Graduate Guidebook 2021-2022

STANDARD APPLICATION PROCESS

This is the process for all applicants other than current UW–Madison graduate students. Applications are normally accepted for fall semester admission only. Completed applications are due no later than December 15.

Applications run through the Graduate School. Departmental requirements for admission are more stringent than those of the Graduate School. The following items must be submitted in order to be considered by the department:

• Letters of recommendation. All applicants, whether requesting financial aid or not, must have three letters of recommendation. Recommendations are submitted online to the Graduate School as part of the application process.
• GRE general scores are not required, but you may send them if you wish.
• Official school records. Official transcripts are required from each institution where the applicant did prior academic work. Applicants must scan their official transcripts into the graduate school application. Paper transcripts or electronic transcripts will not be accepted. If an institution does not issue official transcripts, a letter from an administrator of the institution should be scanned into the application instead. The letter should include: a) year of admission; b) number of years enrolled at the institution; c) reference to the quality of work (analysis of grading system); d) evidence that examinations were passed; e) diploma certifying degree, class and year; and f) General Certificate of Education or equivalent.
• Evidence of English proficiency. An applicant whose native language is not English, or whose undergraduate instruction was not in English, must provide an English proficiency test score. See the Graduate School requirements for more details.

Graduate students who are currently enrolled in a graduate program at UW–Madison need to follow a different procedure for:

• Obtaining a second MS in CS, provided that they already have a record in CS graduate courses that is uniformly excellent. Applications are accepted three times during each academic year, with deadlines of
  • Spring Term: December 20. The department will access updated transcripts once grades post. 
  • Summer Term: the last day of classes in Spring Term for admission in Summer Term.
  • Fall Term: One week before the start of classes in the Fall Term for admission in Fall Term.
• Changing the major to CS, with the intention of completing a PhD in CS. Applications are normally accepted for fall semester admission only, and the deadline is January 1.
• Switching from the professional track in CS to the traditional track in CS, with the intention of completing a PhD in CS. Applications are normally accepted for fall semester admission only, and the deadline is January 1.

Currently enrolled graduate students who wish to change their major to undertake a Ph.D. in computer sciences must fill out the application form and submit it to the CS Graduate Coordinator, along with the following materials:

1. A statement of purpose explaining the reasons for your interest in transferring to the CS graduate program and your previous experiences with our department (courses taken, independent study programs with a CS advisor, etc.).
2. A copy of your original application to the UW graduate program to which you were admitted.
3. Transcripts for coursework from UW–Madison and from previous educational institutions, dating back to and including undergraduate institution(s).
4. Three letters of recommendation from UW–Madison faculty members, at least two of which must be from a faculty member whose primary academic appointment is in CS.
5. GRE scores from the original application to a UW graduate program, or later scores, if available.

Applications must be received by January 1 to be considered for admission in the subsequent fall semester. Applications are not considered at other times of the year nor for starting times other than the fall semester. International students are responsible for contacting International Student Services at UW to discuss any possible effect the change of program may have on their immigration status.

SATISFACTORY PERFORMANCE IN THE ACADEMIC TRACK OF THE GRADUATE PROGRAM IN COMPUTER SCIENCES ENTAILS (SEE DEFINITIONS OF TERMS BELOW):

A.  ADHERING TO THE UNIVERSITY’S STANDARDS FOR PROFESSIONAL CONDUCT AT ALL TIMES.

B.  MEETING THE GRADUATE SCHOOL ENROLLMENT REQUIREMENTS, AND MAINTAINING A CUMULATIVE GPA OF AT LEAST 3.00.

The enrollment requirements depend on the status of the student, and need to be maintained throughout the term. Full-time status as defined by the Graduate School is a condition for many obligations, including visa eligibility, fellowships, assistantships and external funding agencies. In particular, international students with a F-1 or J-1 visa need to be enrolled full-time each regular term (fall or spring semester). Full-time registration during the summer session is typically not required except for RAs, 12-month fellows, dissertators with financial support and graduating students. Check out the table at the end of the Graduate School enrollment requirements for the precise conditions and the corresponding number of credits required for full-time registration.

C.  MAKING SATISFACTORY ACADEMIC PROGRESS IN EVERY REGULAR TERM.

A graduate student in Computer Sciences shall be considered to have made satisfactory academic progress in a given term if all of the following conditions are satisfied:

1. During the given term the student has completed, with a satisfactory grade or a grade of I (incomplete) or P (progress), a minimum number of credits of approved courses determined by the following decision list, conditioned on the status of the student during that semester.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   

   Status	Credits
   leave of absence	0
   part-load or dissertator	3
   full-time internship	2
   TA, SA or PA	6
   other	8

   
   
2. At the end of the given term, the student has removed all incomplete grades from any previous term (regular or not).
3. The student has observed all the deadlines imposed by the Department that occur before the start of the next regular term, in particular the milestone deadlines (see below) for students on the PhD track.

