Graduate Student Handbook

The Graduate Student Handbook covers academic topics including registration information, requirements for Ph.D. and Master’s degrees, and the graduate student honor code. A section on financial aid addresses assistantships, additional employment, and taxes. Information about the Industrial Leadership in Physics program is also included. For more information on any of these topics, please contact the Graduate Program Coordinator (GPC). An effort has been made to include links to various sections, policies and forms. If any links are no longer active, please contact the GPC. The information presented below has been reduced for quick reference, more detailed information on policies and procedures is available from the Graduate School.

Graduate Bulletin

The Graduate Bulletin for the 2023 – 2024 Academic Year is now available.

TABLE OF CONTENTS

1. General Information
2. Financial Assistance
3. Registration
4. Expectations of Graduate Student Integrity
5. Expectations of Graduate Student Progress
6. Additional Requirements for Graduate Students
7. Ph.D. Degree Requirements
8. Master’s Degree Requirements
9. Industrial Leadership in Physics (ILP) Apprenticeship
10. Industrial Leadership in Physics Organization (ILPO)
11. FAQs
12. University Support Resources

1. General Information

PERSONNEL (2024-25)

2. Financial Assistance

ASSISTANTSHIP: TEACHING AND RESEARCH

ANNUAL STIPEND

The Doctorate Program in Physics is a funded program to earn a Ph.D.: Doctoral students receive a stipend for their service to the Department’s academic and research initiatives. As such, the Graduate School promises 5 years of full financial support for full-time Ph.D. students who maintain satisfactory academic progress. Note: the Master’s program, however, is a paid program and does not have a funded component.

• First and Second Years: Supported by Teaching Assistantships from the Graduate School
• Third Year and Beyond: Supported through Research Assistantships with funds provided by a combination of fellowships, faculty research grants, and departmental funds
• Apprenticeships: Supported by ILP partner through a grant

The stipend for the academic year is set each year by the Graduate School. For the 2024-2025 academic year, the stipend is $38,950. This stipend is paid bi-weekly from September through April. Summer funding is separate and described below.

More information is available on the Graduate School’s website and at the Graduate School Policies section.

SUMMER FUNDING

From May through August, the Physics Department provides full-time Ph.D. students a summer stipend. Note: The summer stipend is significantly less than the stipend during the academic year, so students should plan accordingly. The summer stipend type and amount depends on how far along the student is in the program:

• First Year: Receive a non-service fellowship, a single payment of $5,500
  • Engage in Lab Rotations
  • Prepare for the Comprehensive Exam (if applicable)
     
• Subsequent Years: Receive a bi-weekly service stipend for research
  • Receive $5,500 before taking the Qualifying Exam
  • Increased to $6,500 after passing the Qualifying Exam. (Please note: the student must complete their Qualifying Exam before the end of Spring Semester in order to receive the stipend increase for that subsequent Summer)  

TEACHING ASSISTANTSHIPS

Whether working in the industry, academia, or the public sector, a scientist must be able to communicate effectively with different audiences. Working as a Teaching Assistant (TA) helps students develop these skills. It also provides opportunities for students to solidify their understanding of basic physics. In the Physics Department, graduate student TAs typically lead laboratory and tutorial sections of undergraduate physics courses. Course materials are provided by a faculty instructor. Preparation is the key to success. Most TA assignments include a mandatory weekly TA meeting during which TAs work through the laboratory or tutorial activities together, try to identify technical and conceptual problems that might arise in class, and discuss strategies for addressing these issues. The meeting may also involve equipment set-up. In addition, most TAs are expected to hold office hours and grade homework, labs, or exams.

To avoid potential conflicts of interest, a graduate student who is working as a TA for a course should not simultaneously serve as a paid tutor for a student in that course.

Assistantships (and fellowships) include a stipend and a full-tuition Assistantships (and fellowships) include a stipend and a full-tuition scholarship, though this may not be the case for all Master’s students. For 2024-2025, stipends for doctoral arts and sciences programs are $38,950, while stipends for Master’s students in the arts and sciences could range from $1,100 to $38,950.

RESEARCH ASSISTANTSHIPS

Students are effectively paid to perform research. They begin research assistantships with a faculty mentor in their 2nd or 3rd year. Research assistants receive a stipend, a full tuition waiver, and health insurance coverage during their assistantship. Often, students in the ILP track will continue to perform research in collaboration with the company that sponsored their apprenticeship.

