This booklet is for currently enrolled Geroscience PhD students only. Future applicants should visit the USC Leonard Davis School Admission website for the latest program information.
Expectations and Responsibilities of the Advisor and Student
Responsibilities of the Faculty Advisor
Within the context of their role as advisors, faculty members’ primary task is to guide and inspire their students to reach their scholarly potential. At the same time, each advisor must try to ensure that each student is following the rules and regulations of the University of Southern California’s Graduate School. The advisor should promote conditions conducive to a student’s research and intellectual growth and provide appropriate guidance on the progress of the research and the standards expected.
Note: PhD trainees are students first and subject to the protections, rules, and regulations of the USC graduate school and the Leonard Davis School of Gerontology:
Most PhD students have employment appointments as graduate student research assistants. These students are employees of the University of Southern California. All work-related issues must be discussed with USC Human Resources (gerohr@usc.edu)
Good mentoring practice includes the following:
- Guiding the student in the selection and planning of an original research topic that can be successfully completed within the expected time frame for the degree program. In some cases, especially where highly experimental or risky projects are involved, it is usually best to have a back-up plan for the student that may involve a less exciting, but ‘safer’ project. In many circumstances both options may well be pursued simultaneously.
- Establishing with the student a realistic timetable for completion of various phases of the program.
- Holding regular lab meetings at which PhD students are expected to present their ongoing research work and to receive constructive criticism and advice. Such sessions should also be used to teach students how to give research presentations in general, and to prepare them for presenting research to their colleagues at conferences and meetings.
- Being accessible to give advice and provide feedback, while also establishing for the student a realistic timeline for receiving feedback. Feedback should be professional and constructive and provide concrete guidance for improvement.
- Ensuring an understanding of the relevant theories and the methodological and technical skills necessary for the research, including provision of information through an ethical review process where applicable. Ensuring that students adhere to responsible conduct of research standards for your field.
- Establishing with the student a dissertation committee early-on in the dissertation stage (e.g., after the qualifying exam) and ensuring that the committee meets with the student at least once a year (preferably twice a year) and provides an annual written report of the student’s progress.
- Encouraging participation in institutional seminars and colloquia.
- Encouraging and assisting students to attend and present work at local, national, or international conferences and to publish their work in appropriate journals.
- Advising on matters of career options, job market, preparation of the CV, and strategies for launching a career in research.
- Contributing to the student’s professional development through letters of reference and general advice.
- Advising the student on seeking additional funding, as needed.
- Ensuring that the research environment is safe, equitable, and free from harassment and discrimination.
- Communicating, in a timely manner, if the student’s academic performance is not meeting expectations, providing an outline for what actions need to be taken to return to academic good standing, and a timeline for doing so. While dealing with inadequate academic performance can be difficult, it is in no one’s best interests to prolong a program of study if success is unlikely.
- Serving as an advocate for the student.
Students sometimes experience personal difficulties. These can include family difficulties, problems in personal relationships, cultural adjustments, financial pressures, medical issues, and problems associated with employment. The importance of these various problems should not be under-emphasized. Advisors should not act in a counseling capacity with their students, nor should they intrude into the personal lives of their students with unwanted or unsolicited advice. However, advisors should try to ensure that their relationships with students are such that students will be comfortable telling advisors that they are having significant personal difficulties. In this way, advisors can be a source of information, resources, and referrals to an appropriate person/office that can assist their students in need.
Unless directed otherwise by The Graduate School, Office for Equity, Equal Opportunity, Title IX (EEO-TIX), Human Resources, and/or General Counsel, all cases of misconduct are reviewed by a panel of four faculty peers, typically from the Geroscience PhD committee, and chaired by the Dean or Vice Dean of the School of Gerontology. Ex officio members may include Maria Henke – Sr. Associate Dean, Wendy Snaer – USC HR partners, and the chair of the School of Gerontology Faculty Council.
