Coronavirus Information | Graduate School

Coronavirus Information | Graduate School FAQ

As we maneuver through an unprecedented set of challenges, the Graduate School is working hard to anticipate all the foreseeable issues specific to graduate students and graduate school functions. As we receive information, we will continue to add to these FAQs below which can also found under Graduate School on the main Coronavirus FAQ page.

General Operations

Records & Admissions

Dissertation, Defense & Graduation

Financial Concerns

Research and Research Grants

Teaching

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 below.

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.

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

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

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

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.

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

For Fall 2020 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 Fall 2020 term until you provide us with an official copy.

What English language proficiency tests are you currently accepting for 2020 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 contact the program you have been accepted to and request a waiver. Your program will then notify the Graduate School.

Will I have the option to take my courses Pass/Fail for Spring 2020?

If your college or school decides to implement Pass/No Credit grading, you will have a variety of options and decisions to make, given the following conditions.

You may elect to have the final grade recorded on your official academic record as the grade assigned by the instructor, or you can opt for a P (if you expect your final letter grade to be a C or higher) or NC (if you expect your final letter grade to be below a C).
There are no limits on the number of credits you may take P/NC, and the choice to move to P/NC grading will not affect your financial aid awards. Nor will such a decision be part of any academic probation proceedings.

P/NC grades will not impact your GPA, and grades of P will count for prerequisites, degree audits, and automated clearance.

You may choose the P/NC option in SOLAR at any point until Friday, May 9, the last day of classes.

If you choose P/NC grading, your professors will not be informed of your choice.

If you still have questions about your options and the best course of action for you after you hear from your College or School, we encourage you to reach out to your program department, and/or take advantage of the following resources:

Accommodations for students with disabilities - https://www.stonybrook.edu/sasc/
Stony Brook Student Support Team - https://www.stonybrook.edu/commcms/studentaffairs/studentsupport/
Graduate School at https://grad.stonybrook.edu/
Tools and support for alternative and online learning at the Keep Learning site - https://sites.google.com/stonybrook.edu/keeplearning
Report technical issues at https://it.stonybrook.edu/services/itsm or call 631-632-2358.

Will my time limit be extended?

Yes. Time Limits have been extended for all graduate students giving each student an additional year to complete their degree. You do not need to submit a Time Limit Waiver Form.

Student records have already been updated for all those not in Applied Status for graduation for Spring 2020. If someone is in Applied Status and needs additional time, please email gradgraduation@stonybrook.edu and the Graduate School team will update their expected graduation term.

Will the Graduate School be running the academic probation/dismissal report for the spring 2020 semester?

The Graduate School will not be running the academic probation/dismissal report for the spring 2020 semester. Whatever standing students had in the fall 2019 semester will carry over to spring 2020.

Thesis/ Dissertation, Defense & Graduation

How will the Graduate School accommodate students that are defending their thesis/dissertation during the remainder of the spring 2020 semester?

All thesis/dissertation defenses for the spring 2020 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 rest of the spring semester. 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.

Will commencement take place this May?

See this response in the main coronavirus FAQ.

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.

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 is critical and needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, please reach out to Student Health Service for guidance.

People in a mandatory or precautionary quarantine situation as determined by the relevant public health authority will have the fourteen day quarantine absence covered without loss of pay.

If a GA, TA or RA chooses not to work, either on site or at an alternative location, they must record their absence.

For additional guidance, graduate student workers should talk with their supervisors.

Research and Research Grants

Will research continue during the outbreak?

Yes, research will continue in some fashion. For some graduate students and postdocs, there may be opportunities for remote work. Others may be deemed essential for critical university operations. Above all, graduate students and postdocs should talk with their supervisors and advisors about plans and options.
For more detailed guidance on university research, consult the main coronavirus FAQ.

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 is critical and needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, please reach out to Student Health Service for guidance.

People in a mandatory or precautionary quarantine situation as determined by the relevant public health authority will have the fourteen day quarantine absence covered without loss of pay.

If a GA, TA or RA chooses not to work, either on site or at an alternative location, they must record their absence.

For additional guidance, graduate student workers and postdocs should talk with their supervisors. You can also contact the campus general telephone line about work-related questions, such as alternate work locations and essential employee designations, at 631-632-5000.

Where can I find guidance from the funding agencies?

Some guidance so far is included below:

NIH:

o General information on coronavirus and policy updates

NIH Office of Laboratory Animal Welfare:

o For those using animal models, guidance for preparing for the coronavirus outbreak

o Special webinar on pandemic contingency planning and its impact on animal care, March 19, 1:00 - 2:00 pm ET

NEH:

o General information on coronavirus and policy updates

NSF:

o General information on coronavirus and policy updates, including a call for Rapid Funding opportunities for research on the crisis

Watch the main coronavirus FAQ for more guidance as it becomes available.

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 is critical and needs to be performed on campus but who are concerned about coming to campus because of their particular situation or are experiencing symptoms, please reach out to Student Health Service for guidance.

People in a mandatory or precautionary quarantine situation as determined by the relevant public health authority will have the fourteen day quarantine absence covered without loss of pay.

If a GA, TA or RA chooses not to work, either on site or at an alternative location, they must record their absence.

For additional guidance, TAs should talk with their supervisors.

Professional Development

Are any professional development workshops still happening this semester?

Yes, many events will still continue in a virtual capacity, while some will be canceled or rescheduled to another time. Check the Graduate School calendar for the status of any of our upcoming events.

Will the Three Minute Thesis competition still take place on April 17, 2020?

The 3MT competition has not been canceled. While it may not take place in person due to the presumed continuing need for social distancing, we are currently looking at options for making the event virtual. Communication trainings for graduate student competitors are still continuing virtually. Questions on the event can be directed to Assistant Dean Kathleen Flint Ehm.

Graduate Student Housing

What should I do if I want to stay in my dorm room?

For those students who are affected by the residence hall or apartment closures, we want to very clearly and simply emphasize the recommendation made in Dean Rick Gatteau’s message: If you are a GA, TA, or RPA, you will be approved to remain in campus housing. For this reason, or if you have an extenuating circumstance, complete the exemption request form by 3 pm on Wednesday, March 18. The link is here:
https://docs.google.com/forms/d/e/1FAIpQLSf2IoZr1_6pT61Bhrp4AFhj1J85XKX2cmh1ZpaKq8iRtgl6UQ/viewform

Health and Safety

What should I do if I feel sick?

Consult the main coronavirus FAQ for resources and guidance.

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

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

Where can I find resources to help me manage stress and anxiety over the outbreak?

Counseling and Preventive Services (CAPS) has a 24 hour hotline that is available for students and for postdocs if you need to talk to someone now.

Employee Assistance Program (EAP) has a page on COVID-19 specific resources, including tips for supporting our mental health during an outbreak, as well as guidance on finding and working with a therapist.

For more guidance, consult the main coronavirus FAQ.