AWARDS & FELLOWSHIPS

• The Department awards the Walter G. Mayer endowed merit-based scholarship in experimental Physics on an annual basis. Application and recipient information is available at the Mayer Scholarship page.
• Several students in the Department have also been awarded scholarships through the ARCS Foundation.

• The Graduate School awards Dissertation Research Travel Grants as well as Conference Travel Grants
• Additional Awards can be found on the Graduate School website

ADDITIONAL JOBS

Graduate School Assistantships carry a service responsibility of 15 hours a week. During the academic year, no graduate student may work more than 20 hours per week while on an assistantship. Under Graduate School regulations, students may therefore work up to 5 additional hours per week for Georgetown University. Students are responsible for ensuring they do not work more than 20 hours per week. International students should be especially vigilant. If international students work more than 20 hours per week, they will be in violation of immigration law.

Students receiving a non-service fellowship stipend, are not permitted to work for Georgetown University. Additionally, Ph.D. students who are in their first year of study are expected to devote their time to coursework requirements in addition to any service stipend award duties. As such, these students cannot assume any additional on-campus appointments during the first year only.

The Physics Department strongly discourages students on an assistantship from seeking additional work, as the purpose of the assistantship is to allow students to focus on coursework or research. Taking on additional work can interfere with academic progress, and failure to maintain satisfactory progress can result in the termination of the assistantship. As mentioned above, recent policy changes state that first-year Ph.D. students will not have the ability to serve the institution in addition to their stipend responsibilities.

TAXES

• Consult the Taxes section of the Financial Aid Resources page to determine what forms you may need to file
• Complete the Form I-9
• International students should meet with Lawrence Smith at the Division of Financial Affairs before beginning a Teaching Assistantship

GRADUATE SCHOOL POLICIES

All students receiving some form of graduate school financial aid must abide by the policies and procedures set forth in the following documents:

• Recipient Obligations Statement 
  • These are the policies and procedures that will govern merit-based financial aid
• Graduate Bulletin
  • These are the academic policies and procedures for graduate students enrolled in a graduate program for arts and sciences
• Council of Graduate School Agreement
  • This is a statement from the Council of Graduate Schools regarding the admissions cycle
• Policies
  • General Graduate School and University policies

3. REGISTRATION

Course Registration

• First-year students: registered automatically for courses in the Fall, students should register for the appropriate Spring courses through GU Experience in a timely manner
• Second-year students: register for the appropriate courses through GU Experience in a timely manner
• Third-year students: register for Thesis Research
  • Register for Thesis Research Section 1 if no additional classes are taken
  • Register for Thesis Research Section 3 if taking any additional classes or electives
• Fourth-year and beyond: registered automatically for Thesis Research

REGISTRATION HOLDS

A registration hold may be placed on a student’s record for a variety of reasons.

COMMON CAUSES

• Admissions conditions
• Failure to supply documentation of immunizations
• Outstanding balance with the Office of Student Accounts
• Incomplete forms with the Office of Student Financial Services
• Incomplete academic records with the Graduate School
• Local Address hold – Students who live off-campus must update their local address in GU Experience
• Sexual Assault Prevention for Graduates – All incoming graduate students are required to complete this online training by two weeks after the first day of classes.
• Honor Council Tutorial hold – Newly admitted students are required to complete the Scholarly Research and Academic Integrity online tutorial.

APPROPRIATE ACTIONS

• Contact that appropriate office or department and clear the hold before registration
• Clear registration holds and register before the end of the Add/Drop Period or risk withdrawal from the University
• Request graduate credit for an undergraduate course as required. See below.

Undergraduate Course Taken for Graduate Credit

A student may request graduate credit for an undergraduate course to complete degree requirements or as a substitute for a required course provided that course is numbered 4000 or above.

4. EXPECTATIONS OF GRADUATE STUDENT INTEGRITY

Please refer to the Graduate Bulletin for the complete guidelines on academic integrity. The main themes are:

1. Adhere to the values of “honesty, trust, fairness, respect, and responsibility”
2. Maintain the highest standards of academic integrity while pursuing of their academic goals
3. Eschew misconduct includes, but is not limited to:
   • Plagiarism
   • Unacknowledged paraphrasing
   • Cheating
   • Data fabrication
   • Fabrication, alteration, or misrepresentation of academic records
4. Refrain from other academic misconduct includes:
   • Facilitating academic dishonesty
   • Collaborating in an unauthorized manner
   • Misuse of otherwise valid academic work
   • Misuse of academic resources
   • Depriving others of equal access to academic resources

Cases of alleged academic misconduct are adjudicated by the Dean of the Graduate School. Anyone who has reason to believe that a graduate student has acted in violation of academic integrity standards is urged to report the case in writing.