Responsibilities of the Student
Good mentoring practice entails responsibilities of both the student and advisor. When a student enters a doctoral program, that student commits time and energy necessary for research leading to a dissertation that must make a substantial and original contribution to human knowledge. It is the responsibility of the student to conform to the University and program requirements and procedures. Although it is the duty of the advisor to be reasonably available for consultation, the primary responsibility for keeping in touch with the faculty mentor rests with the student. The student’s responsibilities include the following:
- Becoming familiar with, and adhering to, the rules, policies, and procedures in place in the research group, Geroscience PhD program, and the University or Institute as outlined in available resources such as student handbooks/web sites and the University or Institute. Of particular importance are rules dealing with Academic Integrity.
- Adhering to all deadlines.
- Selecting and planning an original research topic that can be successfully completed within the expected time frame for the degree program: this will be done in consultation with the thesis advisor.
- Preparing a research plan and timetable in consultation with the advisor as a basis for the program of study, including any proposed fieldwork.
- Learning and adhering to responsible conduct of research standards for your field. Acquiring the necessary health and safety skills for undertaking the proposed research.
- Meeting with the advisor when requested and reporting regularly on progress and results.
- Establishing a dissertation committee, with the assistance of the advisor, early in the dissertation stage.
- Keeping advisors informed on how they can be contacted and informing them of any significant changes that may affect the progress of the research.
- Maintaining good records of each stage of the research.
- Be a good citizen of the research group, laboratory, department, or other entity that requires cooperation from its members (e.g., lab chores).
- When necessary (e.g., leave of absence support, dissertation year awards, new pilot studies), planning to seek additional support as needed well in advance.
- Thinking critically about career trajectory and mindfully pursuing opportunities to support career goals, for example, through teaching, publishing, presenting, externships, etc.
- Questions regarding degree requirements, required forms, program guidelines, and university regulations should be addressed by the Student Advisor at the Graduate Programs Office. The PhD Committee may be included for policy clarification, if needed.
Employment Rights and Responsibilities
The Geroscience PhD Program is committed to supporting students both academically and financially and ensuring that graduate students and graduate assistant employees are recognized and maintained.
The Geroscience PhD program is a rigorous, full-time, 12-month program that requires a significant commitment of time and focus. Students are expected to participate in all aspects of the program during their studies.
Students are encouraged to take personal time off (e.g., vacation) when needed but are expected to ensure the continuity of their research and as such, must coordinate all requests for time off with their faculty advisor and/or program leadership. See “Time and Effort Commitment” Below
Year 1
In the first year, students are provided a monthly stipend for 20 hours of work, typically as research assistant (RA); direct admission students, must be funded as RAs by the sponsoring lab immediately upon admission. The remaining effort is dedicated to maintaining adequate degree progress – course work (classroom and lab-based), attending seminars/colloquia, participating in Program, School, and University activities, professionalization activities, etc.
Year 2-5
Graduate Assistantships
Graduate students are supported most often through stipends provided by research assistantships, fellowships, and teaching assistantships (when available). The duration, duties, and details of each appointment can vary, but most require an average of 20 hours of work per week over the term of the appointment. Additional effort by the student is dedicated to maintaining adequate degree progress – course work (classroom and lab-based), attending seminars/colloquia, participating in Program, School, and University activities, professionalization activities, etc.
Tuition benefits and health insurance coverage are provided at the discretion of the University following the guidelines of the Graduate School.
Research Assistantships
Research assistantships (RA) are generally associated with faculty external grants and funding. Students and advisors should discuss the expectations, duties, and expected time commitment before the RA begins. These duties and expectations should be recorded in writing, so that they are clearly defined prior to the beginning of the RA. It is important to note that student RAs are paid based on 50% effort, which translates to 20 hours per week on average. These 20 hours are at the discretion of the advisor/mentor (PI of the grant paying the RA stipend) and may or may not be limited to the student’s dissertation research. Thus, in the same way that student TAs receive a stipend to assist instructors with their courses (see below), RAs may be tasked with lab-related work (for up to 20 hours per week) that does not directly advance their dissertation research – although work on the dissertation project(s) is considered the norm.
