Virginia Tech Initiative to
Maximize Student Diversity
(VT-IMSD) in the Behavioral
and Biomedical Sciences and
Engineering
VT-IMSD Scholars Handbook
www.imsd.apsc.vt.edu
This Handbook is subject to change
Spring Semester 2010
TABLE OF CONTENTS
Mission
Program Support
Program Governance and Management
DOCTORAL IMSD PROGRAM:
Eligibility for being a Doctoral IMSD Scholar
Responsibilities of Doctoral Scholars
Benefits for Doctoral Scholars
Terms of Appointment for Doctoral Scholars
Phase I
Phase II
Faculty Mentors of Doctoral Scholars
Peer Mentors of Doctoral Scholars
Coursework Enrollment
Termination from VT-IMSD Support
UNDERGRADUATE IMSD PROGRAM
Eligibility for being a Undergraduate IMSD Scholar
Responsibilities of Undergraduate Scholars
Benefits for Undergraduate Scholars
Terms of Appointment for Undergraduate Scholars
Phase I
Phase II
Faculty Mentors of Undergraduate Scholars
Peer Mentors of Undergraduate Scholars
Coursework Enrollment
Termination from VT-IMSD Support
IMSD PROGRAM REQUIREMENTS FOR BOTH DOCTORAL
AND UNDERGRAD SCHOLARS
Code of Conduct
Problem Resolution
Participation in IMSD Program Evaluations
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Contact Information:
All area codes 540
Dr. Ed Smith, PI and Program Director
2250 Litton-Reaves Hall, 231-6797
esmith@vt.edu
Dr. Anne McNabb, Ombudsperson
5038 Derring Hall, 231-6118
happy@vt.edu
Program Manager
PREP Office – 2210 Litton-Reaves Hall, 231-5898
Dr. Lee Cooper and Ms. Sarah Allgood, IMSD Evaluators
3110 Prices Fork Rd., 231-7709
ldcooper@vt.edu, sfallgood@hotmail.com
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Virginia Tech Initiative to Maximize Student Diversity (VTIMSD)
Mission
To recruit and use developmental and experiential learning activities to support
scholars from groups historically underrepresented in the behavioral and biomedical,
sciences and engineering so they may succeed in obtaining a Ph.D. and pursuing a
research career in these disciplines.
Program Support
The VT-IMSD is supported by the NIH through the National Institute of General
Medical Sciences, which has a special commitment to preparing scholars from
underrepresented groups for participation in careers in the biomedical and behavioral
sciences.
Program Governance and Management
The VT-IMSD program will be led according to the terms and conditions governing
NIGMS grant 5R25GM072767. As promised to NIH, IMSD will be led by the
Principal Investigator, Ed Smith, who shall also be referred to in this document as
Program Director. Other members of the Management Team include the
Ombudsperson, Anne McNabb; and the Program Manager. Day-to-day management
of IMSD is the responsibility of the Program Director who will be assisted by the
Program Manager. The Ombudsperson is available to help the scholars address
concerns and resolve problems in a confidential setting. The Management Team will
have the primary responsibility of facilitating the progression of IMSD scholars
through an experiential program that will help them to prepare for Ph.D. admission
(Undergraduate Scholars), or succeed in obtaining a Ph.D. and pursuing a research
career (Graduate Scholars) in behavioral and biomedical fields of science and
engineering. The Program Director will be responsible for the disbursement of IMSD
funds and will make personnel decisions in consultation with the Management Team
and the scholar’s faculty mentor.
DOCTORAL IMSD PROGRAM:
Eligibility for being a Doctoral IMSD Scholar




A master’s degree, BA, or BS with a minimum GPA of 3.2 (out of a possible
4.0) obtained within the last three years
US citizenship, non-citizen national status or permanent residency
Must be from an ethnic group considered to be historically underrepresented
by the Federal Government or present evidence of interest and commitment to
issues related to diversity,.
