit hours for the PhD degree.

The Department’s physical facilities and resources are shared by all of its members. Thus, it is everyone’s responsibility to protect and safeguard these facilities and resources.

If you notice something unusual, e.g., an accident, a freezer alarm, a major flood or spill, suspicious activities (e.g., a burglary) on the floor, please give aid to the affected individual(s) and report the activity to the relevant offices (e.g., department office, campus police at 2222). Do not leave it for somebody else to do.  

Many of the scientific instruments and office equipment are shared. Make sure that you consult with somebody knowledgeable about these equipment items before using them. Safety for yourself, the people around you, and the equipment itself should be your first concern. The equipment area should be left as clean as possible after your use.

The Departmental photocopier and printers are not to be used for copying and printing personal items. It should be used only for departmental activities, which include your research work, but not your individual course work, unless specifically approved by a faculty member. If you are unsure, please check with your advisor.

Diplomas will be mailed directly from the Office of the Registrar to the graduate's diploma mailing address on file in that office. When no diploma mailing address is given, the diploma will be mailed to the graduate's permanent mailing address.

Grounds for Removal (Dismissal):

The following represent grounds for removal of a student from the school’s graduate programs:

• Failure to meet the academic requirements of the Department (including probation terms) and/or those of the Graduate School
• Continual unsafe and detrimental conduct, in spite of repeated warnings  
• The student has persisted in unsafe practices, willful insubordination or in refusing to carry out assigned duties without an acceptable reason.
• The student has made harmful threats to others in the Department or School.
• The student has persisted in using abusive language or behavior with others in the Department or School.
• The student has failed to make satisfactory progress in the program. See Academic Standing.
  
• The student has committed serious infractions of accepted practices related to research ethics, laboratory procedures, data-use, human subjects or vertebrate animals use that has compromised the integrity of research.
• The student has committed serious infractions of University regulations, including academic dishonesty.
• The student has extended unauthorized absences. 
• Graduate students not meeting the written terms of their academic probation may be academically dismissed from the program by the Director of Graduate Studies, Chair of the department or Director. Such dismissals shall be done in a timely fashion but no later than three weeks after the completion of the term. The Graduate School will be notified in writing of all such academic dismissals.

Additional for Micro-Credentials:

• Any student receiving a failing grade “F” in any course may be subject to dismissal from the micro-credential.
• Any student who fails to maintain university graduate student status for two (2) consecutive years may be subject to dismissal from the micro-credential.
• Any student who fails to complete the final project for the micro-credential within the defined timeframe may be subject to dismissal from the micro-credential.

Dismissal Process: 

The Director of Graduate Studies (DGS), Department Chair, or Graduate Program Director may dismiss a student not meeting probation terms—within 3 weeks of term completion. The Graduate School is notified in writing.

Removal requires a majority vote by the Department’s Graduate Education Committee.

Dismissal Steps:

1. Written notification by the DGS or appropriate official.
2. The student may address the Graduate Education Committee before dismissal (with an advocate, if they choose).
3. Committee votes.
4. Written notification of decision.
5. A “GRD” service indicator is placed on the student’s record to prevent further registration

Right to Appeal:

Students may appeal dismissal decisions as follows :

1. Submit written petition to the DGS within 10 business days of dismissal notice.
2. Meeting with the Graduate Education Committee. An advocate may be present. Committee review within 30 business days.
3. If unresolved, submit a written appeal to the Dean of the School.
4. Final appeal to the Dean of the Graduate School, if necessary.
5. Final decision within 60 business days.

The appeal process shall follow the Academic Grievance Policy procedures as defined by the Graduate School (see Academic Grievance). During such appeals, the student may speak on their own behalf, may submit a written statement, or may ask another person such as a faculty member or another graduate student in the Department to act as their advocate. Such an advocate should not be acting as a legal representative in these proceedings.

The dissertation should be an original contribution to the field as determined by the PhD candidate's department or program. Doctoral dissertations, except those in the department of romance languages and literatures, are normally written in English.

There are several style manuals available in the UB Libraries, including Strunk and White, Turabian and the University of Chicago Press, that answer a host of questions regarding the technical aspects of a properly prepared dissertation. A bibliography is also available which provides further examples that are more specific to various disciplines (e.g., the Publication Manual of the American Psychological Association). Students should consult the appropriate professional journals and their major professors to determine the most appropriate style within their area of research.

It is the prerogative and responsibility of the candidate and the sponsoring department to ensure that the canons of organization, presentation and documentation usually prescribed for publication in their discipline are observed. Likewise, the dissertation must be certified as substantially free of errors and ready for publication before it is submitted to the Graduate School.

Since 2005, all master’s theses and doctoral dissertations completed by UB students in fulfillment of graduate program requirements have been archived and accessible through ProQuest’s dissertations and theses database. Beginning with the June 1, 2018 degree conferral, all theses and dissertations will also be accessible for public access through UB’s Institutional Repository. Students will continue to have the option to request a temporary embargo (delayed release) of their thesis or dissertation containing patentable material or content being submitted to peer-reviewed journals or for commercial publication. See the Public Access of Theses and Dissertations and Embargo (Delayed Release) of Thesis and Dissertation policies.

The student's copyright is established as soon as the dissertation is fixed in a tangible medium, i.e., saved on a computer hard drive. However, it is the student's choice whether or not to then register that copyright. Registering the copyright will allow the student to file suit against anyone who infringes upon this copyright in the future. Registration with the U.S. Copyright Office is not required in order to establish copyright. The rights of a copyright owner include the ability to make copies of the work, make derivative works, distribute copies of the work, perform the work publicly and display the work publicly. Whether or not a student chooses to register their copyright, that student retains the rights to their dissertation and may authorize others (i.e., a publisher or another researcher) to exercise them. The student retains these rights unless they relinquish them, as is the case with some publisher contracts. It is the student's responsibility to guarantee that the work is original and that they have followed accepted standards for documenting the use of references and citations of other works. Attribution of one's sources, however, has nothing to do with copyright and does not protect a student from copyright infringement when using other copyrighted works in their dissertation. Students should discuss the option to register the copyright of their work with their major professor before reaching a decision. Once the decision has been made to register one's copyright, the appropriate symbol, the date, and the author's name must be included on the page immediately following the title page. Regardless of registration, the student's copyright will run for the life of the author plus 70 years. Students may request this service to be provided through the Graduate School's online submission system as an option under the ProQuest Dissertation Publishing Agreement they sign when submitting the final dissertation.

PhD dissertation defenses will be preceded by a one-hour departmental seminar open to the academic community and the public. The PhD defense should be announced in the department.

Departmental policy requires that PhD students must remain in the Department on a full-time basis until the thesis has been submitted to the dissertation committee. The only exceptions to this policy are PhD students who have been approved to pursue a part-time program.

Except under extra-ordinary circumstances, the in-person oral defense should be scheduled at least 3 weeks after the distribution of the thesis to the departmental committee.

All PhD students should submit a bound (two-sided) copy  of their dissertation and an electronic copy of their dissertation to the Department. These materials must be submitted to the Departmental Staff Member responsible for Graduate Studies within 30 days of a successful dissertation defense.

The Graduate School will accept any self-consistent format that follows conventions of a recognized discipline, but some general formatting standards are also expected as outlined on the Graduate School's Electronic Thesis and Dissertation (ETD) Guidelines page.

Effective for students entering Fall 2024: Outside Readers are not permitted.

The Department requires the Dissertation to be approved by an Outsider Reader as part of the requirements for the completion of the PhD and PharmD/PhD programs.

The Outside Reader should normally hold a doctoral degree, and have demonstrated relevant expertise as evidenced through peer-review publications.

The Outside Reader must not hold an appointment in the UB Department of Pharmaceutical Sciences, or be connected with the dissertation research project as a collaborator or investigator. The Outside Reader however may serve as an advisor to the project prior to the submission of the Dissertation.

With the advice and consent of her/his major advisor, the candidate should submit, in writing, the names of 1-3 potential Outside Readers to the Director of Graduate Studies for approval. Such submission should be accompanied by 1-2 pages of PUBMED or MEDLINE printout of the Outside Readers’ recent publications pertaining to the investigative areas of the thesis. The interaction between the candidate and the proposed Outside Reader, prior to the completion of the thesis, must also be described.

After the Director of Graduate Studies approval of potential Outside Reader(s), either the candidate, or her/his advisor, should contact these individuals to determine their availability. It is acceptable to invite more than one approved Outside Reader, and the acceptance of the thesis by any one of these Outside Readers would suffice.

The Outside Reader Response Form should be sent by the candidate/major advisor to the approved Outside Reader(s) along with the thesis.