DEFINITIONS:

APPROVED COURSES

Approved courses are courses that have been formally approved by a graduate advisor of the student as appropriate for the student’s studies. Approval must be obtained before the course has been taken. Usually approval is given during the registration period, but approval can be requested at an earlier stage if the student wishes to plan ahead.

For a course to be approved it must fall into one of the following categories:

• CS courses numbered 400 or above, excluding CS 400.
• Basic CS courses (CS 302, CS 352, CS 354, and CS 367), and basic calculus (Math 221, Math 222, and Math 234), provided that the student has been admitted with deficiencies that are being removed by taking these courses.
• Courses from other departments that materially contribute to the specific CS education toward which the student is working, as deemed by a graduate advisor of the student, possibly with the help of another faculty member in CS. Such courses are typically numbered 400 or above; no course numbered less than 300 will be approved.

For students who have neither obtained an MS in CS nor passed the qualifying process, usually only courses leading toward the MS in CS are approved.

For second MS in CS students only CS courses are approved.

For students in dissertator status, only CS 990 with the dissertation advisor is approved except with explicit permission of the latter for a course directly related to the dissertation research.

DISSERTATOR STATUS

Dissertator status is for students who have completed all requirements for a PhD except for the dissertation. In order to enjoy dissertator status a student must:

• have submitted a completed preliminary warrant to the Graduate School,
• satisfy the minimum graduate residence credit requirement,
• have cleared all Incomplete grades, and all Progress grades in courses other than CS 990,
• have a cumulative GPA of at least 3.00, and,
• with few exceptions, be continuously enrolled for exactly 3 credits, all for approved courses(usually CS 990).

The only benefit is reduced tuition and other fees.

INTERNSHIPS

The CS department has no formal mechanism for internships.  Students wishing to obtain academic credit for research work performed as an intern should consult with the Chair of the Graduate Advising Committee, for guidance in selecting an appropriate individual instruction course and a faculty member to supervise it.

International students need to contact International Student Services regarding the required authorizations. In particular, students on an F-1 visa need to obtain authorization for Curricular Practical Training, and have their application form signed by the instructor for the course they enroll in for the internship.

LEAVE OF ABSENCE

Any graduate student who is not in dissertator status may apply to the GAC Chair for a leave of absence of up to one year. Dissertators are expected to maintain continuous enrollment until completion of the PhD degree, and are therefore not eligible. International students should contact International Student Services to find out about their options, but often cannot take a leave of absence because of immigration regulations.

If the leave of absence is approved, the student’s deadlines are automatically extended. The time away does count against the guaranteed support unless the Admissions Committee explicitly grants an extension.

Students who take a leave of absence and do not maintain the Graduate School minimum enrollment requirement, need to apply for re-admission to the Graduate School before resuming their program. Departmental approval of the leave of absence implies approval of the application for re-admission within the approved period of absence. A re-admitted student must adhere to the requirements in effect at the time of re-admission.

MS students who have been absent for 5 or more years, and PhD students who have been absent for 10 or more years, lose all credits that they have earned before their absence.

M.S. VS PH.D. TRACK

At any point in time a graduate student in CS is officially on one of the two tracks, MS or PhD. Initially, this is the degree indicated in the application. Students who want to change tracks need to contact the Graduate Program Coordinator. International students also need to contact International Student Services to discuss the possible effects this change could have on immigration status. See the Graduate School regulations for more details about the procedure.

The GAC Chair will approve all track changes but may impose additional time limits for students switching from the PhD to the MS track.

PART-LOAD STATUS

Part-load status is intended for students who have full-time jobs, non-academic duties, or substantial family responsibilities. It is granted semester by semester. International students should contact International Student Services to find out about their options, but typically cannot take be in part-load status because of immigration regulations.

Students who want part-load status should apply in writing to the GAC Chair at the beginning of each semester for which they want part-load status. They will be notified in writing whether their request has been approved.

REGULAR TERM

The regular terms of an academic year are the fall and spring semesters.

SATISFACTORY GRADE

The Department considers grades of A, AB, B, BC, C, S (for courses normally graded S/U), and CR (for courses normally graded Credit/No Credit) to be satisfactory.

A. The University has disciplinary procedures in place for academic, non-academic, and research misconduct.

B. A student may be placed on probation or suspended from the Graduate School for low grades or for failing to resolve incompletes in a timely fashion.