Acceptance to a PhD program at Virginia Tech
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Responsibilities of Doctoral Scholar
The primary responsibility of the scholar is to ensure that he/she is making adequate
progress in obtaining a Ph.D. in a behavioral or biomedical field in science or
engineering within the requirements of the departmental or interdisciplinary degree
program in which he/she is enrolled.
Adequate progress shall be defined as but not limited to the following:
 Becoming an independent worker capable of conceiving and carrying out a
scientific research project
 Developing an ability to judge science within a discipline consistent with the
biomedical and behavioral science culture
 Being able to communicate effectively research results to peers locally and at
national and international meetings
Doctoral scholars are expected to attend and participate in biweekly forums during
the academic year and other IMSD events such as professional development sessions
and IMSD/PREP social activities. Scholars also are required to enroll in a workshop
or course on Bioethics and the Responsible Conduct of Research and it is suggested
that they enroll in the GTA workshop (GRAD 5004, 1 cr) offered by the Graduate
School as part of the Transformative Graduate Education Initiative. This workshop,
which is held during two half days prior to the beginning of fall semester classes, is
required by many departmental doctoral programs and is required before a graduate
student can do any teaching.
Benefits for Doctoral Scholars
Phase I: Benefits provided scholars are in accordance with NIH guidelines:
 $21,000 annual stipend as a Graduate Research Assistant during the period of
IMSD support (Phase I).
 Tuition Scholarship provided (scholars are required to pay any Fees)
 Travel support to attend a workshop or to make a presentation at a scientific
meeting each year during Phase I. Generally, attendance and a presentation at
the yearly ABRCMS meeting is required, scholars should consult with the
Program Director about attendance and funding for other meetings.
 Use of a personal computer for the duration of time the scholar is in the
degree program
Phase II: During the period of departmental/program support (Phase II), the scholar
may be designated as a Graduate Teaching Assistant, a Graduate Research Assistant
or a Graduate Assistant, or be supported by a fellowship or scholarship if available.
Graduate assistantships provide tuition scholarships.
During the period of
departmental/program support the annual stipend must be at least equal to that during
IMSD support.
Terms of Appointment of Doctoral Scholars
Phase I: a 24-month mentored research experiential work and educational
program funded by the IMSD program. IMSD scholars are required to pursue
three lab rotations during the first year, each for a minimum of three months. The
first rotation is to begin at the start of the fall semester in which the student enters
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the program. A final decision about the other two rotations is required by
November 1 of the first semester. The scholar’s choice of lab rotations is made in
consultation with the Program Director and the appropriate Research Area
Coordinator. The scholar is to submit a report of each rotation within four weeks
after completion of the rotation (see Appendix --- for the report form).
Occasionally, the Program Director may waive the requirement for rotations in
cases where the scholar’s department considers rotations to not be appropriate.
Other requirements during Phase I:
 VT coursework that may be used toward the doctoral degree
 Academic seminars and workshops relevant to the scholar’s degree
 Regional and national conferences relevant to the scholar’s degree
 Meetings
1. IMSD/PREP regular forums and special social events
2. Meetings about degree progress with the IMSD Program Director (weekly
during the first semester, as needed subsequently)
3. Get acquainted meeting with the IMSD Ombudsperson to promote
awareness of this service; other meetings as needed to help with scholar
concerns, problems and development
4. Meetings with the Peer mentor
 Enrollment in the Grant Writing Class and the preparation of a grant proposal
related to the scholar’s research.
 Presentation of a seminar in the IMSD/PREP Forum each academic year.
 Submission of documentation of academic progress in the program
(coursework, research, papers presented, etc) in October of each academic year.
Phase II: the period of degree work needed to complete PhD after the period of
IMSD funding (Phase I). Scholars continue in the IMSD Program during Phase II
but are funded by their degree program/department. During this time, scholars
focus to a greater extent on their dissertation work and departmental/program
requirements for their specific field of behavioral or biomedical work.