5. EXPECTATIONS OF GRADUATE STUDENT PROGRESS (M.S. & PH.D.)

BENCHMARKS

The Georgetown graduate experience is tailored to match your academic and professional goals. The process is straightforward, but as with any program, there are certain benchmarks that help you chart your path. Please find a brief outline of those steps, below. 

1. Complete 34 hours of credit hours and choose an appropriate academic track:
   • Industrial Leadership in Physics (ILP) Track:
     • 3 semesters of coursework in Physics
     • Compliment with business courses from the McDonough School of Business
     • Participate in an 11.5-month Industrial Apprenticeship
   • Standard Physics Track: 4 semesters of coursework in Physics with extensive laboratory research
      
2. Participate in 2 Integrative Experiences immediately following the first 2 spring semesters
   • One-week group project aimed at integrating coursework
   • Encourages team-building and problem-solving skills
   • Focuses on a particular technological problem based on a real-world need
      
3. If the students do not receive a final grade of B or better in each of their first-year core courses (Quantum Mechanics, Statistical Mechanics, Electricity and Magnetism and Solid State Physics), or have an average grade 3.33 or better in those four courses, then the student must successfully pass the Comprehensive Examination after the first year of coursework, one month after the spring semester
    
4. Attend Physics Colloquium series
    
5. Conduct research in several department laboratories to gain access to practical skills in different disciplines. In which students will be:
   • exposed to multiple disciplines.
   • able to select an Academic Advisor. 
6. Work directly with an Academic Advisor to gain expertise in a discipline
    
7. Cultivate a relationship with an Industrial Advisor to gain insight into real-world opportunities
    
8. Form a Thesis Committee, conduct thesis research, pass the Qualifying Examination
    
9. Conduct research and write a Dissertation

REQUIREMENTS

To earn the Ph.D. in Physics, a student must satisfy the following requirements:

1. Perform well and earn 34 credits in the coursework (maintain a GPA of 3.0 or above)^a
2. Participate in the Integrative Experience after the 1st two semesters of coursework
3. Complete at least 2 Lab Rotations and choose an Academic Advisor
4. Receive a final grade of B or better in each of their first-year core courses (Quantum Mechanics, Statistical Mechanics, Electricity and Magnetism and Solid State Physics), or have an average grade 3.33 or better in those four courses OR Pass the Comprehensive Examination (typically before beginning their second year)
5. Pass the Qualifying Examination (please visit the Qualifying Exam Section for more information)
6. Research, write and defend a Dissertation^b

a. The Graduate School requires a minimum GPA of 3.0 at graduation. Therefore, when a student’s GPA falls below this level, or when a student receives an “F” in a course, the student will receive warnings from the Graduate School. Receipt of a second “F” results in termination from the degree program. Within the Physics graduate program, a student who receives a “C” as a final course grade will be given an oral warning. Upon receiving a second “C” the student will be issued a written warning. Receipt of a third “C” results in termination from the program.

b. A student who finishes all of their coursework is expected to make satisfactory progress in their research. Satisfactory progress is assessed by the research mentor, the thesis committee, and the graduate committee. Failure to meet the appropriate progress will trigger a written warning. Continued failure can trigger withholding of pay and/or termination from the program.

Annual Progress Report

Students are required to submit an Annual Progress Report by September 15th of detailing their work over the previous year. A review of these reports will serve as one of the means for determining satisfactory academic progress within the program.

FIRST-YEAR

• Complete Three Sections:
  1. Successfully completed courses
  2. Fulfilled examination requirements, if necessary (i.e. the Comprehensive Exam)
  3. Expectations for the next year (one paragraph)
• Submit the report to the Director of Graduate Studies (DGS) and the Chair of the Department for review

SECOND-YEAR

• Complete 4 sections:
  1. List courses, both completed and outstanding, necessary to fulfill departmental requirements
  2. Describe all research rotations completed (one paragraph)
  3. Describe the trajectory within the program (ILP or Standard) including progress made toward securing a research apprenticeship or position within a research group
  4. Outline goals for the next year (one paragraph)
• Submit a report for review by the Director of Graduate Studies (DGS), the Graduate Committee, and the Chair of the Department

