ICS Graduate Student Orientation Graduate Student Orientation

1. ICSGraduate Student OrientationGraduate Student Orientation Edoardo (Edo) Biagioni ICS Graduate Chair esb@hawaii.edu

2. What is this about? Different degree requirements M.S., Ph.D. The steps to graduation Academic Administrative Answering whatever questions you have Much information: On the ICS Web site On the UHM Graduate Division Web site

3. Graduate Division The administrative unit that deals with all graduate education matters Located in Spalding 352/354/359/360 Web site: http://www.manoa.hawaii.edu/graduate Example of what they do: Hold the useful forms you may need to fill out Toward graduation, for leaves of absence, for authorizations to take more courses, etc. Check that all is done according to the rules And there are many rules Put students on academic probation (not good) Deal with submission and archival of thesis documents

4. Graduate Division A few noteworthy Grad Division rules 7-year rule Credit for 7-year old courses may stop being counted Continuous Enrollment rule The only way to not register for classes is to be approved for a leave of absence Otherwise you have to reapply! Enrollment at the semester of graduation rule You can only graduate in semester X if you take at least 1 credit during semester X

5. The Graduate Chair Local contact for academic and department-related matters About any questions, concerns, issues “What’s my next step for graduating” “I don’t remember anything from the orientation” “I have personal or interpersonal issues I wish to discuss” Interface with Graduate Division Administrative matters e.g., the Grad Chair signs forms e.g., the Grad Chair writes memos for special cases, exceptions, etc. Often the Grad Chair has the answers But will tell you “go talk to Grad Division” for certain matters You can call Grad Division yourselves (they’re really helpful) The Grad Chair rotates every 4 years

6. The Graduate Chair Talk to the Graduate Chair! Talk to the Graduate Chair!! Talk to the Graduate Chair!!! note from previous grad chair: Every semester I become aware of issues (some mild, some more serious) that are new to me although they’ve been ongoing for semesters

7. The Degrees Master of Science (M.S.) Plan A (Thesis) Plan B (Project) Doctor of Philosophy (Ph.D.) Let’s talk about: A few generalities Degree requirements Many are similar/related The 4 Grad Division forms

8. M.S. vs. Ph.D. The biggest difference: Magnitude of the original research component The Ph.D: All about original research “How’s your research going?” vs. “What grades are you getting in courses?” Several research publications should come out of a Ph.D. thesis The M.S.: More modest research component Originality could be very minimal Especially in a Plan B A research publication out of a Plan A is considered good news (for the Ph.D. it’s business as usual)

9. The M.S. Degree Regular Coursework Potential Undergraduate Deficiencies Need to be all cleared before taking graduate-level courses 6 3-credit ICS 600-level courses 2 3-credit ICS or related 600-level courses Can be from other departments Must be approved by the graduate chair Courses must cover our 4 “areas” 1 1-credit ICS690 (ICS Grad Seminar)

10. The M.S. Degree ICS 699 (“Directed Research/Reading”) This is the course that gives you credit for doing research with a faculty member Flexible credits M.S. requirement: 2 3-credit ICS699 courses Consecutive semesters Same faculty member Same project Basically a 2-semester project

11. M.S. Degree Plan B You do a project with a faculty advisor This project can have a large development component And thus a small “research” component You produce a conference-like paper under the supervision of a faculty member typically around 10-15 pages Your advisor approves the paper The Grad Chair approves the paper You give a 1/2 hour presentation at the 690 Seminar Does not have to be the same semester during which the student is registered for the seminar!