Phase II Doctoral Scholars are expected to:
 Maintain regular interactions with the IMSD program by attending
IMSD/PREP Forums, other IMSD offerings and IMSD social events with
some regularity
 Serve as Peer Mentors to Undergraduate Scholars or Phase I Doctoral
Scholars on request
 Participate in interviews with prospective scholars and help with other
recruiting activities on request
Faculty Mentors of Doctoral Scholars
Research mentors, with outstanding records of scholarly work and student advising
from different colleges and programs at Virginia Tech, have agreed to use their
experiences and wisdom in mentoring IMSD scholars in behavioral and biomedical
fields. The broad research areas of the faculty include: Genetics, Bioinformatics,
and Computational Biology; Psychological Sciences; Molecular and Cellular
Biology and Physiology; Microbial Sciences; and Biomedical Engineering. Faculty
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mentors from these research areas may temporarily advise/supervise IMSD Doctoral
Scholars during one of the rotation periods scholars engage in during their first year
and/or become the Graduate Advisor/Major Professor for the Scholar’s PhD degree.
A faculty mentor is responsible for the day-to-day research and related
activities of the IMSD scholar working under his/her supervision, in accordance with
Graduate School Policies and Procedures. Each scholar is expected to actively
participate in the program in the mentor’s research laboratory and to carry out a
research project that offers the potential for scholar growth and development within
the PhD as well as having impact on the behavioral/biomedical fields.
 Faculty mentors for lab rotations should engage the scholar in a project that
allows the scholar to determine if he/she wishes to do doctoral research under
that faculty member
 Faculty mentors who become the Graduate Advisor/Committee Chairperson
for the scholar’s doctoral degree are expected to guide the scholar in all
degree requirements according to Graduate School Policies and Procedures
and the degree requirements for the scholar’s doctoral program.
 It will be the responsibility of the faculty mentor and the scholar to identify
conferences to attend and to present research papers/posters. IMSD will
provide travel support for IMSD scholars during Phase I and may provide
partial travel support for presentations at meetings during Phase II, in response
to a request from the Faculty Mentor, if funds are available.
 Faculty Mentors also will be required to provide periodic feedback about
scholar degree progress to the IMSD management team.
Peer Mentors of Doctoral Scholars
Doctoral Scholars will be matched with a mentor who is a more advanced doctoral
student who is, or has been, in the IMSD or PREP programs. Peer Mentors are
appointed early in fall semester of the scholar’s first year in IMSD. The mentor will
help the new IMSD scholar get acclimated to life at Virginia Tech and in the
Blacksburg area. Scholars will meet with their mentors at least once a month.
Coursework Enrollment
Doctoral IMSD scholars must be fully enrolled during the academic year for at least
12 credits of formal coursework and research per semester. Formal coursework
should consist of courses that can be applied to a Plan of Study in the student’s
doctoral program. Initial coursework choices during the period of research rotations
should be made in consultation with the Research Area Coordinator and the IMSD
Program Director. Following the choice of a laboratory in which the student will do
the dissertation work, the Mentor/Graduate Advisor and the scholar’s Graduate
Committee will play the most important role in coursework choices.
Termination from VT-IMSD Support
IMSD scholars are initially given a one-year contract that is renewable for a second
year with documentation of adequate degree progress. The maximum Phase I
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appointment funded by the IMSD program is 2 years (subsequent Phase II funding is
provided by the department/program in which the scholar is enrolled).
Voluntary Withdrawal from IMSD funding
IMSD, like other educational enrichment programs, is run on a trust system and our
ability to identify scholars/candidates who will stay the course and follow their career
goals as espoused in their applications and during the interview process. Supporting
the career goal of becoming a biomedical or behavioral scientist is our sole purpose in
IMSD. Therefore, if a scholar determines that he or she wishes to change career goals
and withdraw from participation in IMSD, we will focus on understanding the
reasons for this decision and provide guidance as appropriate. If a scholar decides to
voluntarily withdraw from the program, a 30-day notice should be given to the
mentor and the IMSD Program Director prior to resignation.
