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Summary of Academic Requirements

This page is working on this checklist.
It should be finished in Spring 2007.

A (possibly incomplete) summary of what every Physics graduate student and faculty member needs to know about how a Ph.D. is obtained in Physics at Duke
(Note that these are only the academic requirements -- there are other University requirements, such as paying bursar fees and maintaining valid health insurance, etc., which are not discussed here.)

General:

(a.) Place out of, or pass with a 3.0 grade point average, the ten core courses and additional electives.
(b.) Complete all assigned Teaching Assistant duties in a satisfactory manner. See TA Guidelines.
(c.) Attend Duke Physics Department Colloquiua. See Colloquium Schedule for the current schedule.
(d.) Apply for available funding. See http://www.ors.duke.edu/find/student/index.html
(e.) Consider joining the American Physical Society: http://www.aps.org, and in particular the Forum on Graduate Affairs: http://www.aps.org/units/fgsa/index.cfm
(f.) Reference the Physics Graduate Student Organization and their web site http://www.phy.duke.edu/people/org/gso/
(g.) Reference the Graduate and Professional Student Council http://www.duke.edu/gpsc/

Before beginning graduate study at Duke:

(a.) If desired, take a qualifier exam the May before your graduate study begins. But be aware that you have only two chances to pass each exam. So only take an exam now if you are fairly confident that you will pass it. See http://www.phy.duke.edu/graduate/qualify.ptml
(b.) If desired, find a group in which to do 0th year summer research (see http://www.phy.duke.edu/%7Erps/grad/advisors.html)
(c.) If desired, prepare for a placement exam (see http://www.phy.duke.edu/graduate/placement.ptml)

In first year of graduate study (August to August):

(a.) Attend new graduate students orientation (this typically begins the Friday ten days before the first Monday of classes) --includes registering for Fall semester, six hours of RCR (Responsible Conduct in Research) training, and mandatory language exams for international students whose first language is not English. Many of the activities are mandatory.

(b.) For those international students who are required to take courses in English for International Students (EIS), these requirements need to be completed in the first two years of graduate school. If possible, begin them in your first semester

(c.) Week before Fall classes -- we recommend taking placement exams. See http://www.phy.duke.edu/graduate/placement.ptml.
Decide if you want to begin a research rotation (see http://www.phy.duke.edu/%7Erps/rotations/groups.ptml).

(d.) Late October -- Meet with DGS and register for Spring classes.

(e.) Midsemester -- check in with your student mentors and faculty mentors. Decide if you want to begin a research rotation (see

http://www.phy.duke.edu/%7Erps/rotations/groups.ptml).

(f.) Qualifier exams -- typically the first week in January. (See http://www.phy.duke.edu/graduate/qualify.ptml.) Check with Associate Chair for timing, syllabi, etc. Choose between zero and four exams to take, but be aware that all four must be attempted
before the end of your first year.

(g.) First week of Spring classes -- we recommend taking any Spring placement exams that are offered.

(h.) February -- begin conversations with research groups in preparation for finding a group to join for the summer.

(i.) Late March -- Meet with DGS and register for Fall classes.

(j.) Mid-April -- agree with a research group on summer support.

(k.) Qualifier exams -- typically the last week in May. (See http://www.phy.duke.edu/graduate/qualify.ptml.) Check with the Associate Chair for timing, syllabi, etc. All four exams must be attempted before the end of your first year. So any exams you have not yet attempted you must take now. However, it is not recommended that you re-take any you failed in January because you can take them the following January and if you fail an exam twice you will be asked to leave the program.

(l.) Summer -- full time research! If you and your group want to continue your relationship, inquire about RA funding for the Fall.

In second year of graduate study (August to August):

(a.) Determine if you want to begin a research rotation (see http://www.phy.duke.edu/%7Erps/rotations/groups.ptml) or make a schedule for yourself so that you interact with enough groups so that you can choose the group in which you wish to do you Ph.D. work.

(b.) Six additional hours of RCR (see http://www.gradschool.duke.edu/policies_and_forms/responsible_conduct_of_research/index.html) are required before the end of the third year, so keep an eye out for forums of interest to you this year.

(c.) late October -- meet with DGS and register for Spring classes.

(d.) Qualifier exams -- typically the first week in January (see http://www.phy.duke.edu/graduate/qualify.ptml). You must at this time pass all qualifiers you have not passed in your first year.

(e.) Annual reports are due to the DGS by 31 March. The annual reports are required by the Graduate School. They should consist of a few paragraphs which describe (i) the coursework you have completed; (ii) the research you have completed; (iii) what research you plan to do next; (iv) if known, when and with which group you will take your prelim; and (v) any papers you have published, talks you have given, or grants you have obtained.

(f.) Late March -- meet with DGS and register for Fall classes.

(g.) By mid-April: have agreement for summer support with research group.