THIRD-YEAR

• Complete 4 sections where applicable:
  1. Discuss current research projects either ongoing at Georgetown or performed during the Apprenticeship
  2. Cite any milestones such as fellowship applications, awards, and publications
  3. List thesis committee members (Standard Track only) or summarize accomplishments made in apprenticeship (ILP Track only)
  4. Outlining goals for the next year
• Submit a report for review by the Director of Graduate Studies (DGS), the Graduate Committee, and the Chair of the Department

FOURTH-YEAR AND BEYOND

• Complete 3 sections where applicable:
  1. Include a brief description of current research topics, and any milestones to date. For example, publications and fellowships, a list of talks given at scientific meetings, refereeing duties, and any accolades
  2. List the names of thesis committee members
  3. Outlining goals for the next year (one paragraph)
• Submit a report for review by the Director of Graduate Studies (DGS), the Graduate Committee, and the Chair of the Department

REVIEW OF REPORTS

Reports will be reviewed by all relevant faculty. If faculty approve of the report, this will be sent to the student and indicates maintaining satisfactory progress within the program unless they have been informed otherwise. If faculty raise questions about the report that cannot be successfully responded to by the student, the thesis committee or an ad hoc committee set by the DGS will evaluate the student’s progress with additional scrutiny to determine if satisfactory academic progress is being made.

6. ADDITIONAL REQUIREMENTS FOR GRADUATE STUDENTS

COLLOQUIUM

The colloquia are valuable educational events that provide an introduction to areas of current research. The speakers generally present talks appropriate for non-experts. Graduate students are encouraged to suggest speakers and topics for colloquia.

FIRST-YEARS

• Registered for the colloquium course (PHYS-6000 in the Fall and PHYS-502 in the Spring)
• Attend all colloquia events and participate in a discussion following the talk
• Score a pass or fail based on individual participation

SUBSEQUENT YEARS

• Participation is one of the requirements for making satisfactory academic progress
• Attend at least five colloquia each semester
• Exceptions made for a student conducting research off-campus or with conflicting classes or TA assignments
• Notify the Director of Graduate Studies and the Graduate Program Coordinator, if circumstances such as illness or an emergency prevent attendance

INTELLECTUAL PROPERTY COURSE

All Ph.D. students are required to take the Intellectual Property course (PHYS-6010). The course is graded on a pass/fail basis and will only be offered during the summer every 2-3 years.

LAB ROTATIONS

Students will participate in a minimum of 3 lab rotations with a least two distinct groups. Two lab rotations (non-credit) during the summer, right after the spring semester ends (each 6 weeks) and either 2 additional lab rotations in in Fall (1.5 credit each) or 1 lab rotation with the same group for the full semester (3 credits).

• Summer lab rotations should be full-time.
• If you are required to take the Comprehensive Exam, please consult with the DGS on how to incorporate your summer lab rotations. 

For lab rotations during the academic year, you will need use an ADD/DROP form to register for a lab rotation section that corresponds with the faculty member you will be working with (course number PHYS-7000). You should not be registering for Thesis Research-03 to fulfill your full-time credit requirements until you are part of a research group.

If you are eligible to participate in lab rotations during your first academic year, please consult with the Director of Graduate Studies and the Chair to identify faculty that are currently accepting students for lab rotations.

• During the academic year, students should devote at least 10 hours per week in the lab.

Purpose

• Teaches practical research in different groups.
• Develops experimental and computational skills.
• Assists in specialization decisions leading to the dissertation.

Process

• Students should consult with individual faculty members to identify groups that are accepting students for lab rotations.
• Students will then meet with the Director of Graduate Studies to discuss their lab rotation selections.
• Once the lab rotations have been discussed with the Director of Graduate Studies, a Lab Rotation Selection Form (via DocuSign from the Graduate Program Coordinator) should be completed
  • Following the meeting with the DGS, any changes to this list, must be approved by the DGS and Chair.
• For lab rotations during the academic year, an Add/Drop form should be completed and sent to the Graduate Program Coordinator for signature.

After completing lab rotations students should use the Research Advisor Matching Process described below.