Delayed public access, commonly known as an “embargo,” postpones public distribution of the thesis or dissertation that has been approved and filed with the university. In some cases, it may be reasonable and appropriate to put in place an embargo that delays public release, but only in narrowly prescribed circumstances affecting intellectual property rights (such as when a patent is being filed), to satisfy requirements for the review of grant-sponsored research, to allow time for the submission of content to a peer-reviewed journal, or for potential consideration of content by an academic or commercial press. Such an embargo must be limited in time.

If delayed public access is necessary due to the purposes set forth in the previous paragraph, a graduate student should select this option when uploading the thesis or dissertation to ProQuest, and a completed and signed Request for Embargo (Delayed Release) of Thesis and Dissertation form should be submitted to the Graduate School.

The delayed release requested at the time of submission will postpone public distribution of/access to a thesis or dissertation via both ProQuest and the University at Buffalo’s institutional repository (UBIR). Students may request embargoes for up to one year or two years, with longer time periods considered by exception. If a delayed release is approved, ProQuest and UBIR will display only the graduate’s citation and abstract for the duration of the embargo. The full text of the graduate’s thesis or dissertation will become available for public access only after the embargo expires. The UB Libraries will archive and preserve the manuscript in perpetuity.

Exception Requests for Extended Embargoes

Under rare circumstances and prior to the filing of the thesis or dissertation, the dean of the Graduate School may approve requests for embargoes beyond the two-year limit. A request for such an exception to UB policy should be made as soon as the graduate student’s master’s or doctoral committee is aware of the need to do so.

The Graduate School is the first point of contact for exception requests. The graduate student and their major advisor must submit a formal request for a time-delimited extended embargo using the Request for Embargo (Delayed Release) of Thesis and Dissertation form available from the Graduate School. The request must be made prior to filing the thesis or dissertation.  Each request will be evaluated on a case-by-case basis. The Graduate School’s review of such requests will take the following factors into consideration:

• Are there serious mitigating circumstances whereby publication of the thesis or dissertation would cause undue risks or potential harm to the author or subjects?
• Will the data generated through the student’s research support other in-progress publications from people on the student’s research team, which could be impacted by public dissemination?
• Is the student applying for a patent based on research that is discussed in their dissertation?
• Is the data or material in the thesis or dissertation subject to review by the sponsor or grantor prior to publication?
• Is there a need to prevent disclosure of information about persons, institutions, technologies, etc.?
• Is there an academic or commercial press that has documented its requirement of manuscript embargo in order to acquire the rights to publish the thesis or dissertation as a book?

When an exception request is approved by the Graduate School, the library will be notified to ensure that UBIR suppresses access until the end of the approved extended embargo period.

Post-Submission Requests for Delayed Public Access

Students who wish to delay public access must select this option at the time they submit their theses or dissertations to the Graduate School via ProQuest. Requests to embargo a thesis or dissertation after the manuscript has been filed generally are not allowed. Post-submission embargo requests to the UBIR are permissible only in exceptional circumstances and require Graduate School review and approval.

Procedure

The Graduate School is the first point of contact for post-submission embargo requests to the UBIR. To make such a request, which is considered only for exceptional circumstances, the graduate student must submit a Request for Embargo (Delayed Release) of Thesis and Dissertation form to the Graduate School detailing the reason for the request for an embargo and the reason for the delay in seeking the embargo, and including an explanatory letter from the thesis or dissertation committee chair.  Each request will be reviewed on a case-by- case basis.

ProQuest allows graduate students to embargo their manuscripts at any time and for any duration, but cautions that “the rules and policies around dissemination related to a university’s institutional repositories are created and managed separately by the university”.*

ProQuest will notify UB’s Graduate School of each request for a post-submission embargo. Upon receiving the notification from ProQuest, the Graduate School will send an email to the graduate student reminding them of the university policy restricting delayed release. The Graduate School will approve of such post-submission requests in accordance with the procedure set forth below for review of post-submission requests.

Review of Post-Submission Embargo Requests

The review of a post-submission embargo request by the Graduate School will take the following factors into consideration:

• Are there serious mitigating circumstances such that publication of the thesis or dissertation would cause undue risks or potential harm to the author or subjects?
• Is there a need to prevent disclosure of information about persons, institutions, technologies, etc.?
• Is there good cause for the failure to seek delayed public dissemination at the time of submission?
• Is the work already accessible via UBIR?

In the rare cases in which a post-submission embargo request is approved by the Graduate School, the Graduate School will notify the library and UBIR to withhold release for the approved embargo period.

*ProQuest, Embargoes and Restrictions

University Police: 716-645-2222
Non-emergency: 716-645-2227
Environmental Health & Safety: 716-829-3301

UBAlert System

• Sign up required for all students (see UB Alert Systems)
• Text and email notifications
• Emergency updates and closures
• Weather alerts

Emergency Procedures

• Fire: Evacuate immediately, call 2222
• Medical: Call 2222, provide aid if trained
• Suspicious activity: Call 2222, avoid area
• Severe weather: Follow shelter procedures

International applicants who desire or need to improve their English language proficiency may do so through the university's English Language Institute, which offers Intensive English Programs during the fall, spring and summer semesters. For further information, contact the English Language Institute, 320 Baldy Hall, North Campus, 716-645-2077.

Unless exempted or waived from the requirement, all international applicants must demonstrate proficiency in the English language by submitting official test scores from one of the following English language proficiency tests:

*The DET can be taken on demand online and score reports are provided back to applicants within a few days.

Scores must be dated within two years of the time the application is reviewed by International Admissions. Scores must be sent directly to UB by the testing agency.

Applicants may retake any ELP test to achieve the needed minimum score prior to matriculation into their academic program.

All new PhD students are required to arrange and meet with at least 4 departmental faculty and discuss their research interests.

Students are free to make arrangements for rotations with individual faculty, if desired. The conditions of the rotations will be determined by the individual professor. 

Graduate student employees may be eligible for leave under the Family and Medical Leave Act (FMLA) in accordance with federal and New York State law.

• Eligibility typically requires at least 12 months of service and a minimum number of hours worked in the previous year.
• FMLA leave may be requested for qualifying reasons such as:
• birth or adoption of a child, care for a seriously ill family member, a personal serious health condition
• Eligible students may receive up to 12 weeks of unpaid leave in a 12-month period.
• Leave must be requested in advance and approved by the supervising faculty advisor and the Director of Graduate Studies (DGS).
• Documentation will be required (e.g., medical certification or legal paperwork).

Graduate assistants should consult with the Department, Graduate School, and Human Resources to determine FMLA eligibility and to complete the necessary forms.

What is FERPA?

FERPA is the Family Educational Rights and Privacy Act to protect student information. Students' education records are protected under FERPA. It mandates that students are allowed to inspect their education records and limit others from reviewing that information without their permission. See FERPA.

Request for Release/Non-Release

Students must submit the FERPA Information Disclosure Consent form to authorize or revoke authorization to release academic and financial information to others. Students must complete the form in the presence of a university employee who must validate the student’s identity or be notarized if the student is unable to come to campus. The form can then be submitted to the Office of the Registrar, Student Accounts, or Financial Aid, or advising office and will be recorded in HUB. A positive service indicator in HUB will appear to communicate this release. 

Financial Aid
Financial aid is available for students. To discuss financial aid and/or for questions about loan options, call 716-645-8232 or email ubfa@buffalo.edu.  

Loans
Graduate students will qualify for the Federal Direct Unsubsidized Loan. Students may also apply for a Graduate PLUS loan. Additionally, students can apply for a private loan (see Alternative/Private Loans).

FAFSA
The FAFSA is an application for student aid that collects the basic information needed to determine your eligibility for all of the financial aid programs sponsored by the federal government. If you need additional help financing your education, U.S. citizens should apply for financial aid by filling out a FAFSA (Free Application for Federal Student Aid) online (school code 002837).

Students can begin the FAFSA application process in October and we encourage prior to March 1 (late submissions may still qualify).

Definition of Full-Time

International students on F-1 or J-1 visas must maintain full-time enrollment to comply with immigration regulations.

Full-time registration for fall and spring is satisfied by ≥ 12 credit hours per semester if you are not supported by an assistantship, and ≥ 9 credit hours/semester if you are supported by an assistantship.

Due to the abbreviated nature of the winter and summer sessions, ≥ 3 credit hours are required for winter session and ≥ 6 credit hours within a single summer session, is full-time.

Full-Time Certification

Students who enroll part-time but require full-time status for loan purposes, immigration status, scholarships or other reasons must formally request full-time certification.