Termination of IMSD funding
IMSD scholars may be terminated from the IMSD Program and funding for reasons
that include but are not limited to the following:
 Inadequate academic progress toward the Ph.D. program
 Activities determined to be inconsistent with graduate status as described in
the Graduate Policies and Procedures
 Systematic failure to meet requirements of the IMSD program as described in
this document and the IMSD contract.
The following procedure shall be used as a guide in terminating scholars from IMSD
funding during Phase I:
1. The IMSD scholar shall be informed in writing of the specific
problem/violation
2. A meeting to discuss the situation shall be arranged, if necessary, of the
IMSD scholar, the Ombudsperson, the Program Director, and in some
cases, the Faculty Mentor. If the Faculty Mentor has become the scholar’s
Graduate Advisor (as codified by filing of a Plan of Study for the degree),
the Mentor/Graduate Advisor must be involved in evaluations of academic
progress.
3. A final decision about the termination of IMSD funding shall be made by
the Management Team, all of whom do not have to meet with the scholar
prior to making a final decision. Termination from the IMSD Program and
IMSD funding shall be made in writing and scholars will be given a 30day notice. It should be noted that a graduate student can only be
dismissed from his/her doctoral degree program by action of the Advisor,
the Student’s Graduate Committee and the departmental program, in
accordance with Graduate School Policies and Procedures.
UNDERGRADUATE IMSD PROGRAM
Eligibility for being an Undergraduate IMSD Scholar

Enrollment in a bachelor’s degree program at Virginia Tech
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



Cumulative GPA progress indicating the scholar can do research and establish
an academic record that will be competitive for doctoral degree admission by
the end of the bachelor’s degree
US citizenship, non-citizen national status or permanent residency
Must be be from an ethnic group considered to be historically
underrepresented by the Federal Government or demonstrate interest and
commitment to issues related to diversity.
Has identified a faculty member willing to mentor the scholar in a behavioral
or biomedical research project for the remainder of the time the scholar is
completing his/her bachelor’s degree.
Responsibilities of Undergraduate Scholars

The primary responsibility of the scholar is to ensure that he/she is making
adequate progress in undergraduate research behavioral or biomedical field in
science or engineering in addition to meeting the requirements of the
bachelor’s degree program in which he/she is enrolled. Each scholar is
expected to actively participate in research that offers the potential for scholar
growth and development that prepares the scholar for entering a doctoral
degree in behavioral or biomedical fields following the bachelor’s degree.
Adequate progress shall be defined as but not limited to the following:
 Become an independent worker capable of conceiving and carrying out
scientific research
 Develop an ability to judge science beyond the student’s immediate field
 Be able to communicate effectively research results to peers locally and at
national meetings
Undergraduate scholars are expected to attend and participate in biweekly
IMDS/PREP Forums, weekly undergraduate IMSD meetings during the academic
year and other IMSD enrichment sessions such as professional development seminars
and IMSD/PREP social activities. Undergraduate scholars are expected to identify
and apply for summer research opportunities at other universities and attend at least
one such program to broaden the scope of their research experiences.
Benefits for Undergraduate Scholars
Benefits provided scholars are in accordance with NIH guidelines:
 Hourly wage support (12 hours/week) from IMSD during two academic years.
 Travel support to attend a workshop and/or to make a presentation at
ABRCMS, yearly.
Terms of Appointment for Undergraduate Scholars
Phase I: up to 24 months of mentored research experiential work funded by the
IMSD program
 each scholar will be involved in research throughout the academic year in
addition to coursework required for the bachelor’s degree
 submission of a report about the research each semester
 other responsibilities
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o Attend and participate in PREP & IMSD regular forums, weekly
undergrad IMSD scholar meetings and special social events
o Meet about degree progress with the IMSD Program Director
o Get acquainted meeting with the IMSD Ombudsperson to promote
awareness of this service;
o Attend other meetings as needed to support scholar concerns and
development
o Meet with the Peer mentor
Phase II: period of support by the scholar’s faculty mentor. Research
responsibilities are determined by the mentor. Responsibilities for attending
meetings remain as in Phase I.
