Faculty Affairs > Faculty Advisor FAQ’s

Please click on an item to expand.

Admissions and Applications

  • What is our Application Process?
    • Applicants must apply using the SOPHAS system. USF also requires students to complete a Graduate School Application. The required documentation for admission evaluation includes the following:
    • Completed SOPHAS application
    • Transcripts from all previous institutions
    • GRE scores from an exam taken within the five years preceding the application or equivalent scores (e.g. professional licensure examination scores).
    • Minimum of two letters of recommendation
    • Statement of purpose and objectives
    • Resume or curriculum vitae
    • English proficiency exam scores if required (TOEFL)
    • Competed USF Graduate School application

New Students

  • Is a USF Health email account mandatory for all students?
    • Yes. All official emails and notifications from the College and the University will be sent via this account. Student will miss important information if they do not establish or do not check their account. Please encourage the use of the USF Health e-mail account among your advisees.

Faculty as Advisors

  • What am I expected to do as a Faculty Advisor?
    • Meet (in person, via email or other technologies) with your students at least once every semester. Your department administrator can supply you with an unofficial transcript for your students or you can require students to bring the transcript with them to your meeting.
    • New students must meet with their advisor, review their plan of study and then both parties will sign the student’s Program Check Sheet in order to register for classes. A registration hold will be in place on all new students until they have completed this process.
    • Utilize the Program Check Sheets to help counsel students about courses and course sequence, concentration courses and electives, progress in the program, etc.
    • Remain aware of student visa status (see FAQ# for more details)
    • Provide guidelines for special projects, theses, dissertations, field experiences, etc.
    • Discuss issues related to withdrawal, probation or other academic issues
  • What are students expected to do in their interactions with faculty advisors?
    • All COPH students must have a Program Check Sheet for his/her concentration. Check Sheets should be reviewed by advisor and student every semester.
    • Students have new tool called the COPH Student Portfolio - they can print an unofficial transcript from this portfolio. Unofficial transcripts are also available on OASIS.
    • Every student should bring their Program Check Sheet and their unofficial transcript to the advising meeting with you.
  • How much time does my advisee have to finish his/her degree?
    It depends on when they began the degree program. The table below reflects the maximum allowable time to degree as per USF Graduate School Policy:

    Degree program Maximum allowable time if student entered in 2011 or after Maximum allowable time if student entered in 2007 or after Maximum allowable time if student entered prior to 2007
    MPH 5 years 5 years 7 years
    MSPH 5 years 5 years 7 years
    MHA 5 years 5 years 7 years
    PhD 7 years 8 years 10 years
    DrPH 7 years 8 years 10 years
  • Are students allowed to change faculty advisors?
    • Yes, students can request to change advisors. The COPH form Petition for Change of Advisor, Concentration Area, Department or Degree Program. The student will be notified by email once the change is approved. All forms will be processed during the semester- processing dates are established by the department.
  • I am looking for the COPH course syllabus template and the competencies for our degree programs, when can I find these?
    • You can find those resources on the “For Faculty” page under the Academic Affairs tab.
    • Faculty will find information about:
      • Course/Syllabus Development
      • College-wide Degree Competencies
      • Concentration Competencies by Degree
      • Faculty Development and Training Opportunities
      • The COPH Undergraduate Manual for Instructors
  • Where can I find online resources and/information about our Educational Technology and Assessment office?
    • You can find these resource on the Office of Educational Technology and Assessment webpage here: http://health.usf.edu/publichealth/eta/faculty_resources.htm . This includes:
      • Tutorials for Faculty-Canvas and Blackboard tools, Turn-it-in, Safe Assignment, Elluminate
      • Tools for Faculty –Netiquette guidelines, syllabus template and more Calendar of Tech Workshops - lead by our own instructional designers