• As a doctoral student approaches the all-but-dissertation (ABD) status (e.g., is working on, or has completed a comprehensive exam or qualifying paper), their academic program calls for less than 9 credits of registration per term. Since the dissertation stage is typically a full-time endeavor, ABD students are often eligible for "certified full-time status" and may file for that status with the Graduate School as needed, and at the appropriate time in the student's academic program. Approved certification of full-time status allows the student to be considered a full-time student while enrolled in less than 9 credit hours.
• As a master's student approaches the culminating experience portion of their program (usually after about one year), their curricular requirements may call for less than 12 credits of registration per term. A master's student at the end of their program engaged in full-time academic work on the culminating experience (e.g., project, thesis or comprehensive exam) is eligible for "certified full-time status" and may file for that status with the Office of the Registrar as needed, and at the appropriate time in the student's academic program. Approved certification of full-time status allows the student to be considered a full-time student while enrolled in less than 12 credit hours.
• For international students in their final semester, the Reduced Course Load may be filed with International Student Services instead of the full-time certification. This form should only be used once. Only three credits of online course work per semester can count towards the full course of study requirement. See Maintaining Visa.

Eligibility for Full-Time Certification
1. Enrollment in PHC 615/616 (Master’s Project) 
and
2. Demonstration of Full-Time Academic Effort: You must be engaged in coursework and/or research that constitutes a full-time academic workload.

The department requires students to be full-time until they are done with their required coursework. Students must continue to register full time until the course requirements are met.

• MS in Pharmaceutical Sciences students must complete the following before they are permitted to register only for PHC 615/616 research credits (i.e., advance to candidacy):
  • Minimum 10 departmental didactic credit hours excluding research, laboratory courses, seminars and tutorials.
  • Minimum 5 credit hours from other departmental courses, laboratory courses and department electives.
• MS in Pharmacometrics and Personalized Pharmacotherapy students must remain full-time until all required courses are satisfied. 
• PhD in Pharmaceutical Sciences students must remain full-time until:
  • The dissertation has been submitted to the Dissertation Committee 
  • The student has completed their Departmental Preliminary Examination.

BS/MS and MS students do not receive tuition waiver through department funds.

BS/MS and MS students may have outside employment that is consistent with their visa status and may be funded through individual grant support to carry out research work, provided that the work is unrelated to the graduate project and the Faculty Advisor and Chair approve. However, students should not receive payment for work that will be used to satisfy requirements for academic credits.

A faculty member may invite applications for assistance in their research. Such invitations will be announced in the department listserv. Qualified students may apply directly to the faculty member concerned.

Consistent with our policy for PhD students, BS/MS and MS students who obtain outside funding on their own merit may receive up to 150% of the prevailing departmental PhD funding rate.

Changes to previously recorded grades must be submitted within 12 months following the end of the term during which the student was registered for the class. After one year, grades are considered final.

Changes are made by faculty using the electronic grade change tool and must include a justification. The request must be approved by the instructor, the department chair and then submitted to the Graduate School for formal review.

Faculty are to maintain copies of student exams, reports and other assignments submitted to the course instructor but not returned to the student that are determinants of a student’s course grade for six months following the term in which the course is offered. Faculty are to maintain records of all graded assignments and other student assessments that are determinants of a student’s course grade for 12 months following the end of the term in which the course is offered.

Faculty must submit grades for all courses by the due date scheduled for each term, which shall be no less than seven days (including weekends and holidays) after the last day of the term's final examination sessions or the last day of classes of a term not having separately scheduled final examination sessions.

Courses offered in a non-standard term, e.g., a non-standard summer session, may have a shorter time for grade submission.

Grades may be obtained by students and advisors through the HUB Student Center available through the "MyUB" portal the day after they are submitted. They are also available in Navigate.

Faculty can review the Registrar's Critical Dates.

Instructors are required to indicate the bases for determining course grades in each course syllabus. Students will be graded A-F, based on the work they did for the semester.

The Graduate School's weighted grades are as follows:

For feedback, grievances or complaints for matters within the University at Buffalo (UB) School of Pharmacy and Pharmaceutical Sciences (SPPS), students may use the Feedback/Grievance Form. To submit anonymously, do not enter your name or person number.

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to outline that all forms of harassment and discrimination are strictly prohibited.

Harassment Policy:
Harassment of any form is prohibited.

Harassment creates a hostile or intimidating environment, which interferes significantly with an individual's work or adversely affects an individual's living conditions. Such an atmosphere can be created by verbal or physical conduct.

Physical harassment constitutes unwelcome physical contact or verbal threats, menacing or otherwise.

Sexual harassment is defined as unwelcome acts of a sexual nature including sexual advances, requests for sexual favors and/or other verbal or physical conduct, including written communications, of an intimidating, hostile or offensive nature, or action taken in retaliation for the reporting of such behavior.  

This policy applies to all faculty, staff, administrators, and students on the university grounds or at university affiliated functions. Sexual harassment is prohibited by Title IV Civil Rights Act of 1964 and by title IX of the Education Amendments of 1972.  See Sex Discrimination and Sexual Harassment. 

Non-Discrimination Policy:
In accordance with federal and state laws, no person, in whatever relationship with the University at Buffalo, shall be subject to discrimination on the basis of age, religion or creed, color, disability, national origin, race, ethnicity, sex, marital or veteran status.

UB does not have a policy that limits or favors current UB students, transfer or out-of-state applicants. All applicants are considered equally. UB SPPS is committed to a nondiscriminatory admission policy and philosophy.  

UB does not mandate health insurance for domestic students attending the University at Buffalo. All international students taking 1 or more credit hour (and their dependents) must carry health insurance coverage.

Coursework more than 10 years old, whether from another institution or from UB, that is to be included in a current graduate degree program must be petitioned at the time of the student’s matriculation to the program. The student should submit a Use of Historical Coursework Petition upon admission to the graduate program to determine whether such courses and associated graduate credits can be applied toward the current degree program requirements. The director of graduate studies reviews the coursework to determine whether the content of those courses is still relevant and applicable and the student must demonstrate their continued knowledge of the course content.

Assignment of an incomplete grade is at the discretion of the instructor. Faculty may assign an incomplete grade, with a default grade if not completed (e.g., I/F = incomplete, fail if not completed). A default grade is the letter grade the student will receive if no additional coursework is completed and/or a grade change form is not filed by the instructor.  

Any course graded with incomplete that will count toward a graduate degree must be changed to a permanent grade before that degree is conferred. Faculty can update the grade using the Grade Change Tool.

When assigning an incomplete grade, the instructor may set an earlier deadline for completion of the outstanding course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing.

If an extension to the incomplete timeframe is sought, the above chart indicates the due date for the corresponding Petition for Incomplete Extension Download pdf form to be filed with the Graduate School.

Definition: Informal courses include registration in independent study; project, thesis or dissertation guidance; directed or supervised reading; and directed research coursework.

A formal Independent Study Agreement (see section below regarding Independent Study Agreements) must be established in writing between the instructor and the student for each registered independent study course by the end of the first week of classes. It is the responsibility of the student and the instructor to see that all Independent Study Agreements are maintained in the student’s file within the student’s home department. Independent Study Agreements are to become part of the student's permanent academic record.

Informal courses associated with final project, portfolio, thesis, research or dissertation completion do not require the establishment of formal Independent Study Agreements.

With the exception of Introductory Language Courses, use of undergraduate courses below the 400 level, as the criteria for creating an informal graduate course, is strictly prohibited.

Independent Study Agreements
Independent Study coursework agreements should contain the following components:

• The student and the instructor’s names and signature.*
• Name and number of the course.
• Number of credits for the independent study.
• Description of work required to complete the course.
• Tentative schedule for when/how often the student and instructor will meet during the given term.
• Course objectives.
• Intended learning outcomes.
• Method of assessment.
• Clearly delineated grading type (e.g., pass/fail, letter grade).

*If the Independent Study Agreement is filed electronically, some indication of acceptance of the agreement from both the instructor and the student.

International Student Services (ISS) is the authority for current policy. See Curricular Practical Training (CPT) and Optional Practical Training (OPT). Students will register for 1 credit of PHC 615/616 (Research).

Please note that if you are enrolled in the PharmD/MS program, you must satisfy the degree requirements for the MS before or concurrently with the PharmD if you wish to be eligible for STEM OPT. Students have to complete all degree requirements, including the project/thesis, in order to keep the program listed on the Post-Completion OPT I-20.

The School encourages graduate students in all MS and PhD programs to pursue internships to enhance their educational and professional development.

Possible Internship Settings:

• Pharmaceutical industry
• Regulatory agencies (e.g., FDA, CDC)
• Hospitals and clinical research centers
• Academic research institutions

While the Department does not formally arrange or endorse specific internships, relevant opportunities may be shared with students. Students are responsible for identifying and securing their own internships.

