Coronavirus Information | Graduate School FAQ

 

As we maneuver through an unprecedented set of challenges as a result of COVID-19, the Graduate School is working hard to anticipate the foreseeable issues specific to graduate students and graduate school functions. As we receive information, we will continue to update these FAQs below.

For the latest on returning to campus and the workplace, please visit  Stony Brook’s Coming Back Safe and Strong website.

 

General Operations

Records & Admissions

Thesis/Dissertation, Defense & Graduation

Financial Concerns

Research and Research Grants

Teaching

International Graduate Students

Professional Development

Graduate Student Housing

Health and Safety

General Operations

• Will the Graduate School be open?

  Yes, our office is open. However, out of concern for our staff and student employees we will limit the foot traffic to the office and our front office door will be closed most of the time. We are asking that you please email us with any questions that you have and the appropriate staff member will respond to your request. The email addresses are posted in next FAQ below.

• How can I get in touch with the Graduate School?

  The best way to reach the Graduate School staff during this time is via email. Addresses for each of our units are included below:

  • General Inquiries: graduate.school@stonybrook.edu

  • Admissions: gradadmissions@stonybrook.edu

  • Records: gradrecords@stonybrook.edu

  • Graduation: gradgraduation@stonybrook.edu

  • Center for Inclusive Education: CIE_graduateschool@stonybrook.edu

  • External Fellowships Advising: fellowships@stonybrook.edu

  • Office of Postdoctoral Affairs: postdocs@stonybrook.edu

  • Graduate Finance: gradfinance@stonybrook.edu

  • Non-Matriculated Students:  grad_nonmatric@stonybrook.edu
• I need to drop off a form for approval and processing. How can I do that?

  We are only accepting forms electronically. Please email the forms to gradrecords@stonybrook.edu.
  We are requesting that official transcripts be sent electronically when possible.

  For items that the Graduate School requested to be dropped off at our office, please place them in the lock box outside of our front office suite door.  Please note that time sensitive items should not be placed there without first being granted permission as the documents placed in this box will only be retrieved  intermittently.

• For general information about COVID19-related health questions or HR questions

  Call the campus’ general telephone information line at 631-632-5000. 

  Additional information can be found on Stony Brook’s Coming Back Safe and Strong website .

   Records & Admissions

• I need to drop off a form for approval and processing. How can I do that?

  We are only accepting forms electronically. Please email the forms to gradrecords@stonybrook.edu. We are requesting that official transcripts be sent electronically when possible.

  For items that the Graduate School requested to be dropped off at our office, please place them in the lock box outside of our front office suite door.  Please note that time sensitive items should not be placed there without first being granted permission as the documents placed in this box will only be retrieved  intermittently.

• I cannot get a copy of my official transcript. What are my options?

  For Summer/Fall 2021 admissions, unofficial transcripts and degree verifications/diplomas will be accepted for those students who are unable to obtain a copy of their official transcript or degree verification. A one semester hold will be placed on your record that will prevent you from enrolling after the Summer/Fall 2021 term until you provide us with an official copy.

• What English language proficiency tests are you currently accepting for 2021 admissions?

  We are currently accepting TOEFL, IELTS, and Duolingo. More information on English language proficiency and scoring requirements can be found in the Graduate Bulletin.  

• I am unable to take the GRE exam and/or GMAT, etc which is required for my program. What do I do?

  Please confirm that the GRE is required for your program. If it is, please contact the program you have been accepted to and request a waiver. Your program will then notify the Graduate School.

• Can I withdraw myself from all my courses via SOLAR?

  For registration dates and deadlines, please refer to the Academic Calendar.

• Will the Graduate School be running the academic probation/dismissal report for the spring 2021 semester?

  Yes, the Graduate School will be running Academic Standing for spring 2021.

  Thesis/ Dissertation, Defense & Graduation

 

• How will the Graduate School accommodate students that are defending their thesis/dissertation during the remainder of the spring 2021?

  All thesis/dissertation defenses for the spring 2021 semester can be held through video conferencing. Each committee member, and the student, is approved to video conference for the defense. You do not need to fill out revision forms for any committees that have already been submitted. We will be working from the assumption that all defenses will be conducted through video conferencing for the spring and summer semesters. Electronic signatures will be accepted on all signature pages.

• I would like to have the format on my thesis/dissertation reviewed. How can I do that for the rest of the semester?

  Our priority is to protect the health of our students, staff, faculty and community. To assist us in helping to prevent the spread of the Coronavirus we are asking students who want their thesis/dissertation to be checked for formatting issues prior to submitting to ProQuest to send their thesis/dissertation to gradgraduation@stonybrook.edu as a pdf.