Advising Resources

  • Where can I find the forms that my student and I may need?
    • The majority of the forms that students may need are located on our college website here: http://health.usf.edu/publichealth/forms.html. If you cannot find a form, please contact Todd Williams or Mathdany Noel in Academic Affairs.
  • How can I find my advisee’s GPA?
    The GPA can be found on the most recent transcript or it can be calculated within the GPA Calculator located here….. Remember, all students must have a 3.0 in their program and overall in order to graduate.
    • Inactive status vs. Leave of absence
  • What is the COPH Student Portfolio?
    The COPH Student Portfolio:
    • Creates a repository where students can record, store and track their courses, competencies, accomplishments and academic achievements.
    • We know that there are many ways to fulfill a competency including coursework, field experience, special project or thesis and dissertation. We recognize that students also engage in many other activities that can help expose them to or fulfill a competency.
    • To that end, student attendance at College events is tracked by an ID card swipe.
    • Publications are automatically populated into the portfolio from faculty evaluations
    • The portfolio system contains a self-populating NIH biosketch, to help students prepare for submission of grants or the workforce.
  • What are the levels of academic probation?
    • Graduate students must maintain an overall 3.0 GPA at the end of each semester to avoid probation.
    • Once the overall GPA drops below a 3.0, the student will be placed on P1.
    • The student will be notified when on P1 (they will receive a Probation 1 letter and an email with this url: http://www.grad.usf.edu/probation.asp) and will need to work out a plan with you (as the advisor) as to how to increase their GPA the following semester.
    • Should the student not increase his/her overall GPA the following semester to a 3.0 or higher, he/she will then be placed on P2 . The student’s registration will be blocked (by main campus registrar –GP Hold) until he/she meets with you and develops a clear plan as to how they will be removed from probation. The student receives a Probation 2 letter and an email.
    • Should the student not increase his/her GPA to a 3.0 in the following semester he/she will be placed on P3. The student’s registration will be cancelled (GP Hold). At this point, the student can petition the graduate school for one additional semester, however the college and university can take steps to dismiss students on P3. The graduate advisor must indicate which courses the student will take and attach a memo explaining how the student will raise their GPA. Once this is approved by the College and the Graduate School Dean, it will then be forwarded to the Registrar’s Office for final processing.
    • Remember, the College does not have to wait until P3 to dismiss. This can occur after P1.
  • Should I advise my student to withdraw from class if necessary?
    It is often better for a student to withdraw from a course if they are doing poorly (around midterm) than to continue and potentially be placed on probation. We encourage you to discuss this with the student.
  • How can I help my students improve their writing ability?
    • Take advantage of Professional Skills and Development classes and seminars on Writing here within the COPH!
    • We offer six sequential classes in writing to help strengthen your skills.
    • The USF Writing Center is here for your benefit.
        - Staffed by Graduate Students from the Department of English.
        - Writing Center Hours are 10-9 M-Th, F 10-4, and Sundays 1-5pm
        - Appointments are highly encouraged, but limited
        - Same-day scheduled appointments are available M-Th
    • Students are consistently advised by COPH Academic Affairs Office to spend time writing and rewriting assignments and papers and to review their work with their mentor(s) and advisor as time permits.
  • How do I ensure proper accommodations for any disabled students in my class?
    Please refer your student to the Office of Services for Students with Disabilities (www.sds.usf.edu). Students must consult with the Office in order to submit an accommodation request to any instructor. The instructor can then verify that request with Office of Services for Students with Disabilities.
    • Students in need of academic accommodations for a disability should consult with the Office of Services for Students with Disabilities to arrange appropriate accommodations. Students are required to give reasonable notice (typically 5 working days) prior to requesting an accommodation.”
    • Note taking accommodations are also available through volunteer note takers
  • How do I ensure proper accommodations for any disabled students in my class?
    The Academic Common Market is an exchange program that permits residents of the following states to matriculate at Florida resident tuition rates for this program: Arkansas, Delaware, Georgia, Louisiana, Maryland, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Virginia, and West Virginia. Current and past students from Georgia, Louisiana, Tennessee, Virginia and West Virginia have used this program to enroll at in-state tuition rates. For further information, please visit the web site at http://www.sreb.org/page/1304/academic_common_market.html.
  • What is HIPAA?
    HIPAA training is a requirement for all COPH degree-seeking students and should be completed at the beginning of their first semester. For more information and to fulfill HIPAA requirements, visit the HIPAA website.
  • Which COPH courses are identified as “contract” courses?

    **Remember, contract courses are S/U grade only.
    Masters Doctoral
    Independent Study
    Supervised Field Experience
    Thesis (MSPH only)
    Special Project
    Specialized Study
    Directed Research
  • What are our culminating experiences for MPH students?
    • Field Experience
    • Special Project
    • Capstone
    • CPH or College Comprehensive exam

Field Experience

  • What do I need to tell my advisee about Field Experience?
    • MPH students need to start preparing for field experience (FE) early! Students must meet with the Field Experience manager and with you. Students must complete their paperwork one full semester before beginning their FE. All of the Field Experience related paperwork can be found on the Field Experience website (http://health.usf.edu/publichealth/academicaffairs/fe/)
    • Field Experience is a structured culminating activity and as such, certain procedures and documentation must be completed to obtain credit. Field Experience cannot be waived. Students should follow all instructions on the website.

Thesis and Dissertation

  • Where can I find information about the USF Electronic Thesis and Dissertation process?
    • Electronic Thesis and Dissertation Resource Center (http://www.grad.usf.edu/thesis.asp)
    • All thesis master’s and doctoral students are required to attend an ETD Workshop or complete an online ETD tutorial the semester prior to graduation.
    • The workshops provide critical information about the ETD process including: an overview of the ETD process, a review of all submission deadlines and requirements, student and faculty responsibilities, use of Microsoft Word, formatting requirements for each section of the manuscript, time management tips, and resources for the preparation and completion of the ETD.

Graduation Requirements

International Students

  • Are there guidelines for students here on a Visa?
    Yes, the USF International Services Office (http://global.usf.edu/) helps us to ensure all students are meeting their requirements to maintain their Visa. The office has 2-3 advisors to assist and guide students. Students can contact that office in the following ways:
    • Email advisor with question
    • Make an appointment 813-974-5102
    • Drop off requests in person
    • Visit during Advisor-On-Duty Hours
      Tuesdays 9:00 – 11:00am
      Thursdays 2:00 – 4:00pm
      Fridays 2:00 – 4:00pm
  • What do I need to remember each semester about our students here on an international Visa?
    • F-1 and J-1 graduate students must be enrolled for a minimum of 9 credit hours for Fall and Spring semesters.
    • F-1 students may only take 3 credit hours of online course work per 9 credit hours.
    • F-1 and J-1 students should meet with an immigration advisor at International Services (IS) on main campus if they have questions.

Student Mental Health

  • What services exist on main campus to help our students with medical, mental, misconduct or disability issues?
    Helping Students – Many services exist on campus. Should you need assistance navigating these resources, please feel free to call the COPH Academic and Student Affairs Office for help. If you find it necessary to refer a student for services, please remember to notify us.
    • Student Health Services 813-974-7474
    • Office of Services for Students with Disabilities (www.sds.usf.edu) 813-974-4309
    • Counseling Center 813-974-2831
        ◦ Student Services Building, SVC 2124
    • Center for Victim Advocacy and Violence Prevention 813-974-5756
        ◦ Student Services Building, SVC 1138
    • Office of Student Rights and Responsibilities 813-974-9443
    • Students of Concern Assistance Team 813 974-6130
    • University Police
        ◦ Emergency 911
        Non-Emergent 813-974-2628