12. M.S. Degree, Plan A You do a project with a faculty advisor This project must have a research component Originality isn’t an absolute requirement You and your advisor sign up two more faculty to form a committee You do a M.S. thesis proposal document Typically around 15 pages (subset of the thesis) The committee approves the proposal (no defense, in general) Suggestions for change may be made You write a M.S. thesis under the supervision of the advisor and submits it to the committee Typically around 50 pages You give a 1/2 hour presentation at the 690 Seminar Often a nice way to rehearse a defense You do a M.S. thesis defense The committee approves of the defense and the thesis And suggests changes to the thesis The committee approves the final draft of the thesis The thesis is submitted to grad division

13. The Obvious Question Why on Earth would I do a Plan A? Answers: Because you get to substitute one 3-credit ICS6xx course by 3 credits of ICS699 more research, less coursework Because you think you may want to do research in the future (e.g., “moving on” to a Ph.D.) Because it looks more impressive on your resumé Because you want a killer letter of recommendation from faculty members (advisor and committee members) Because it’s fun and you like the project

14. When do I decide? You can switch from A to B or B to A at any time Switching from B to A is more difficult since there are more requirements Switching from A to B is easy But you need 8 regular courses You don’t have to decide now

15. How do I get my M.S. fast? The reason why some students take 2 years to graduate (the expectation) and others take 3 is almost always the same Talking about full-time students here A lot of students just focus on courses, get straight A’s, and after all coursework is complete “wake up” and ask: “what’s my project/thesis?” To graduate fast, but must overlap course taking with project/thesis work Coming up with a project/thesis idea by the end of your 2nd semester is the goal

16. Typical Full-Time Schedules Plan B: Semester #1: 3 courses Semester #2: 3 courses Semester #3: 1 course + ICS699 Semester #4: 1 course + ICS699 Plan A: Semester #1: 3 courses Semester #2: 3 course Semester #3: 1 course + ICS699 Semester #4: 2x ICS699 There is also a 1-credit ICS690 in there somewhere, at any semester Some students like to have their last semester be only ICS699

17. The Ph.D. Degree If admitted to the Ph.D. program without a M.S. in Computer Science or related field, you must complete a M.S. degree first If not sure, ask the Grad Chair Once the requirements for the M.S. are complete, you enter the Ph.D. portion of the degree You are automatically in the Ph.D. portion of the degree if already holding a M.S. degree in CS or related field

18. The Ph.D. Degree At the end of your first semester of the Ph.D. portion of the degree, you must take (and pass) the Qualifying Exam Not Comps, “just” Quals Mastery of basic B.S./M.S.-level computer science material Study guide available on the ICS Web site There are two chances If not passed by the end of the 1st year in the Ph.D. portion, you are dismissed from the program There are such things as conditional passes

19. The Ph.D. Degree You can take regular courses (but don’t have too) You take ICS699 credits with a faculty advisor You have to take the ICS690 Seminar every semester And make a presentation every other semester You have to pass the quals You have to pass the research portfolio You and your advisor form a committee You prepare a Ph.D. proposal document Typically 30-50 pages, with preliminary results You defend your proposal Suggestions for change may be made The committee approves the proposal (you’re now ABD) You write a Ph.D. dissertation You defend your dissertation The committee approves the defense and the dissertation And suggests changes to the dissertation The committee approves the final draft of the thesis The dissertation is submitted to Grad Division

20. Questions? Clearly, this was a high-level view Any questions at this point? We talk about these topics in the ICS690 seminar regularly “How to write/defend a proposal?” “How to pick an advisor?” “How to write a thesis/dissertation?” etc.

21. Questions? Clearly, this was a high-level view Any questions at this point? We talk about these topics in the ICS690 seminar regularly “How to write/defend a proposal?” “How to pick an advisor?” “How to write a thesis/dissertation?” etc.

22. The ICS690 Seminar A mix of things Faculty presentations Student presentations Invited speakers Grad Chair rambling on about Grad School stuff :) Seminars are announced weekly Even if you’re not registered that semester, show up if the topic is relevant

23. The ICS690 Seminar A mix of things Faculty presentations Student presentations Invited speakers Grad Chair rambling on about Grad School stuff :) Seminars are announced weekly Even if you’re not registered that semester, show up if the topic is relevant

24. Grad Division Forms Only for M.S. Plan A and Ph.D. Available at: http://www.hawaii.edu/graduate/download/list.htm Form I Processed by the grad chair once you’ve completed required coursework and exams Form II Processed by the committee and grad chair once your thesis/dissertation proposal has been approved Bring it to your defense!!! (for Ph.D.) Form III Processed by the committee and grad chair once your thesis/dissertation has been defended Bring it to your defense!! (for M.S. Plan A and Ph.D.) Form IV Processed by the committee (not the grad chair!) once your thesis/dissertation document has been approved