In third year of graduate study (August to August):

(a.) September: Read http://www.phy.duke.edu/graduate/preliminary.ptml. Discuss with your advisor what you need to do to prepare for a prelim exam and when you might take it. You must take this exam before the end of your sixth semester at Duke. Prelims may only be taken while classes are in session unless approval from the Dean of the Graduate School is obtained. See the DGS to make that request. The process involves many deadlines which must be met and forms which must be filed; the checklist from the web site above suggests you begin 3.5 months in advance of your proposed exam date. Details about forming your prelim committee are also found on that web site.

(b.) late October: meet with DGS and register for Spring classes.

(c.) Finish the additional 6 hours of required RCR (see http://www.gradschool.duke.edu/policies_and_forms/responsible_conduct_of_research/index.html)

(d.) Consult list of graduate alumni and/or contact our mentor for professional development if you are interested in a career outside of academia. There may be summer internship programs or courses the mentor recommends. Also, begin to keep an eye on opportunities listed here: http://www.gradschool.duke.edu/professional_development/index.html

(e.) Discuss with your advisor any external funding opportunities which may be available in your field. In addition, you may be able to fund travel to work with a collaborator or at an experimental facility either domestically or internationally. See
http://www.ors.duke.edu/find/student/index.html

(f.) Submit annual report (due 31 March) to the DGS. The report should include a few paragraphs which describe (i) the research you have completed in the past year; (ii) the research you plan to do next; (iii) when you will take your prelim if you have not already done so; and (iv) any papers you have published, talks you have given, or grants you have obtained.

(g.) Once you have passed your prelim, you are eligible for up to $500 per year from the Graduate School for professional travel. See http://www.gradschool.duke.edu/financial_support/financial_aid_forms.html

(h.) If you wish to receive a Master's degree on the basis of your prelim exam, you will need to file an intent-to-receive-degree form by the deadlines specified here: http://www.gradschool.duke.edu/policies_and_forms/intent_to_receive_degree.html. However, note that Duke allows only one ``free'' Master's degree, and if you plan to obtain a Ph.D. in Physics there may be no good reason to get a Master's degree in Physics. If you are working in an interdisciplinary field, you might investigate the utility and possibility of obtaining a Master's degree in a related field. See the DGS in Physics and the DGS in the department of interest to see how you might do that.

In years four and beyond:

(a.) Consult list of graduate alumni and/or contact our mentor for professional development if you are interested in a career outside of academia. There may be summer internship programs or courses they recommend. Also, begin to keep an eye on opportunities listed here: http://www.gradschool.duke.edu/professional_development/index.html

(b.) Discuss with your advisor any external funding opportunities which may be available in your field. In addition, you may be able to fund travel to work with a collaborator or at an experimental facility either domestically or internationally. See http://www.ors.duke.edu/find/student/index.html Note that there are dissertation-year specific grants, for general
support and/or for travel. These can be due nearly two years from your anticipated completion date.

(c.) Submit annual report (due 31 March) to the DGS. The report should include a few paragraphs which describe (i) the research you have completed in the past year; (ii) the research you plan to do next; (iii) your anticipated schedule for completion of the Ph.D; and (iv) any papers published, talks given, or grants obtained.

Preparing for the Defense:

(a.) Deadlines for filing intention-to-receive degree forms (see http://www.gradschool.duke.edu/policies_and_forms/intent_to_receive_degree.html): for May degree, 25 Jan; for Sep degree,1 July; for Dec degree, 1 Nov.) The forms do not carry over to subsequent semesters, but there is no penalty for filing the form and not graduating, so if in doubt submit one. Note that you must be registered in the semester in which you plan to receive your degree!

(b.) For thesis preparation guidelines, see http://www.gradschool.duke.edu/policies_and_forms/thesis.pdf

(c.) Any changes to your defense committee must be approved before the exam by the Dean of the Graduate School. If on the day of your exam a member of your committee does not appear, the exam may take place only under the following conditions: (i) at least four members of the graduate faculty are present, (ii) the advisor is present, (iii) the representative of the minor area is present, (iv) the Graduate School has approved the modified committee. Call the Graduate School at 681-3248 before proceeding or the exam will be invalid.

(d.) Up to ONE of your committee members may appear by videoconference.

(e.) Thesis check and final deadlines: see http://www.gradschool.duke.edu/policies_and_forms/graduation.html

(f.) From http://www.gradschool.duke.edu/policies_and_forms/intent_to_receive_degree.html, ``At your dissertation/thesis check in the Graduate School, you are required to submit a letter from your advisor stating that he/she has read your dissertation/thesis and it is complete and ready for defense.'' In addition, if you want to get your exam card at the same time, you need to bring a copy of the announcement of your Ph.D. exam. Give the DGS-Assistant your exam date three weeks before the exam and she will provide the necessary documents.

(f.) Defense exams may only be taken while classes are in session unless approval is obtained from the Dean of the Graduate School.

(g.) Final Exam Procedures