Eligibility:

• Complete substantial coursework prior to the internship
• Obtain written approval from both their project or dissertation advisor and the Director of Graduate Studies (DGS)
• Limit participation to one internship during the duration of the degree program
• Internships often delay academic progress. Students are strongly discouraged from pursuing internships during the academic year.
• Students must complete the internship approval form, obtain signatures from their advisor, and submit the form to the Departmental Office. The form will be placed in the student’s academic file.

Additional Guidance for PhD Students:

• PhD students receiving stipends through industrial collaborations may be required to conduct research at the sponsor site as part of their program.
• The departmental PhD stipend will be suspended during any off-site internship period.

International Students:

International students must consult UB International Student Services (ISS) before accepting any internship. This includes securing:

• Curricular Practical Training (CPT) authorization
• Documentation for visa compliance
• Appropriate work authorization

Registration and Credit: 

With formal course registration, a pre-determined syllabus, and departmental approval, students may receive elective credit through PHC 615/616.

Check Your UB Email Daily

The University at Buffalo School of Pharmacy and Pharmaceutical Sciences (UB SPPS) uses listservs as the primary method of communication with students, faculty, and staff. A LISTSERV® is a commercial email list management system that sends a copy of every message to all subscribers on the list.

As a student, you are automatically subscribed to the listserv(s) associated with your academic program and class year.

PharmD Student Listservs for each PharmD class:

• phm-2028-list@listserv.buffalo.edu
• phm2027-list@listserv.buffalo.edu
• phm2026-list@listserv.buffalo.edu
• etc...

Online Student Listserv for online degree and online micro-credential students:

• spps-online-list@listserv.buffalo.edu

Pharm Sci Student Listservs for graduate and undergraduate, respectively:

• phcgrads-list@listserv.buffalo.edu
• phcmajor-list@listserv.buffalo.edu

Clinical and Translational Therapeutics Student Listserv:

• ctt-student-list@listserv.buffalo.edu

This is the MAIN venue for communication pertaining to professional information for everyone in your class as well as faculty and staff. All students are automatically subscribed to their class listserv.

User Guidelines and Expectations

• The listserv is "open" which means anyone receiving messages from the list can send messages to the list. The list contains members of the class as well as faculty, staff and school leadership, including the Dean.  
• You have been assigned a UB email address. Check this email every day for important messages. All messages will be sent to this UB email ONLY. If you have another email (e.g., Gmail) you can have messages forwarded BUT it is your responsibility to ensure you are receiving the messages. It is best to check your UB email directly. UB IT has mentioned that some outside email services can confound the listserv so please be sure to use your UB address when communicating on listservs. 
• Listserv messages are for information related to pharmacy, the school, or your class. They are not intended to be used to sell any products, services, or to promote non-school related gatherings/events.
• Listserv messages should not be utilized to direct complaints, grievances, or venting. We encourage students to voice concerns, address issues and ask for assistance through the appropriate channels in the school.
  
• No profanity or "bad" language (or angry tones).

Students who do not plan to enroll in classes for an upcoming term should request a Leave of Absence to maintain their student status. Taking an official LOA allows continued access to UB email and eliminates the need to reapply upon return.

• A leave of absence may be granted for up to one year and may be extended once for an additional year if circumstances warrant.
• Students must submit the official LOA form no later than the last day of classes of the semester in which the leave is to begin.
• Students on an approved LOA:
  - Are still responsible for any outstanding tuition and fees
  - Must abide by the standard completion timeline for any "Incomplete" grades
  - Should notify the Office of Student Success and Engagement if they plan to return earlier than expected

Steps for International Students: 

International students must receive approval from International Student Services (ISS) before their Leave of Absence can be processed.

1. Contact International Student Services, at 210 Talbert Hall or via email at iss@buffalo.edu before submitting an LOA request.
2. Log in to UB Global and submit the LOA request by selecting: "F-1 Student Services" → "Graduate Student Leave of Absence"
3. Submit the form before dropping any courses. ISS will update your SEVIS record and forward the signed LOA form to the Registrar.
4. Before returning to the U.S., contact ISS 4–5 months in advance to confirm your eligibility for SEVIS reactivation or Issuance of a new initial I-20
5. Please read Returning from a Leave of Absence for more information.

Please review the ISS website for detailed guidance on Requesting a Leave of Absence and Returning from a Leave of Absence.

The focus of the research for a master's project is generally more applied than that for a thesis, with the student often defining a problem and developing a solution for it. The project may be a scholarly undertaking that results in a tangible outcome (a photo exhibit, a performance piece, a business plan, a technical report, a computer program) that does not fit neatly within the framework of a traditional scholarly thesis paper. However, the final project should be accompanied by a paper written by the student that introduces, analyzes and contextualizes the project and demonstrates the student's familiarity with the relevant literature of the field. A master's project/paper receives final approval at the department level.

Before degree conferral is possible, all master's candidates must:

1. Maintain continuous registration each spring and fall semester until all requirements for the degree have been completed.
2. Complete a minimum of 30 credits of graduate study with a minimum 3.0 GPA in the courses being applied to your degree program. This Degree GPA is on your Academic Advisement Report.
3. Fulfill the minimum residency requirement of 24 UB credits of registration.
4. Apply for graduation.
5. Successfully complete the master's culminating experience, as specified by the academic program (e.g., pass a comprehensive examination, complete a final project, prepare a comprehensive portfolio or finish a thesis based on independent research). For School of Pharmacy and Pharmaceutical Sciences MS students, this is typically satisfied by a final project and defense. 

Microcredentials are offered both on campus and online and have varying requirements. 

Each microcredential (online and in-person) requires a project to earn a badge. Each project will be provided by either the instructor, or as determined by the director for Graduate Studies and Associate Dean for Online Learning in conjunction with the appropriate instructors from microcredential courses. Project proposals will be uploaded via appropriate Brightspace Learning Management System Widgets.

For Online microcredentials the learner will be assessed via project appropriate rubrics, and must receive an overall accomplished status. If a student receives an unaccomplished on the rubric, they will be provided a different project to attempt.  They learned will have one month following the receipt of the new project to submit their new submission. If the learner fails to complete the project with accomplished-exemplary results, they will not receive a digital badge.

All admitted students will be deemed an out-of-state resident for tuition billing purposes until sufficient documentation is provided to verify New York State residency in advance of class registration.  

If you are a US citizen or permanent resident, you should apply for New York State Residency as soon as possible (usually after one year of residency). Failure to do so may require you to pay the difference between in-state vs. out-of-state tuition.  

To be eligible, students must have had a New York State domicile (i.e., a permanent and principal home in New York) for a 12-month period prior to registration. 

Factors relevant to the determination of domicile include:

• Federal and state income tax returns.
• Utility bills.
• Rent receipts or lease agreements.
• Status of motor vehicle or other personal property registration.
• Place of voter registration.
• Residence of parents or spouse.
• Military orders requiring transfer to New York State.
• Address listed on bank statements.
• Any other documents that tie a student to New York State.

International students on any J or F visa are not eligible for the NYS (in-state) tuition rate.

Students who hold a bachelor's degree are permitted to register for graduate coursework as non-degree students for a maximum of 12 credit hours. Information concerning this opportunity may be obtained from the individual department. Once registration reaches 12 hours, a service indicator will be placed on the student's academic record by the Graduate School prohibiting further registration until the student matriculates into a graduate degree program.

UB does not have a policy that limits or favors current UB students, transfer or out-of-state applicants. All applicants are considered equally. UB SPPS is committed to a nondiscriminatory admission policy and philosophy. In accordance with federal and state laws, no person, in whatever relationship with the University at Buffalo, shall be subject to discrimination on the basis of age, religion or creed, color, disability, national origin, race, ethnicity, sex, marital or veteran status.

Before degree conferral is possible, all PhD candidates must:

1. Maintain continuous registration until the PhD degree is conferred.
2. Complete a minimum of 72 credit hours of graduate study. A minimum of 50 percent of the PhD program must consist of courses completed at UB and uniquely applied to that degree program (see the policy on course sharing).
3. Earn a minimum 3.0 GPA in the courses being applied to your degree program.
4. Complete UB's Responsible Conduct of Research (RCR) training requirement.
5. Successfully complete an oral and/or written comprehensive or preliminary qualifying exam; or a dissertation prospectus; or a preliminary paper or prospectus.
6. Submit the Grad School's PhD Application to Candidacy form.
7. Complete and orally defend an acceptable doctoral dissertation; electronically submit the dissertation to the Graduate School for final approval and filing in the UB Institutional Repository.
   