Teaching Assistantships
Teaching assistantships involve assisting the primary instructors with course preparation, leading lab sessions, giving lectures, grading assignments and exams, holding office hours, and other tasks related to the course. TA obligations usually begin before the first day of class (at the start of the academic term), and TAs must be available for meetings with instructors before the start of the semester. TAs must be on campus throughout the entire semester of their teaching assignment.
Fellowships
Students are very strongly encouraged to apply for fellowships and grants and faculty members are also strongly encouraged to support and advise them in making such applications. The USC Graduate School maintains information about some, but certainly not all, fellowships available to graduate students: https://graduateschool.usc.edu/fellowships/
Time and Effort Commitment and Stipends. Students are required to study, conduct research, and work in the program year-round (12-month). Graduate Student Workers (GSWs), appointed as either a Teaching Assistant (TA) or a Research Assistant (RA), are expected to perform the duties assigned for a 50% appointment. This shall average no more than twenty (20) hours per week over the course of a semester. The university requires TAs and RAs to be enrolled in a minimum of 6 units every semester or in equivalent full-time enrollment (GRSC 800, GRSC 810, Thesis 594, or Dissertation 794). Regardless of registration status, students are expected to conduct research year-round, including during the summer months. Under the terms of the Graduate Student Collective Bargaining Association, GSWs represented by the union shall observe the academic holiday schedule. If a GSW is not able to observe a holiday due to the obligations of their appointment, the GSW will be provided another day off in lieu of the missed holiday during the same semester with the advance agreement of their designated faculty mentor, and, as needed, the Director of Graduate Studies. The holidays identified in the academic calendar include:
- Labor Day
- Veteran’s Day
- Thanksgiving holiday
- Christmas Day
- New Year’s Day
- Martin Luther King’s birthday
- President’s Day
- Memorial Day
- Juneteenth
- Independence Day
Student workers are not eligible for paid vacation/time off. However, as approved by each faculty mentor, a student may request up to 10 working days off. These requests must be made in advance and will only be approved if it does not interfere with the research being conducted.
Requests for time off outside of the stated policies must receive advanced approval from the student’s designated faculty mentor, and as needed, the Director of Graduate Studies. Because students are not eligible for paid vacation/time off, any time off beyond 10 working days may result in unpaid time off.
Paid Sick Time. Student Workers accrue sick time at the rate of .034 hours for every one hour of work to a maximum of 72 hours. All paid sick time off should be requested according to the USC Sick Time Off Policy.
Length of Program/Leave of Absence. It is anticipated that the Ph.D. program will take five years for most students to complete. Students who need to take time away from their academics and research work for any reason covered in the graduate handbook may request a leave of absence (LOA). All LOAs must be requested following the proper procedures. Students in need of a LOA should contact their student advisors immediately. A maximum of four semester-long LOAs are permitted. However, the degree must be completed within a 10-year time frame, starting from the first semester of coursework applied through the semester the dissertation is submitted. Students who take more than two years of leave of absence or whose program lasts longer than 10 years will need to be readmitted to the University and re-evaluated for appropriateness to the program.
T32 Training Grant from the National Institutes of Health (NIH)
The USC-Buck NIH Geroscience Training Program in the Biology of Aging (PI: Curran) currently supports eight (8) PhD students for one year research training appointments: four trainees are selected from labs in Los Angeles and four (4) trainees from labs in Novato (from BofA PhD program only). Students are selected by a committee assembled by the T32 PI in the Spring. Trainees are selected based on academic and research excellence in the program. Appointments are typically for one year but can be renewed with demonstrated excellence.
Nominations for consideration of training on the T32 are requested in the Spring (April/May) and evaluated by the T32 PI and a committee they assemble (typically including members of the Geroscience PhD Committee unless in conflict).
(See Appendix E for forms)