Research Advisor Matching Process

Once you have completed your lab rotations you will need to do the following: 

1. Submit a ranked list of your research advisor choices to the Department Chair and Director of Graduate Studies
2. The Department Chair, in consultation with the Director of Graduate Studies, the Graduate Committee and the potential Advisor will assign the students to one of their choices, taking into account the preferences of the students, the need of other students and the mentors’ interest and capacity to take on new students. 
3. You will hear back from the Department Chair within ten days.
4. Once your selection is approved, you will complete the Pathway to PhD Form in consultation with your Research Advisor. The Graduate Program Coordinator will provide the form via DocuSign.

Ph.D. Degree Requirements

THE COURSEWORK (34 CREDITS) TYPICALLY INCLUDES:

• 15 credits in the core topics:
  • Quantum Mechanics
  • Electricity and Magnetism
  • Statistical Mechanics
  • Condensed Matter Physics
  • Solid State Physics
• 4 credits in Experimental and/or Computational Methods
• 3 credits of Colloquia
• 6 credits of introductory business courses for ILP Program Track
• Remaining credits of electives chosen in consultation with Advisors and the DGS

Advanced Standing

A student who has been awarded a relevant master’s degree by another institution may petition for advanced standing toward the coursework required for a doctoral degree program. Only students pursuing a Ph.D. may apply for advanced standing; it is not available to students pursuing a master’s degree. A maximum of 30 credits of advanced standing may be awarded. Some doctoral programs may impose a lower limit, or may not permit advanced standing at all. Students who have been awarded advanced standing may be eligible to transfer a limited number of other credits to their degree program.

Requests for advanced standing should be made during the student’s first year of enrollment in the Graduate School. Requests for advanced standing must be made in writing through the Director of Graduate Studies of the student’s doctoral program, who will forward a recommendation to the Graduate School for its review. This recommendation must include both the number of advanced standing credits to be awarded and the number of credits of coursework that remain to be completed for the degree through registration in the Graduate School or through transfer. The number of approved credits of advanced standing will be recorded on the student’s transcript.

Comprehensive Examination

Students who receive a final grade of B or better in each of their first-year core courses (Quantum Mechanics, Statistical Mechanics, Electricity and Magnetism, and Solid State Physics), or have an average grade of 3.33 or better in those four courses, will not be required to take a comprehensive exam.  Students who do not meet either of these conditions will be required to pass an exam based on the core courses where the final grade was below B.

If a student is granted advanced standing for one or more of the four core courses (the courses were taken and passed at a different institution), the grades earned in those courses will be used for the comprehensive exam requirement criterion.

Students not required to take the exam will start lab rotations at the beginning of June, right after the end of the first-year coursework, and will complete the rotations and choose a research group by the end of the summer.

For Students Taking the Comprehensive Exam:

The exam will be held in the summer of the student’s first and second year. Students who do not pass the exam in the first year can take it in the following year, but students who do not pass the exam before the beginning of the third year will be terminated from the Ph.D. program. Past exams can be found on the Comprehensive Examination page.

• Full-time Students: sit for the exam during the summer of the student’s first and second year, typically a month after exams in mid-July. Those who do not pass the exam can take the exam the following year, but students who do not pass the exam before the beginning of their third year will be terminated from the degree program.
• Part-time Students: take the exam by the first summer after completion of their coursework. Part-time students who do not pass can take the exam again the following summer. Failure to pass at that time will result in termination from the Ph.D. program.

Thesis Committee

• Design Thesis Committee before taking the Qualifying Examination
• Form Committee using the following guidelines:
  • Minimum of 3 faculty members from the Physics Department
  • At least 1 member from outside the Department (e.g. members of other departments at or beyond Georgetown, ILP mentor, member of National Lab, etc.)
  • Include at least 1 experimentalist and 1 theorist
  • Involve the Industrial Apprenticeship mentor (for ILP Program Track)
• Certify that committee members:
  • All possess a Ph.D. in Physics or a related field
  • Are a faculty member at a university OR possess a professional appointment at a research institution and hold a position equal to or exceeding an assistant professor
  • Are not all from the same academic unit
  • Are not all collaborators with the student or the advisor over the past 48 months
  • Are not all from the same Physics discipline
• Any exceptions to these guidelines must be approved by the Director of Graduate Studies
• Submit the proposed thesis committee using the Thesis/Dissertation Proposal Form to the Director of Graduate Studies for approval at least 6 weeks before the Qualifying Examination
• Any revisions to the Thesis Proposal Form reflecting feedback from the Thesis Committee should be submitted to the DGS within two weeks after the Qualifying Examination.
• Report progress regularly to Graduate Committee to ensure a timely conclusion

Thesis/Dissertation Proposal

A least 6 weeks before the Qualifying Examination, students must submit their Thesis/Dissertation Proposal Form. Each member of the Thesis Committee, as well as the Director of Graduate Studies, must approve the form before it is submitted to the Graduate Program Coordinator, who will make a copy for departmental records and submit the original form to the Graduate School.