8. Fulfill the doctoral degree recipient survey requirement.
   
9. Complete additional requirements as the department or program might duly specify.

Guidelines for PhD and PharmD/PhD Students in Advanced Standing

All PhD and PharmD/PhD students must pass a comprehensive written Preliminary Examination before they gain admission to candidacy for the PhD degree. Once they pass, students submit an Application to Candidacy.

This examination will cover scientific areas in which the student is expected to be knowledgeable. The material for the examination is generally taken from the required departmental offerings and current literature in the area of pharmaceutical sciences.

The PhD Preliminary Examination can also be utilized, in part, by BS/MS, MS or PharmD/MS students who wish to complete their degree requirements by examination (instead of by research project). As described below, MS students only need to complete part of this examination.

Preliminary Exam Offerings

PhD and PharmD/PhD students should ordinarily take the Preliminary Examination before the beginning of their 4^th semester in the PhD program. Students who complete the core courses earlier than their 3^rd semester, should take the Preliminary Examination following the semester of the completion, upon consultation with the DGS and the major mentor.

The Preliminary Examination will be offered up to twice a year: in January immediately following the fall semester in June, only when requested by students before May 1^st and approved by the DGS.

All students who wish to take the examination are required to submit a written request to the Director of Graduate Studies no later than December 1 for the winter Preliminary Examination.

The exact dates of the test will be set by the Director of Graduate Studies or their designate. The Director of Graduate Studies has the option to postpone the Preliminary Examination for up to six months.

Scope and Exam Questions

For PhD students, the knowledge base for this examination includes, but not limited to, the required courses of the PhD curriculum. For BS/MS, MS or PharmD/MS students, the knowledge base pertains to the chosen area(s) of focus.

BS/MS, MS or PharmD/MS students who wish to complete their Masters degree requirements by examination are required to answer questions from any 2 of the above areas, whether they are from the core or elective areas. Students must indicate their choices of scientific areas in their written petition to sit for the examination. Changes cannot be made once the petition has been submitted.

The examination will be coordinated by the Director of Graduate Studies /designate. The Director of Graduate Studies may seek the assistance of another graduate faculty member of the department. The questions for the examination will selected from those submitted from the faculty of the department. The examination will contain no less than six and no more than 12 questions. No individual faculty member will have more than two questions in the examination.

Questions about research techniques and methodology may be incorporated in any of the above areas. Any faculty member can submit questions in any of the indicated areas. Thus, questions may not be derived specifically from any particular course, lecture or faculty. In fact, some questions are likely to originate from the current literature or recent seminars.

Purpose

The purpose of the Preliminary Examination is given to test the ability of the student to analyze, synthesize, apply, and extend knowledge in the pharmaceutical sciences. It is not the intent of this examination to test rote memorization.

Assessment & Grading

Papers will be given letter grades. The following numerical values are assigned for the purpose of computing averages:

A student Passes the Preliminary Examination if they attain an average of 80 or above without a single grade of C- or below.

A student obtains a Conditional Pass  if they attain an average of 80 or above but they also receive only one grade of C- or below. In such a case, the professor(s) who gives the failing grade will conduct a re-examination of the student. The results will be presented to the Graduate Education Committee who will decide whether remedial work and/or another examination is to be required or whether the Conditional Pass is to be changed to a Fail.

A student Fails the Preliminary Examination if they have not attained an average of 80 or above, or if the scores for two or more answers were graded C- or below. If a student fails the examination, they will be given the opportunity to take the entire examination again, no later than 30 days after they have been notified of the failure in the first examination. They must petition to the Director of Graduate Studies to schedule a second Preliminary Examination  within 10 days after being notified of their failure in the first examination. A student who fails the examination twice will be terminated from the PhD program, and their assistantship will be removed immediately.

Failure to Complete

If a student has not successfully completed the Preliminary Examination by the end of their 4th semester of registration in the program (not including summers), the department may withdraw stipend support from the student. In special cases, the Chair may grant a waiver of this rule upon petition.

Students must maintain professional behavior at all times, including:

• Respectful interaction with faculty, staff, and peers
• Adherence to ethical standards in research and clinical settings
• Compliance with all university and departmental policies
• Professional dress and demeanor in clinical settings

Faculty, staff, or administrators who are concerned about the behavior of a student are expected to meet with the student informally, to make suggestions for improvement. If the behavior is repeated or is of a serious nature, SPPS faculty or staff will notify the Office of Student Success and Engagement or other relevant university offices or services to address the behavior and ensure the student receives appropriate feedback and support. If a student has a professionalism concern or otherwise related to peer pharmacy student, communication can be shared through the Grievance Form.

See the UB Code of Conduct and the Graduate School Policy Library.

Affirmation of Public Access

Submission of a thesis or dissertation to the Graduate School is the last step in many academic programs leading to the award of a graduate degree. The manuscript is a scholarly presentation of the results of the graduate student’s research and/or creative work. The University at Buffalo requires that research and scholarly work conducted by graduate students and incorporated into theses and dissertations be made publicly available through the University at Buffalo’s institutional repository (UBIR). The University at Buffalo’s Graduate School hereby affirms the principle that graduate students have a responsibility to share their work with scholars in all disciplines and the general public, and stands by the university’s commitment to ensuring public access to master’s theses and doctoral dissertations. The policy of the University at Buffalo is that graduate students own the copyright to their original works of authorship. The license granted to UB as required by the Public Access of Theses and Dissertations policy is fully consistent with university copyright policy.

Public Access

As one of the requirements for conferral of a degree, a graduate student must submit their thesis or dissertation to UB through the ETD Administrator website. Approximately three months afterward, the manuscript is made available for viewing through ProQuest's dissertations and theses database as well as the UBIR. Requests for delayed public access through either ProQuest or the UBIR must adhere to the Graduate School’s Embargo (Delayed Release) of Thesis and Dissertation policy.

Upon submission of their thesis or dissertation as a requirement for conferral of the degree, the graduate student shall grant a nonexclusive, worldwide, royalty-free, perpetual license to the University at Buffalo/SUNY as set forth in the University at Buffalo Electronic Thesis and Dissertation Reproduction and Public Access Agreement form.

Author Warranties

Upon submitting the thesis or dissertation as a requirement for conferral of a degree, the graduate student shall affirm that the work: (a) is the graduate student’s original work and that they have full power to enter into an agreement; (b) does not infringe copyright, intellectual property rights, or privacy rights of another; (c) contains no material that is libelous, defamatory or other unlawful material; and (d) the graduate student has not made, and will not hereafter make, any contract or commitment contrary to the terms of the agreement with UB or in derogation of the license granted to the university hereunder. The graduate student shall indemnify, defend and hold the university harmless from any losses, claims, damages, awards, penalties or injuries incurred, including reasonable attorney's fees, which arise from any claim by any third party of an alleged infringement of copyright or any other property right arising out of the access and use of the work.

Students will be registered for required first-semester courses and will receive advisement for additional course selection by the Director of Graduate Studies or Associate Dean.

Students may not attend classes until registration is complete.

Students will not be able to register if there is a service indicator on their account (view holds). International students will submit their U.S Visa Stamp via the New International Student Check-In to resolve the international student hold. 

After identifying the courses they plan to register for, the student may register via MyUB (see UB's Web Registration Tutorial) or email pharm-advise@buffalo.edu for assistance.

In subsequent semesters prior to registering, students should meet with their Research Advisors to obtain guidance on the courses they wish to take. The Director of Graduate Studies or Associate Dean can also be contacted for input.

Students may add or drop courses at any time during their enrollment appointment until the end of the 7th day that classes are in session, including Saturdays. Courses dropped during this period will not appear on your transcript, and you are not financially responsible for these courses. Students should not resign from courses after the add/drop deadline without discussing the underlying reasons with the Director of Graduate Studies or Associate Dean. Per SUNY policy, when you register, you assume responsibility for paying all tuition and fees associated with your enrollment/registration. See Financial Liability Deadlines. Resignations can affect the visa status of foreign students.

Students must be registered for at least one credit in the term immediately prior to degree conferral as indicated below:

• Fall term registration is required if a student intends to finish degree requirements in time for the Feb. 1 degree conferral.
• Spring term registration is required if a student intends to finish degree requirements in time for the June 1 or Aug. 31 degree conferral.

Remote courses are reserved for students enrolled in the online degree programs.

Online courses are not meant to be a substitute for on-campus students, even though they are equivalent.

Students who are not enrolled in an online program who wish to take a remote course must seek approval from the course coordinator (or head instructor) and obtain a letter of support from their faculty mentor. Force registration is required - email pharm-advise@buffalo.edu.

For International Students, effective Fall 2023 and beyond: only three credits of online course work per semester can count towards the full course of study requirement.