C. At the level of the Department:

A student who fails to make satisfactory academic progress during one regular term loses the financial support guarantee of the Department (if any), and is not eligible for financial support from resources controlled by the Department during the next regular term.

• A student who fails to make satisfactory academic progress during two consecutive regular terms (fall and spring semester, or spring and fall semester) will be dismissed from the Department right before the start of the next regular term.
• A student who fails to satisfy condition 3 of satisfactory academic progress will be dismissed from the department right before the start of the next regular term.

If a student feels unfairly treated or aggrieved by faculty, staff or another student, the Department of Computer Sciences and the Graduate School offer several avenues to resolve the issue.

Issues related to satisfactory academic performance

Any graduate student may appeal any aspect of the satisfactory academic progress rules, provided that the appeal is made in a timely way. In particular, appealing a decision that a student did not make satisfactory academic progress must be initiated no later than the end of the fourth week of the subsequent regular term.

To appeal, the student should write a letter to the Graduate Advisory Committe (GAC )Chair stating the basis for the appeal. This letter should explain clearly the reasons for the appeal, and it should be accompanied by appropriate documents such as a medical certificate (if the appeal is on the grounds of ill health) or a supporting letter from a CS faculty member if the appeal concerns an unusual combination of courses. Often, it will be useful for the student to discuss the problem with his or her dissertation advisor or a member of the Graduate Advising Committee before putting the appeal into writing.

The GAC Chair will consider every such written appeal and will notify the student of its decision at the earliest opportunity, normally within four working weeks. A student who is not satisfied with the decision by the GAC Chair may submit a further appeal in writing to the Department Chair.

The Department Chair will place the appeal on the agenda of a regular faculty meeting, will circulate the letter of appeal and accompanying documentation, and will give the student written notification of the meeting. The meeting will be scheduled at the earliest opportunity, normally within four working weeks after receipt of the letter to the Department Chair. The student and any of the student’s advisors may attend the meeting to present the appeal, provided that the Department Chair is advised in writing before the start of the meeting. In accordance with Wisconsin law, the meeting will begin in open session, but the Department Chair will move that the meeting convene in closed session before the appeal is considered.

All other issues

See the Graduate School policies and procedures on grievances and appeals.

All students are expected to adhere to the highest standards of professional behavior and ethics. Students should avoid even the appearance of improper behavior or lack of ethical standards while in Graduate School at UW-Madison, in all professional settings, and in their personal lives. Students should conduct themselves according to the standards expected of members of the profession to which the student aspires. Concerns about infractions of professional conduct may be effectively handled informally between the instructor/advisor and the student. If a resolution is not achieved, a graduate program representative may be included in the discussion. Separate and apart from a violation of professional conduct, a student may face university disciplinary action with regard to the same action. Students are responsible for reading the information here, as well as the information published on all relevant websites. Lack of knowledge of this information does not excuse any infraction.

Professional ethics

Students shall show respect for a diversity of opinions, perspectives and cultures; accurately represent their work and acknowledge the contributions of others; participate in and commit to related opportunities; aim to gain knowledge and contribute to the knowledge base of others; understand the UW Student Code of Conduct; represent their profession and the program; and strive to incorporate and practice disciplinary ideals in their daily lives. Resumes/CVs must reflect accurate information.

Honesty and integrity

Students shall demonstrate honesty and integrity as shown by challenging themselves in academic pursuits; honesty and ethics in research and Institutional Review Board (IRB) applications–including honesty in interpretation of data, commitment to an unbiased interpretation of academic and professional endeavors; and the need to document research activities, protect subject/client confidentiality and HIPPA regulations. Students shall follow through and pull their weight in group activities and understand where collaboration among students is or is not allowed; not plagiarize others’ work or their own past work (self-plagiarism), cheat, or purposefully undermine the work of others; and avoid conflicts of interest for the duration of their time in the program. As a professional, honesty and integrity also extends to personal behavior in life outside of the academic setting by realizing that students are representatives of the program, UW-Madison and the profession as a whole.

Interpersonal and workplace relationships

Students shall interact with peers, faculty, staff and those they encounter in their professional capacity in a manner that is respectful, considerate and professional. This includes and is not limited to attending all scheduled meetings, honoring agreed upon work schedules, being on time and prepared for work/meetings, contributing collaboratively to the team, keeping the lines of communication open, offering prompt response to inquiries, and employing respectful use of available equipment/technology/resources. Chronic or unexplained absences are unprofessional in the workplace and could be grounds for termination or removal of funding. To facilitate the free and open exchange of ideas, any criticism shall be offered in a constructive manner, and the right of others to hold different opinions shall be respected.