Any revisions to the Thesis Proposal Form reflecting feedback from the Thesis Committee should be submitted to the DGS within two weeks after the Qualifying Examination.

Qualifying Examination

The Qualifying Examination is a written report and an oral presentation to a student’s Thesis Committee. The report and presentation discuss the research progress to date and present the proposed thesis project. While there are no length requirements for the examination, most written reports are 15-20 pages.

For the oral portion of the exam, the student should prepare a 30-minute presentation.  Following the presentation, the committee members take turns asking questions. While many of the questions will arise from the student’s written and oral presentations, the committee members may ask questions that probe the depth and breadth of the student’s knowledge of the broader research field.

Timing of the Examination

To maintain satisfactory academic progress, the Qualifying Examination should be completed by the end of spring semester of the third academic year. Exceptions are outlined below:

ILP Program Track

• If the apprenticeship is completed before January 1 of the third academic year or starts after the end of that year, the Examination shall be taken before the end of the third year academic year.
• If the apprenticeship is completed during the second half of the third academic year, the Examination shall be taken within 6 months of the apprenticeship ending date.
• If neither of these conditions applies, a plan to take the Examination must be formulated and approved by the DGS and the thesis advisor.

Standard Track

• The Examination shall be taken by the end of the third academic year —  any changes to this timeline will require approval of the DGS.

Requirements for both the ILP and Standard Tracks

• Provide the thesis committee members with the written report at least 2 weeks prior to the oral presentation
• Describe how work to date motivates the thesis proposal
• Provide details of relevant work conducted on the apprenticeship (if applicable)
• Present preliminary results and research plan
• Field questions from the committee members following the presentation: Questions will probe the depth and breadth of the student’s knowledge of the broader research field based on the student’s written and oral presentations

Outcomes

• Achieve the unanimous approval of the Thesis Committee and therefore advance to Doctoral Candidacy
• Increased summer stipend (Please note: students must complete their Qualifying Exam before the end of the spring semester in order to receive the stipend increase for the subsequent summer)
• Retake the examination in the event of failure no less than 3 and no more than 6 months after the initial examination
• Face dismissal from the program after 2^nd failure

Dissertation and Defense Preparation

Note: all necessary forms are available on the Graduate School’s Academic Forms page – electronic forms via DocuSign can be requested from the Graduate Program Coordinator.

1. Complete the Thesis/Dissertation Proposal Form with the appropriate signatures and submit to the GPC
    
2. Consult the Graduate School’s Guidelines for Dissertation and Thesis Writers and adhere to formatting and procedural requirements
    
3. Download the Dissertation template from the Graduate School’s Dissertation and Thesis Information page.
    
4. Apply to Graduate using GU Experience
   • Consult the instructions available on the Graduate School’s How to Graduate page
   • Students who wish to graduate in August or December must apply to graduate by the first working day of those months. Students who wish to graduate in May are advised to apply to graduate by the first working day of February. Those who apply later than the first working day of February may be cleared to graduate, but they will not have their names in the Commencement program book and their diplomas may not be available at the Commencement ceremony in May.
      
5. Ensure Committee – certified by a majority vote – that all shortcomings will be addressed before Defense and only minor revisions will be required after the Defense
    
6. Deliver the draft to Committee at least six weeks prior to the target date for Defense
   • Submit by November 4, 2024 for Fall Graduation
   • Submit by March 11, 2025 for Spring Graduation
      
7. Coordinate the date, time, and place for Defense (usually Regent’s Hall, Room 351) with the GPC
   • Deadline to upload the dissertation to Graduate School for Fall Graduation is December 16, 2024
   • Deadline to upload the dissertation to Graduate School for Spring Graduation is April 22, 2025
      
8. Submit the Doctoral Dissertation Reviewers Report (an electronic version of this Form is available via DocuSign from the Graduate Program Coordinator)
   • Submit at least one week before the Defense date
   • Certifies that Dissertation is ready for Defense
   • Publicly lists Defense on the Graduate School’s Doctoral Defense Schedule