At the graduate level, there are two types of courses: repeatable and not repeatable. Repeatable courses are informal offerings, not repeatable courses are formal didactic offerings. Repeatable courses include dissertation, research, thesis, project, or portfolio guidance, as well as special topics, independent study,
and directed readings courses.

Students granted permission to repeat a repeatable course may do so only once. See Academic Standing, Academic Progression, and Academic Probation. Failure to pass the course on the second attempt will lead to dismissal from the program.

If a graduate student repeats a course that is repeatable, only the highest grade earned in the course will be counted toward the degree and used to calculate the grade point average associated with the graduate degree program requirements. However, the student's official graduate transcript will record all courses attempted (including repeated courses). All resulting grades earned are calculated in the cumulative GPA reflected on the students' final official transcript.

The number of credits students may register for in a lab is at the discretion of each lab Principal Investigator/supervisor.

Overview:

• MS students complete a Project.
• PhD students complete a Dissertation.

Committee Responsibilities:

• Guide research project development
• Review student progress (at least every 6–12 months)
• Evaluate final presentation and oral defense
• Approve final written report or dissertation

Student Responsibilities:

• Schedule committee meetings
• Provide progress updates to committee
• Submit written project proposal by the required deadline
• Present departmental seminar prior to graduation/defense
• Submit final electronic copy of report/dissertation

Committee Composition:

MS in Clinical and Translational Therapeutics (CTT)

At least two faculty members, including:

• Research advisor (Committee Chair)
• At least one additional faculty member
• Optional third member (may be external or from the department)
• Committee must be approved by the Director of Graduate Studies (DGS)

MS in Pharmaceutical Sciences

At least two faculty members, including:

• Project Advisor: Any Regular, Adjunct, or Research Graduate Faculty in the Department
• Committee: At least one additional faculty member in addition to the Project Advisor

PhD in Pharmaceutical Sciences

At least three faculty members, including:

• Committee Chair (Research Supervisor): Must be a Graduate Faculty member in the Department
  • If the student’s research supervisor is outside the Department, a departmental Graduate Faculty member must serve as Chair; the supervisor becomes the fourth member
• At least two full-time, tenure-track faculty from the Department
• At least one member unconnected to the student’s specific project
• At least one member is recommended to have the academic rank of Professor
• Committee must be reviewed by the DGS and then the Graduate Education Committee.
• Final approval is given by the Department Chair.
• Faculty should not formally commit to serve on a PhD committee until reviewed and approved.

Timeline for Selecting Project/Dissertation Advisor & Committee:

Members of the committee should be chosen with great care, because this committee can greatly facilitate the progress of the project/dissertation. Students should work with their research supervisor to select this committee, but be prepared that the chosen faculty may decline because of other responsibilities.

MS and PhD in Pharmaceutical Sciences

• Submit advisor preferences (ranked list of 3+ names) to the DGS by the last day of PHC 488/588
• Students who already completed PHC 488/588 may submit advisor choices anytime
• Notify DGS by November 30 if more time is needed; extensions granted until end of Spring semester
• PhD committee is typically selected after passing the Preliminary Examination and before filing the Application to Candidacy

MS in Clinical and Translational Therapeutics

• Research advisor selected by end of first semester
• Project committee completed by beginning of second semester
• Committee must be approved by the DGS

Committee Meetings:

All Programs

• Meet with committee at least once every 6-12 months to review progress and discuss future work

PhD in Pharmaceutical Sciences

• Required to schedule a committee meeting within one month of presenting a Department seminar
• At least three formal committee meetings are required:
  • One for the oral proposal defense
  • Two following departmental seminars
• Meetings should occur annually after the Preliminary Exam
• Report each meeting to the Department using the designated online form
• Students are responsible for scheduling their own committee meetings

Final Presentation and Report Requirements:

MS and PharmD/MS Programs (Including BS/MS)

• Present a departmental seminar prior to program completion
• Submit final project report (electronic) to the committee at least 14 days prior to the defense
• Submit final revised electronic copy to the department within 30 days of a successful defense

PhD in Pharmaceutical Sciences

• Deliver a one-hour public departmental seminar immediately prior to the dissertation defense
• Schedule oral defense at least 3 weeks after distributing dissertation to committee
• PhD students must remain full-time in the Department until the dissertation is submitted, unless approved for part-time study
• Defense announcements must be distributed department-wide

After successful completion of the departmental Preliminary Examination, all PhD and PharmD/PhD students must submit and orally defend a written Research proposal outlining their proposed dissertation research.

Students should register for PHC 511 Research Proposal in the Spring semester following completion of the Preliminary Examination. If the preliminary examination is written in January, they should use time in Spring semester following the completion of the Preliminary Examination to develop their research ideas and to write the proposal. If the preliminary examination is written in June, they should use time in the Fall semester following the completion of the Preliminary Examination to develop their research ideas and to write the proposal.

The deadline for submission of the Research Proposal  to the Dissertation Committee write-up is June/January 15. The deadline for the oral defense of the Research Proposal is August/March 1st.

Written approval from the Director of Graduate Studies is required if the dates have to be altered because of scheduling conflicts for the committee members.

Failure to meet the submission and defense deadlines will result in a grade of “F” for the proposal.

The research proposal should be written in the format of a National Institutes of Health R01 grant. The most current formatting guidelines should be used. The page limits, line spacing, font size, headings of the different sections should be similar to those currently recommended for National Institutes of Health R01 grants. The instructions and forms can be obtained from the National Institutes of Health site. At this time the link is http://grants.nih.gov/grants/funding/phs398/phs398.html

The proposal should be submitted to the student’s PhD Dissertation Committee members along with copies of the three most pertinent articles cited in the proposal. The student will defend the proposal orally before the Dissertation Committee. Normally, the defense will consist of a 10-15 minute presentation by the student followed by questions by the Dissertation Committee members.

The advisor’s role in the preparation of the written document is limited to an examination of the Specific Aims proposed by the student. Students should not have access to any written grant proposal of the advisor relevant to the subject matter. The evaluation of the proposed Specific Aims should assess feasibility of the proposed aims, which should occur prior to the actual writing by the student. The advisor should not edit, review or make suggestions for document revision prior to document distribution to all committee members. Additionally, the advisor should give the thesis committee an indication of any other contribution the advisor has made to the thesis proposal.

The Research Proposal will be graded  by letter grade by the Dissertation Committee, based on the content and scientific merit of the written proposal and the student’s ability to orally defend any criticisms and answer the questions posed concerning the proposal and related areas. Each member of the thesis committee is encouraged to prepare a written evaluation of the student’s document and oral defense and distribute it to the student. If the committee requires certain revisions or additions, a written notice shall be transmitted by the Chair of the Dissertation Committee to the student detailing the revisions/additions and the timeframe for submission.

A letter grade will be given by the Dissertation Committee, with the passing grade set at B-, although certain revisions/additions may be required, as specified earlier.

A student who fails the proposal (i.e., with a grade of C+ or below) is required to re-submit the entire proposal within 60 days, and to schedule an oral defense within 30 days thereafter. The Director of Graduate Studies/designate, in consultation with the student, will appoint two additional Department faculty members to serve on the committee. These two additional committee members shall not participate in questioning the student in the defense, but shall participate in the grading process. The grade for this examination must be either a “Pass” or a “Fail” (i.e., no conditional passes). Failure in this second proposal defense automatically terminates the student in the PhD program, and removal of assistantship.

Students should not resign from courses after the Add/Drop deadline without discussing the underlying reasons with the Director of Graduate Studies. Resignations can affect the visa status of foreign students.

Students who resign from courses after the Add/Drop deadline without prior approval the Director of Graduate Studies (DGS) may be placed on probation.

Instructions for resigning: First, be sure to meet with the DGS. To officially resign from your courses, log into HUB and navigate to Manage Classes. Select the Drop Class feature and choose the courses you wish to resign from. When prompted, provide a reason for resignation—this selection is for record-keeping purposes and does not impact your status. Upon completion, all resigned courses will be assigned a grade of "R" on your transcript.

The dissertation must be examined and approved by the candidate's PhD dissertation committee and if required by the student’s home department, by an outside reader.

The University has wide range of resources for safety education and training.

If your research involves working with chemical and physical hazards (e.g., lasers, ultra-violet light, electromagnetic radiation, sharps, equipment, moving parts etc.), biohazards, radioactive materials or the use of animals, you must receive the required approvals and training before you can begin your research activities.

Likewise, students who work with human subjects and data from human subjects must also follow appropriate rules and regulations and obtain the necessary training and approvals.

Students who use particular pieces of equipment for research should contact their Research Advisor or their designee to obtain training on safe and effective use.