25. ICS699, ICS700, ICS800 ICS699: Directed Research/Reading ICS700: Thesis Research ICS800: Dissertation Research Grad Division requirements: 6 to 12 credits of ICS700 for M.S. Plan A “Some” ICS800 for Ph.D. You can only take those courses once Form II has been processed But, ICS699 credit can be converted to ICS700 or ICS800 when you graduate Just needs a memo from the Grad Chair

26. Full-Time Status You may need to maintain Full-Time Status Financial aid, Grad assistantship, scholarship, health insurance, etc. Full-Time is 8 credits But,if you’re a TA or RA, full time is 6 credits But,if you’re a M.S. Plan A, and you have processed Form II, and you’re in your last semester, then full-time is 1 credit of ICS700F(note the F) But, if you’re Ph.D., and you have processed Form II, then full-time is 1 credit of ICS800 But, if you have financial aid, then the financial aid office defines full-time as 8 credits even if you’re an RA/GA

27. Grad Division Deadlines Each semester, Grad Division announces deadlines for that semester Two crucial deadlines: Deadline for degree application Deadline to defend a thesis/dissertation Warning: these are earlier than you think! I’ll announce them to the ICS Grad Student mailing list Are you all on the mailing list? Graduation during the Summer is a bit tricky Talk to the Grad Chair about it

28. Last “phantom” semester It’s very typical to be done with your Plan A project/thesis at the end of your last semester That’s great, but you’ve missed that semester’s deadline Which, frankly, is too early You can try to convince grad division to graduate that semester even though you missed the deadline It’s been working that way more and more But typically, you register for 1 credit of ICS699 the subsequent semester, just so that you’re enrolled in something and officially graduate that semester instead And the grad chair can write letters saying “that student has completed all requirements...” to an employer, etc.

29. So what should I do now? If you’re an M.S. student, take classes If you’re a Ph.D. student but not in the “Ph.D. portion” of the degree, take classes If you’re a Ph.D. student in the “Ph.D. portion” of the degree, you can take classes, but you should: study for the quals look for ICS699 opportunities with faculty with matching research interests In all cases, your constant activity should be answering the question: “what should my project/thesis/dissertation be about?” Plan B: think, read a little bit, do, be done Plan A: read, think, read, think, read, do, be done PhD: [read think]+, do, [read think]+, do, ... If you have a Grad Assistantship, make sure you take 6 credits!

30. So what should I do now? If you’re an M.S. student, take classes If you’re a Ph.D. student but not in the “Ph.D. portion” of the degree, take classes If you’re a Ph.D. student in the “Ph.D. portion” of the degree, you can take classes, but you should: study for the quals look for ICS699 opportunities with faculty with matching research interests In all cases, your constant activity should be answering the question: “what should my project/thesis/dissertation be about?” Plan B: think, read a little bit, do, be done Plan A: read, think, read, think, read, do, be done PhD: [read think]+, do, [read think]+, do, ... If you have a Grad Assistantship, make sure you take 6 credits!

31. Finding an Advisor We have faculty members who work in various areas of computer science Look at the faculty Web pages Get to know the faculty (courses, seminars, publications) Figure out your area(s) of interest and how they match up Our faculty are almost always willing to work with driven/interested/interesting students Convincing a prof to be your PhD advisor is harder than convincing a prof to be your Plan A advisor, which is harder than convincing a prof to be your Plan B advisor What profs love: students who come to their office saying “I had a couple of ideas, and have read this paper, would you have time to discuss this?” “Dear respected professor would you have something for me to do?”, not so much But it can happen if you’ve impressed the faculty in courses, etc. Initially, some research topics are student-driven, some are faculty-driven But essentially: everybody’s busy, and students who can make progress independently are highly sought after

32. The End We could talk at length here about grad schools But those topics are covered frequently in the ICS690 seminar! Any questions?