Defense

1. Deliver a public 30-minute oral presentation open to the academic community
    
2. Answer questions from attendees during the public phase of the exam
    
3. Answer additional questions by the Thesis Committee during the private phase of the exam
    
4. Wait immediately following the defense while the Thesis Committee decides the result in a closed meeting
   • Passing the Dissertation Defense requires the approval of all or all but one of the committee members
   • Presenting for a 2nd time must be made within 3 months of the first attempt
   • Failing the defense for the 2nd time will lead to dismissal from the Ph.D. program
      
5. Revise Dissertation as requested by the Thesis Committee
    
6. Submit Dissertation Cover Sheet (an electronic version of this Form is available via DocuSign from the Graduate Program Coordinator) to the GPC
    
7. Submit Electronic Thesis and Dissertation (ETD) Release Form (an electronic version of this Form is available via DocuSign from the Graduate Program Coordinator) to the Graduate School
    
8. Upload your dissertation for formatting review by the Graduate School.
    
9. Complete any edits assigned by the Graduate School.
   • Complete edits by the last day of the month in which you intend to graduate; otherwise your dissertation will not be accepted and you will not be eligible to graduate (see below).
   • December 2024 Graduation:
     • Submit your dissertation to ProQuest by December 16, 2024
     • Complete all steps for the Graduate School to approve your dissertation by the close of business on December 20, 2024
   • May 2025 Graduation:
     • Submit your dissertation by April 22, 2025
     • Complete all steps for the Graduate School to approve your dissertation by the close of business on May 1, 2025
        
10. Submit your Survey of Earned Doctorates
     
11. Lastly, you may want to put an embargo on your thesis, in the event that you seek publication or a patent

Elective Credit and Plan Modifications 

Requests for modifications to the standard course of study must be made to the graduate committee of the Department of Physics in the form of a written plan of study that lists all of the proposed coursework and provides a rationale for the proposed modifications. The plan must provide the necessary preparation for the student’s academic and professional goals, and all necessary prerequisites for the proposed courses must be satisfied.

Master’s in Passing

Once Ph.D. students complete the course requirements (34 credits), typically at the end of their second year, they are eligible to receive the M.S. degree. Students may request the Master’s in Passing degree by submitting the Student Petition for Change in Graduate Degree form (an electronic version of this Form is available via DocuSign from the Graduate Program Coordinator) to the Graduate School.

8. Master’s Degree Requirements

Master’s Option

Students pursuing the M.S. degree may elect to follow one of two tracks:

• Academic Track:
  • Complete at least 31 credits with at least 7 graduate physics courses of 3 credits or more
  • Complete at least 2 additional department-approved courses
• Thesis Track:
  • Complete at least 31 credits with at least 7 graduate physics courses of 3 credits or more and at least 1 additional department-approved course
  • Complete and defend a thesis

*Information regarding the thesis is available in the section below

Thesis

For an M.S. thesis, students are required to form a thesis committee consisting of their research advisor, the director of graduate studies (or an alternate appointed by the DGS), and one other member of the ordinary faculty. The M.S. thesis should be based on research performed at Georgetown or during an industrial apprenticeship.

Students must file a Thesis Proposal Form with the Graduate School (this form will be sent to you via DocuSign – please email the Graduate Program Coordinator). At the latest, this should be done at the beginning of the semester during which the student plans to apply for the degree. Each member of the thesis committee must approve the form before it is submitted to the Graduate School.

Students should consult the Graduate School’s Guidelines for Dissertation and Thesis Writers before beginning the thesis and should adhere to these formatting and procedural requirements during its preparation.

Committee members should be given a draft of the thesis at least four weeks prior to the target date for the thesis defense. The committee members should notify the student of requests for major revisions at least one week prior to the scheduled defense.

The thesis defense begins with a public presentation by the candidate. The candidate delivers a 45-minute oral presentation at a level appropriate for a general physics audience. Any member of the academic community may attend and ask questions during this phase of the exam. Following the public phase, which lasts about an hour, the committee meets alone with the candidate to ask additional questions. The defense is chaired by a member of the committee other than the thesis advisor.

Immediately following the defense, the committee holds a closed meeting to decide whether the defense was successful. Passing the thesis defense requires a unanimous vote by the committee. A student who does not pass the defense on the first try is allowed a second attempt, which must be made within three months of the first attempt.

Students failing the thesis defense for the second time will be dismissed from the M.S. program. Attempting the thesis defense commits a student to the M.S. with the thesis option. After that point, the student may not switch to the coursework-only M.S. option.