Students should become familiar with the locations and use of the necessary safety and protective gear for each material, experiment or piece of equipment. Students should also find out where exits, first-aid kits, eye-washes, fire extinguishers, material safety data sets, spill kits, safety shower and other safety related resources are located in their laboratory.

Physical, Chemical & Biological Hazards

The Environmental Health and Safety department of the University offers resources related to safely working with physical hazards, chemicals and biohazards.

Environmental Health and Safety department usually provides annual safety “Right-to-Know” training sessions   in the Fall Semester that all students must attend. Your research may require additional certifications and training. Do not conduct the research if you are not formally approved to handle the materials involved in the experiments. If in doubt, err on the side of safety and consult with your Research Advisor and Environment Health and Safety.

Students are reminded that they should pay particular attention to what experimental materials may or may not be safely disposed in the trash or emptied in the drain/sink. The rules at University at Buffalo may be more stringent and different from the other Institutions you may have attended.

Students should become familiar with the specific policies and procedures regarding the storage and disposal of chemical, biohazardous material and waste and sharps before conducting any experiment that generates any quantity of such waste.

Radioactive Materials  & Radiation Safety 

The Environmental Health and Safety department also offers training, education resources related to the safe handling, storage and disposal of radioactive materials.

The Radiation Safety Program provides a radiation protection program that is in accordance with the rules, regulations, licenses and permits issued by the New York State Department of Health, the New York State Department of Environmental Conservation and the Nuclear Regulatory Commission for the safe use of radioactive materials and radiation producing equipment at the University at Buffalo.

All individuals (students included) using radioactive materials must receive New User Orientation   and approval prior to using radioactive materials. The candidate must submit an "Application to Use Radioactive Material" (RMA-2 pdf form) to Environmental Health and Safety to initiate the Associate Investigator process . Annual re-training in radiation safety is required for all individuals who work with radioactive materials.

The student’s Research Advisor is principally responsible for obtaining the requisite radioactive material use approvals for research projects. Students who are found in violation of radioactive material protocols, engaging in unsafe/unethical practices and those conducting research without the required training and certification may be dismissed from the program.

Animal Use

The use of animals in research is closely regulated and managed at the University at Buffalo in compliance with State and Federal laws.

All experimental protocols involving animals must be previously approved by the Institutional Animal Care and Use Committee (IACUC). No project may begin or animals purchased until approval has been granted by the IACUC.

From the IACUC web site: “Federal regulations require that anyone working with laboratory animals have appropriate training and/or experience with the species and specific procedures to be performed, and include the basic needs of each species; proper handling and care; proper pre and post procedural care; aseptic surgical methods and procedures; proper use of analgesics; anesthetics, and tranquilizers; and the concept, availability and use of research and testing methods that limit the use of animals or minimize animal distress. This includes Principal investigators, technicians, research fellows, students, and visiting scientists. Principal investigators who may not work directly with animals but supervise an animal use project are required to have animal care and use training.”

The Pharmacy Building Laboratory Animal Facility requires all personnel working with animals to attend an orientation to the facility. This is a pre-requisite for obtaining card access to the facility. Students should not provide unauthorized individuals card access to the Laboratory Animal Facility.

The Laboratory animal facility offers hands-on training at the beginning of each semester and before the summer school session.

The student’s Research Advisor is principally responsible for obtaining the requisite animal use approvals for research projects. Students who are found in violation of animal use protocols, IACUC policies, engaging in unsafe/unethical practices at the Laboratory Animal Facilities and those conducting research without the required training and certification may be dismissed from the program.

Human Subjects 

All experiments involving human subjects must be conducted after obtaining approval from the appropriate Institutional Review Board.

The Human Subjects Institutional Review Board (HSIRB) reviews biomedical projects that involve adults/

The Children & Youth Institutional Review Board (CYIRB) reviews research proposals received from University at Buffalo investigators involving the health and well being of children.

The Social and Behavioral Sciences Institutional Review Board reviews protocols involving social and behavioral research.

The student’s Research Advisor is principally responsible for obtaining the requisite approvals for research projects involving human subjects. However, students should not be involved in research that is in violation of the approved protocols or engage in research activities without obtaining the necessary approvals.

Students who are found in violation of human subjects protocols, policies, engaging in unethical practices and those conducting research without the required training, certification and approval may be dismissed from the program.

Data Safety

Occasionally your research may involve handling of confidential or proprietary information and or protected information from human subjects. It is your responsibility to obtain guidance from your research advisor and necessary training on the how these data must be handled. Do not leave confidential data on unprotected computer screens, flash drives and other non-secure locations.

The student will be held responsible if privacy/data security is compromised or if data is disseminated as a result of their actions or negligence.

All new incoming PhD, PharmD/PhD, MS and PharmD/MS in Pharmaceutical Sciences or Pharmacometrics and Personalized Pharmacotherapy students are required to take PHC 588 Faculty Research Seminar, an orientation class offered in the Fall semester. Faculty are invited to present their research interests in 30-minute talks in this class. All MS in Clinical and Translational Therapeutics will take PHM 554: Seminar.

Requirement

Students should take the primary responsibility to ensure that this policy is complied with. A student who has not met this seminar requirement will not be permitted to schedule an oral defense of their PhD thesis.

Waivers

Students who have previously taken the cross-listed PHC 488 within 3 years of enrollment in the MS or PhD in Pharmaceutical Sciences or Pharmacometrics programs are exempt. They are, however, strongly encouraged to attend the lectures provided by new faculty on a non-credit basis.

Participation

Students are expected to attend and participate actively in regularly scheduled department seminars, through questions to the speaker and through public discussions of scientific issues. All students are expected to ask questions of seminar speakers to develop their scientific communication skills. PhD and PharmD/PhD students should set themselves a target of asking three or more questions in every semester after advancing to candidacy. BS/MS, PharmD/MS and MS students should set themselves a target of asking one or more questions in every semester after advancing to candidacy.

BS/MS, PharmD/MS and MS students must present a departmental seminar prior to completion of their program.

Every PhD and PharmD/PhD student is expected to give at least three departmental seminars (each of approximately 45 minutes in duration) before graduation. The third seminar will be given immediately preceding the oral defense of thesis, and will represent a part of the oral defense of thesis. This third seminar can be scheduled at a time other than that reserved for departmental seminars.

In some cases, talks presented at local or national meetings can be substituted for one of the two seminars prior to the oral defense.

Graduate students may request leave for personal illness in accordance with New York State policy in effect at the time the leave begins.

• Students are allowed up to 5 working days per academic year for personal illness or temporary disability.
• Eligibility begins after one semester of service (or its equivalent) in the graduate program.
• Documentation (e.g., medical note) may be required depending on the nature or length of the absence.
• Students must notify their faculty advisor and any course instructors as soon as possible when leave is needed.
• Approval is at the discretion of the faculty advisor or the Director of Graduate Studies (DGS).

View syllabus guidelines on the Graduate Course Syllabus Guidelines page.

View PharmD syllabus guidelines on the Academic and Curricular Information page.  

All PhD students must TA for a total of 4 credits. Students are required to obtain a 'Satisfactory' grade in PHC599: Supervised Teaching. Students with an "Incomplete" or "Unsatisfactory" grade will be required to repeat PHC 599: Supervised Teaching. The Director Graduate Studies assigns specific courses for PHC599: Supervised Teaching after successful completion of the Preliminary Examination.

For PhD TA's obtaining Assistantships, see: Principles and Policies for the Allocation and Award of Graduate Tuition Scholarships

Computing and IT Support Policy:

The UB SPPS Office of Information Technology provides technical support for students, faculty and staff. A full listing of the support they provide can be found on the Office of Information Technology website.

Laptop Requirement:

• It is mandatory for students to possess a laptop that runs on PC or Mac operating system. iPads are not supported.
• Students must have access to a personal computer with full administrative rights. Please note that computers owned or managed by an employer, school district, or other organization may have security policies that restrict installation or access to certain software or online resources required for University at Buffalo coursework.
• See UB Student Computer Standards for the University at Buffalo's minimum recommendations for student owned computers.
• Students are required to acquire and utilize a privacy screen.

Requirements for ExamSoft (IF NEEDED):

Students enrolled in certain classes, such as PHC 531, are required to use electronic testing software (currently ExamSoft/Examplify) for exams and assessments. Students will be required to have either a laptop (PC or Mac) to bring and use in the examination room, for the purposes of assessment. Students are responsible for the maintenance of their personal computing devices; the school is unable to provide computing support. The minimum computer specifications to run ExamSoft/Examplify are linked below.  

See ExamSoft Minimum System Requirements

See ExamSoft Installing and Registering

Installing and Registering:

You will receive an email that will provide information on how to install and register Examplify. It is recommended that you not use your UBIT password for your Examsoft password.