Commitment to learning

Students are expected to meet their educational responsibilities at all times. Be actively prepared for class and be ready for questions and answers. Be on time for every class and always show courtesy during class or if you have to leave class early. If possible, students should notify the instructor at least one day in advance of a planned absence. Students who are unable to attend class are responsible for finding out what occurred that day and should not expect instructors to give them individual instruction. Recognizing that the pursuit of knowledge is a continuous process, students shall show commitment to learning by persevering despite adversity and seeking guidance in order to adapt to change. Students shall strive for academic excellence and pursue and incorporate all critique, both positive and negative, in the acquisition of knowledge in order to understand and respect the community in which they work.

Professional appearance

Students shall convey a positive, professional appearance in order to represent the program in a dignified manner. Appearance includes a person’s dress, hygiene, and appropriate etiquette/protocols for the environment (including safety protocols and protective clothing in environments that require them).

Misconduct

This graduate program, the Graduate School, and the Division of Student Life all uphold the UW System policies and procedures in place for academic and non-academic misconduct. In addition, graduate students are held to the same standards of responsible conduct of research as faculty and staff. Furthermore, unprofessional behavior towards clients/subjects, faculty, staff, peers and public are significant issues in the evaluation and promotion of students. In turn, we hold expectations for the highest level of academic integrity and expect professional, ethical and respectful conduct in all interactions. Students may be disciplined or dismissed from the graduate program for misconduct or disregard for professional conduct expectations, regardless of their academic standing in the program. Separate and apart from a violation of professional conduct, a student may face university disciplinary action with regard to the same action. Students are responsible for reading the information here as well as the information published on all relevant websites. Lack of knowledge of this information does not excuse any infraction.

Academic misconduct

Academic misconduct is an act in which a student (UWS 14.03(1)):

1.     seeks to claim credit for the work or efforts of another without authorization or citation;
2.     uses unauthorized materials or fabricated data in any academic exercise;
3.     forges or falsifies academic documents or records;
4.     intentionally impedes or damages the academic work of others;
5.     engages in conduct aimed at making false representation of a student’s academic performance; or
6.     assists other students in any of these acts.

Examples of academic misconduct include but are not limited to:

•     cutting and pasting text from the Web without quotation marks or proper citation;
•     paraphrasing from the Web without crediting the source;
•     using notes or a programmable calculator in an exam when such use is not allowed;
•     using another person’s ideas, words, or research and presenting it as one’s own by not properly crediting the originator;
•     stealing examinations or course materials;
•     changing or creating data in a lab experiment;
•     altering a transcript;
•     signing another person’s name to an attendance sheet;
•     hiding a book knowing that another student needs it to prepare for an assignment;
•     collaboration that is contrary to the stated rules of the course; or
•     tampering with a lab experiment or computer program of another student.

Additional information regarding academic misconduct:

•     Graduate School: Policy & Procedure: Misconduct, Academic
•     Dean of Students Office: Information for Students: How to Avoid Academic Misconduct? What Happens If I engage in Academic Misconduct? What Should I do If I know a Classmate is Cheating?
•     Dean of Students Office: Academic Misconduct Flowchart
•     University of Wisconsin System: Chapter UWS 14: Student Academic Disciplinary Procedures

Non-academic misconduct

The university may discipline a student in non-academic matters in the following situations:

1.     for conduct which constitutes a serious danger to the personal safety of a member of the university community or guest;
2.     for stalking or harassment;
3.     for conduct that seriously damages or destroys university property or attempts to damage or destroy university property, or the property of a member of the university community or guest;
4.     for conduct that obstructs or seriously impairs university-run or university-authorized activities, or that interferes with or impedes the ability of a member of the university community, or guest, to participate in university-run or university-authorized activities;
5.     for unauthorized possession of university property or property of another member of the university community or guest;
6.     for acts which violate the provisions of UWS 18, Conduct on University Lands;
7.     for knowingly making a false statement to any university employee or agent on a university-related matter, or for refusing to identify oneself to such employee or agent;
8.     for violating a standard of conduct, or other requirement or restriction imposed in connection with disciplinary action.