The most up-to-date information on the Master’s thesis procedures is located at the Graduate School’s Thesis Information page.

Elective Credit and Plan Modifications

Requests for elective credit or for modifications to any part of the program must be made to the graduate committee of the Department of Physics in the form of a written plan of study that lists all of the proposed coursework and provides a rationale for the proposed modifications. In order to be approved, the plan must provide the necessary preparation for the student’s academic and professional goals, and all the prerequisites for the proposed courses must be satisfied.

9. ILP Apprenticeship

After completing three or four semesters of coursework and passing the Comprehensive Exam (if applicable), students on the Industrial Leadership in Physics (ILP) track usually spend one year on an Industrial Apprenticeship. During this time, they work on problems of interest to the industrial partner at the company site. This is a great opportunity for students to use their physics knowledge and skills to solve problems of an applied nature and to experience the R&D environment in a company. Examples of organizations that have recently hosted ILP Apprentices include Procter & Gamble, Luna Technologies, NIST, and IBM.

The research mentor and the Director of Graduate Studies work with the student to identify apprenticeship opportunities based on the student’s research interests and experience. Once mutual interest has been established, the faculty mentor and the DGS work with the Office of Sponsored Programs to set up a contract with the company. All apprenticeships must be approved by the Graduate Committee.

Special Considerations for International Students 

International students must apply to the Office of Global Services to get approval for Curricular Practical Training (CPT), and their apprenticeships must not be longer than 11.5 months. To apply for CPT, students should contact OGS six weeks before the start of the Apprenticeship and provide:

1. Letter of offer from the employer
2. Dates of the apprenticeship
3. Letter from the department stating that the apprenticeship is required (see the GPC).
4. Make sure that the GPC has a copy of the student’s passport, social security card, visa, and I-20 form

Before beginning any apprenticeship, international students must contact Lawrence Smith in the Tax Office.

10. Industrial Leadership in Physics Organization (ILPO)

The Industrial Leadership in Physics Organization (ILPO) is an organization created and operated by students. ILPO focuses on developing relationships with other Georgetown graduate programs, building relationships with the business school, and supporting all of the physics graduate students by fostering greater communication and involvement among them. It is affiliated with the Graduate Student Organization and represented therein by an officer from the ILPO.

11. FAQS

Q. What vacation and/or paid leave does a student receive?

A. Under the CBA, Graduate Assistants are entitled to certain personal days and leaves. Please visit the “Leave” section on the Resources for GAGE/AFT Agreement page on the Graduate Schools website.

Q. What if I want to travel during the summer months?

A. If you are receiving a summer service (or non-service) stipend, you are required to be working (or fulfilling degree requirements) during the summer months. Any travel must be approved beforehand, and any absence longer than a month will automatically trigger a loss of pay for that month.

Q. Is there an Honor Code for Graduate Students?

A. Yes. All graduate students should follow the guidelines for academic integrity set out in the Graduate Bulletin.

Q. How safe are a student’s personal belongings?

A. The campus is generally safe, but burglaries do occur. Thefts of backpacks and laptops have been reported in the Reiss Science Building and Regents Hall. We urge all students to lock office doors to secure their belongings, especially during the summer and winter breaks.

Q. Do graduate students have to pay the Yates Fee?

A. Access to Yates Field House is now included in the cost of tuition for any part-time or full-time active, degree-seeking student. Part-time students in a non-degree seeking program/certificate will need to “opt-in” to the Yates Access Fee by visiting Yates Field House.

Q. Do graduate students have to pay the Graduate Student Activity Fee?

A. This fee serves to fund the activities of the Graduate Student Organization. Though considered a mandatory fee, the GSO reserves the right to waive this fee for any student at its discretion. Any questions concerning this fee should be directed to graduateactivityfee@georgetown.edu.

Q. When do classes begin and end? When are breaks?

A. Please see the Registrar’s academic calendar.

12. University Support Resources

If you are ever in need of assistance or would like more information, please consult the following resources or contact the Graduate Program Coordinator.

• Resources for GAGE/AFT Agreement
• Counseling and Psychiatric Services (CAPS)
• Sexual Harassment & Assault
• Graduate Student Life Guide
• Graduate School Bulletin
• Academic Resource Center
• Office of Global Services
• Graduate Student Organization
• Grievances
• Graduate Ombudsman