The Institution identifier, which is necessary for initial registration, for UB SPPS is ubpharm.

ExamSoft Minimum System Requirements (MSRs) Requirements change periodically, therefore it is recommended that students review these at the start of each semester.

UBIT Software
Find UB-licensed and UB-recommended software to download and install for free: UBIT Software for Personally Owned Devices.

Listserv and Email Policy:

UB SPPS uses listservs to communicate with students, faculty and staff. LISTSERV® is a commercial mailing list management system and each subscriber of a listserv receives a copy of every message sent to that list via email. A students’ class listserv is the MAIN venue for communication pertaining to professional information for everyone in your class as well as faculty and staff. All students are automatically subscribed to their class listserv.

User Guidelines and Expectations

• The listserv is "open" which means anyone receiving messages from the list can send messages to the list. The list contains members of the class as well as faculty, staff and school leadership, including the Dean.  
• You have been assigned a UB email address. Check this email every day for important messages. All messages will be sent to this UB email ONLY. If you have another email (e.g., Gmail) you can have messages forwarded BUT it is your responsibility to ensure you are receiving the messages. It is best to check your UB email directly. UB IT has mentioned that some outside email services can confound the listserv so please be sure to use your UB address when communicating on listservs. 
• Listserv messages are for information related to pharmacy, the school, or your class. They are not intended to be used to sell any products, services, or to promote non-school related gatherings/events.
• Listserv messages should not be utilized to direct complaints, grievances, or venting. We encourage students to voice concerns, address issues and ask for assistance through the appropriate channels in the school. See Feedback & Grievances or email the Office of Student Success & Engagement.
• No profanity or "bad" language (or angry tones).
• If you are composing an email and you are emotional (i.e., angry, sad, agitated), wait 24 hours before sending the email. Re-read it before sending to ensure the tone and language are professional.
• You may refer to the UB Student Code of Conduct for email policies as well.
• You are strongly encouraged to develop a professional email signature.
  

You are now considered professionals, and school emails/listserv communication, is a place where professional communication should be aptly practiced and adhered to. 

A professional email is similar to a professional letter and is not informal or overly casual such as when communicating by text message/direct message in social media apps.

Be kind, courteous and to the point. Always preface it with "Hi" "Hello" or "Dear." Always end your email with your name and class:
Sincerely, (or similar)
Mary Smith, PharmD
Class of 2029

Note: If you are elected to a student organization or office positions, such as president of your class, you may include this title in your email signature.

Students are responsible for checking their UB email regularly to track and manage all school, course, student organization and program information. SPPS faculty and staff will communicate through email messaging, so make a habit of checking your email daily.

Master's degrees must be completed within four years from the student's first registration date in that master's degree program. Doctoral degrees must be completed within seven years from the student's initial formal matriculation in that doctoral program. Requests for extensions of time limits must be petitioned using the Extension of Time Limit to Complete a Degree Program form.  

For official transcripts, request from the Registrar's Office. See Transcripts.

For unofficial transcripts, see the HUB Student Center via the MyUB portal.

Transcripts cannot be issued for any student whose financial obligations to the university have not been met.

You are allowed to transfer up to 36 qualified credit hours in fulfillment of your PhD requirements, subject to approval of the Director of Graduate Studies (DGS).

However, such transfer credits are included within the 72 credit hours of tuition waiver. Thus, students who transfer credits may run the risk of not having enough “tuition-waiveable” credit hours to take electives. It is therefore more advisable to seek a departmental waiver of the relevant course requirements (when you have already taken equivalent courses outside UB), rather than officially transfer such credit into your PhD dossier. The Director of Graduate Studies may grant such waivers.

If you wish to transfer in credits from an outside university, you must file a petition during your first year of matriculation to UB. The final, official, original transcript (copy is acceptable for international students) must accompany the request. If the original transcript has already been submitted (department uploaded to SLATE), a legible photocopy is sufficient. Transfer credits may comprise no more than 30% of the total credits required for a master's program and no more than 50% for a doctoral program. Transfer courses are subject to approval of the Director of Graduate Studies.

Form: Petition for Approval of Non-UB Transfer Credits Download pdf

If you are a PhD student and are receiving an assistantship, you are allowed a maximum total of 72 graduate credit hours of tuition waiver, when such waiver is available and approved by the Department.

The Department will not pay for any excess credits beyond 72 graduate credits hours for PhD students. Such payment will have to be made either by: (a) the University after successful petition to the Graduate School, (b) the supervising faculty member, or (c) by you yourself.

No tuition waiver will be provided for any course that you have to repeat for academic reasons, even though you have not yet expended the total 72 credit hours of tuition waiver.

Students receiving an assistantship are expected to work full-time toward the advancement of their PhD program.

• In addition to official University holidays, students are permitted up to 10 working days (2 weeks) of vacation leave per year.
• Extended leave (more than a few days) requires approval from the faculty advisor or Director of Graduate Studies.
• Unused vacation days may be carried over and accumulated for future use (e.g., extended travel or international trips).

Departmental faculty occasionally mentor and host graduate students pursuing graduate and professional degree programs from other Departments and from Institutions other than the University at Buffalo.

Visiting Graduate Students should present the appropriate documents (e.g., visas) and seek a Departmental appointment so that a University at Buffalo identification can be obtained. A University at Buffalo card is necessary to obtain access to Departmental facilities and for library privileges. The Departmental Administrative staff should be contacted for guidance.

Visiting Graduate Students are eligible to participate in a range of academic, professional and social activities in the Department including but not limited to access to Departmental facilities, participation in seminars and meetings with visiting speakers.

Visiting Graduate Students are responsible for meeting the academic requirements of their Home Departments. The Director of Graduate Studies at the Home Department (or the functional equivalent thereof) is responsible for tracking the academic progress of the Visiting Graduate Student.

The Department of Pharmaceutical Sciences is not responsible for the assistantship/stipend of the Visiting Graduate Student. The Research Advisor can terminate the assistantship of a Visiting Scholar by providing notice in accordance with policies of the Research Foundation.

Visiting Graduate Students can be dismissed from conducting research in the Department by their Research Advisor for infractions that rise to a level at which a student in the Department’s own Graduate program might reasonably be dismissed. Visiting Graduate Students who are so dismissed must return to their Home Departments.

Visiting Graduate Students from Institutions other than the University at Buffalo are advised to constitute a local Visiting Scholar Research Advisory Committee consisting of two Pharmaceutical Sciences Faculty members other than their Research Advisor. The Visiting Scholar Research Advisory Committee can be constituted at any time during the Visiting Scholar’s stint in the Department by submitting a written request to the Director of Graduate Studies. The role of the Visiting Scholar Research Advisory Committee is to guide and advise the Visiting Scholar when requested to do so by either the Visiting Scholar or Research Advisor. The Visiting Scholar Research Advisory Committee can also assist in the resolution of any disputes and differences of opinion when needed.

Students choosing to withdraw from the program should consult with their faculty advisor and the Director of Graduate Studies.

During the fall and spring semesters, from the 7th day of classes until the end of the 11th week of classes, you may visit your HUB Student Center to resign from one or more of your classes. The result of this action is that an “R” remains on your transcript as a neutral indicator of the action. There may be a 50% – 100% tuition penalty for resigning a course, depending on when you resign the course. See Financial Liability Deadlines.

Checklist

Use this checklist as a guide as you prepare to exit the program.

1. Consult with your faculty advisor and the Director of Graduate Studies.
   
2. Drop or resign your classes using your HUB Student Center (via MyUB) before the published deadlines. If dropping after the deadlines, you will receive a grade.
3. Consider filing an Academic Term Withdrawal if you've experienced extenuating circumstances.
4. Please complete the not returning to UB form. The Office of the Registrar will update your record once this form is submitted.
5. If you are receiving financial aid, it is essential to contact the Office of Financial Aid at 716-645-8232 or UBFA@buffalo.edu. Financial aid eligibility may be impacted and possibly lead to a reduction or cancellation of aid, as federal and state aid programs often require at least half-time enrollment.
   
6. If you are an international student, contact the Office of International Student Services at 716-645-2258.
   
7. If you are residing on campus, students with an active housing agreement must submit a housing cancellation request.
8. Resolve all service indicator/holds applied to your account, which will prevent the university from releasing your records and transcripts.
9. Consider filing a leave of absence in case you change your mind.
10. To reactivate your undergrad career, please complete Withdrawal from a Combined Degree Program (PDF). This form is also used for students who would like to convert graduate credit to undergraduate credit (approval granted by undergraduate major).
11. If you reassess your plans in the future and wish to return to SPPS, please email us regarding the re-admission process.