Examples of non-academic misconduct include but are not limited to:

•     engaging in conduct that is a crime involving danger to property or persons, as defined in UWS 18.06(22)(d);
•     attacking or otherwise physically abusing, threatening to physically injure, or physically intimidating a member of the university community or a guest;
•     attacking or throwing rocks or other dangerous objects at law enforcement personnel, or inciting others to do so;
•     selling or delivering a controlled substance, as defined in 161 Wis. Stats., or possessing a controlled substance with intent to sell or deliver;
•     removing, tampering with, or otherwise rendering useless university equipment or property intended for use in preserving or protecting the safety of members of the university community, such as fire alarms, fire extinguisher, fire exit signs, first aid equipment, or emergency telephones; or obstructing fire escape routes;
•     preventing or blocking physical entry to or exit from a university building, corridor, or room;
•     engaging in shouted interruptions, whistling, or similar means of interfering with a classroom presentation or a university-sponsored speech or program;
•     obstructing a university officer or employee engaged in the lawful performance of duties;
•     obstructing or interfering with a student engaged in attending classes or participating in university-run or university-authorized activities;
•     knowingly disrupting access to university computing resources or misusing university computing resources.

Additional information regarding non-academic misconduct:

• Graduate School: Academic Policies & Procedures: Misconduct, Non-Academic
• Dean of Students Office: Non-Academic Misconduct Standards Statement
• Dean of Students Office: Non-Academic Misconduct Process
• University of Wisconsin System: Chapter UWS 17: Student Non-Academic Disciplinary Procedures
• University of Wisconsin System: Chapter UWS 18: Conduct on University Lands

Research misconduct

Much of graduate education is carried out not in classrooms, but in laboratories and other research venues, often supported by federal or other external funding sources. Indeed, it is often difficult to distinguish between academic misconduct and cases of research misconduct. Graduate students are held to the same standards of responsible conduct of research as faculty and staff. The Graduate School is responsible for investigating allegations of research misconduct. This is often done in consultation with the Division of Student Life as well as with federal and state agencies to monitor, investigate, determine sanctions, and train about the responsible conduct of research. For more information, contact the Associate Vice Chancellor for Research Policy, 333 Bascom Hall, (608) 262-1044.

Additional information regarding mesearch misconduct and responsible conduct:

• Graduate School: Policies & Procedures: Responsible Conduct of Research
• Graduate School Office of Research Policy: Introduction & Guide to Resources on Research Ethics
• Graduate School Office of Research Policy: Policies, Responsibilities, and Procedures: Reporting Misconduct
• Graduate School Office of Research Policy: Policies, Responsibilities, and Procedures: Responsible Conduct of Research Resources

In order to obtain the degree of Doctor of Philosophy in Computer Sciences a student must:

• be admitted to the CS PhD track
• complete all milestone requirements,
• meet the minimum credit requirement for the degree,
• not be dismissed, suspended or on probation due to lack of satisfactory performance, and
• pay all fees and file the required paperwork.

After the student finishes the preliminary process, a completed preliminary warrant needs to be filed with the Graduate Program Coordinator, who will submit it to the Graduate School. The student must do this to become a dissertator. The warrant needs to be signed by every member of the prelim committee, indicating that the student passed the prelim exam, as well as by the minor advisor, indicating that the student completed the minor requirement.

After the student passes the final examination, a completed PhD warrant needs to be filed with the Graduate School during the dissertation final review appointment. The warrant needs to be signed by every member of the final exam committee, indicating that the student passed the final examination. A copy of the completed form should be filed with the Graduate Program Coordinator.

Whenever a warrant is needed, the student should submit a request to the Graduate Program Coordinator at least three weeks ahead of time.  Students should also check the Graduate School deadlines for warrant requests.

It is the responsibility of a PhD student to eventually find a dissertation advisor; the Department does not guarantee that a dissertation advisor will be provided. The dissertation advisor must be a full-time or affiliate faculty member of the Department, or have retired or resigned from such a position no more than a year ago.

The dissertation advisor’s expertise and research interests should match closely with those that the student intends to acquire. Students are encouraged to gather information from courses, seminars, faculty, the program website, and publications to identify faculty with matching research interests. A professor should be approached at as early a stage in the student’s graduate work as possible, though usually not until after the student has taken some of the professor’s courses or has worked with and demonstrated ability to the professor in some way. While no faculty member is obligated to accept a student’s request to serve as a dissertation advisor, invitations are usually accepted except in cases where the faculty member judges that a different faculty member would serve the student’s needs better. PhD students need to officially declare their dissertation advisor well before the preliminary exam, as the dissertation advisor chairs the preliminary exam committee and the final oral exam committee. For more information, see the advisor policy from the Graduate School.

A student who later decides that a different dissertation advisor would be preferable should discuss this with the current dissertation advisor and then feel free to seek the change. Selection of a dissertation advisor, or change of dissertation advisors, should be based on the faculty member’s ability to guide the student expertly into the chosen area of research. In each case the student needs to inform the Graduate Program Coordinator about the current dissertation advisor.