   Financial Concerns

 

• Will I get reimbursed for travel when events/conferences have been cancelled due to COVID-19?

  Reimbursement guidelines for COVID-19 impacted travel are on the travel website. The university is reimbursing expenses for graduate student travelers when their conferences/events are canceled due to the coronavirus.

• I am experiencing an acute financial hardship as a result of COVID-19 that is impacting my academic progress. Where can I go for emergency financial assistance?

  The Student Emergency Support Fund* is meant to provide direct and/or indirect resources to matriculated Stony Brook undergraduate and graduate students who are experiencing an acute crisis that has or could adversely impact their ability to make continued progress toward attaining their degree. Examples where resources may be required to support a student in crisis include:

  • Housing Insecurity (homelessness or imminent risk of homelessness)
  • Food Insecurity (lack of resources to sustain daily dietary and nutritional needs)
  • Unexpected financial distress of a short term nature, adversely impacting the student’s ability to continue as a student at Stony Brook
  • Unmet need required to acquire educational materials and resources necessary to be successful in the academic environment

  * Please be advised, as of 6/23/2020, the Student Emergency Support Fund application is temporarily unavailable. While new applicants will not be accepted at this time, the Student Support Team continues to be an available resource. If you would like to speak to a member of the Student Support Team, please contact student_supportteam@stonybrook.edu or call 631-632-7320

• Are graduate students with guaranteed TA/GA/RA positions for 2020-21 assured of employment as per their offers?

  Yes. Graduate students who are funded for the coming 20-21 academic year can plan to be funded as per their offer. For those who are unable to travel to campus, faculty advisors would have to understand in what capacity the student could do their TA/GA/RA position, and work with them to either defer their appointment until they can be on-site or work remotely.

  For supported international PhD students who cannot enter or return to the US, the Graduate School is prepared to provide a graduate tuition scholarship exception. Should students continue to study at Stony Brook without being able to work, the Graduate School will continue to honor their tuition scholarship offers. This would mean that first-year doctoral students could begin their course of study, if the program can make it available online, until the student would be able to be on campus. Per policy, students would still be required to register full-time by Day 15 of classes (also referred to as Snapshot).

• I am a supported student and my efforts to establish NY state residency were disrupted by COVID-19. How will my Graduate Tuition Scholarship (GTS) be affected?

  For Spring 2021, out-of-state graduate students whose efforts to establish New York State residency were interrupted by COVID-19 will receive another one-semester extension for their out-of-state tuition scholarships. 

  As soon as they are able, students should continue to make all efforts to establish residency. Residency application instructions and deadlines can be found here.

• What if my work has been deemed critical to university operations, but I don’t feel comfortable coming to campus?

  For TAs, GAs, and RAs whose work needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, should reach out to COVID-19 Telephone Information Line at (631) 632-5000 (on campus 2-5000) for guidance. 

  Additionally, graduate student workers should talk with their supervisor about any work-related questions/concerns.

  Research and Research Grants

• Will research activities resume?

  The latest resources for research can be found here on Stony Brook’s Coming Back Safe and Strong website. Graduate students and postdocs should talk with their supervisors/advisors about plans and options for resuming research. 

  
  
  
• What if my work has been deemed critical to university operations, but I don’t feel comfortable coming to campus?

  For TAs, GAs, and RAs whose work needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, should reach out to COVID-19 Telephone Information Line at (631) 632-5000 (on campus 2-5000) for guidance. 

  Additionally, graduate student workers should talk with their supervisor about any work-related questions/concerns.

   Teaching

• I’m a TA and I have questions about my continuing responsibilities to my class?

  TAs should talk with the main instructor for their class and/or their department chair. Guidance on instruction and curricular delivery comes from the college Deans and the Provost.

• What if my TA work has been deemed critical to university operations, but I don’t feel comfortable coming to campus?

  For TAs, GAs, and RAs whose work needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, should reach out to COVID-19 Telephone Information Line at (631) 632-5000 (on campus 2-5000) for guidance. 

  Additionally, graduate student workers should talk with their supervisor about any work-related questions/concerns.

   International Graduate Students

• I’m an international graduate student and have questions concerning my visa status for Spring 2021. Who do I contact?

  If you have any questions, please email vis@stonybrook.edu. To schedule an appointment with an International Student Advisor, visit this website or call (631) 632-4685. Additionally, please review the Visa and Immigration Services Covid-19 FAQ page as a resource.

   Professional Development

• Will Professional Development workshops and activities continue during the pandemic?

  Yes, professional development workshops and events will continue in a virtual capacity. Check the Graduate School calendar for the status of any of our upcoming events.

   Graduate Student Housing