Faculty Mentors of Undergraduate Scholars
Research mentors, with outstanding records of scholarly work and student advising
from different colleges and programs at Virginia Tech, have agreed to use their
experiences and wisdom in mentoring IMSD Undergraduate Scholars. The broad
research areas of the faculty include: Genetics, Bioinformatics, and Computational
Biology; Psychological Sciences; Molecular and Cellular Biology and Physiology;
Microbial Sciences; and Biomedical Engineering. An undergraduate scholar is
expected to work with the same faculty mentor until completion of the bachelor’s
degree when a scholar is part of the IMSD program.



A faculty mentor is responsible for the day-to-day research and related
activities of the IMSD scholar working under his/her supervision. As
indicated above, each scholar is expected to actively participate in the
program in the mentor’s research laboratory and to carry out a research project
that offers the potential for scholar growth and development that prepares the
scholar for entering a doctoral degree in behavioral or biomedical fields
following the bachelor’s degree.
Scholars are expected to attend and present papers at ABRCMS yearly and
Faculty Mentors may request IMSD travel support for the scholar to attend
other appropriate meetings.
Mentors also are required to provide periodic feedback about the Scholar’s
research and degree progress as detailed in Evaluation.
Peer Mentors of Undergraduate Scholars
Undergraduate scholars are mentored by a doctoral student who is in Phase II of the
IMSD Doctoral program.
Coursework Enrollment
Undergraduate scholars must be full time students enrolled in bachelor’s degrees.
They enroll in Undergraduate Research as well as the coursework requirements for
their degree.
Termination from VT-IMSD Support
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Undergraduate scholars are initially given a one-year contract that is renewable for a
second year with documentation of adequate research progress. The maximum Phase
I appointment funded by the IMSD program is 2 years (subsequent Phase II funding
is provided by the scholar’s faculty mentor).
Voluntary Withdrawal from IMSD funding
IMSD, like other educational enrichment programs, is run on a trust system and our
ability to identify scholars/candidates who will stay the course and follow their career
goals as espoused in their applications and during the interview process. Supporting
the career goal of becoming a biomedical or behavioral scientist is our sole purpose in
IMSD. Therefore, if a scholar determines that he or she wishes to change career goals
and withdraw from participation in IMSD, we will focus on understanding the
reasons for this decision and provide guidance as appropriate. If a scholar decides to
voluntarily withdraw from the program, a 30-day notice should be given to the
mentor and the IMSD Program Director prior to resignation.
Termination of IMSD funding
IMSD scholars may be terminated for reasons that include but are not limited to the
following:
 Inadequate research performance based on expectations set by the scholar’s
faculty mentor
 Activities determined to be inconsistent with Student Life Policies of Virginia
Tech
as
outlined
in
the
Student
Handbook;
http://www.hokiehandbook.vt.edu/
 Systematic failure to meet requirements of the IMSD program as described in
this document and the IMSD contract.
The following procedure shall be used as a guide in terminating scholars from IMSD
funding:
 The IMSD scholar shall be informed in writing of the specific violation
 A meeting with the undergraduate scholar to discuss the situation shall be
arranged, if necessary, and may include the Ombudsperson, the Program
Director, and the Faculty Mentor
 A final decision about termination will be made by the Management Team
after consultation with the Faculty Mentor. Termination shall be made in
writing and the scholar will be given a 30-day notice.
IMSD PROGRAM REQUIREMENTS FOR BOTH DOCTORAL
AND UNDERGRAD SCHOLARS
Code of Conduct
VT-IMSD scholars are expected to conduct themselves in a professional manner at all
times. The Expectations for Graduate Education at Virginia Tech can be found online
at http://www.grads.vt.edu/academics/expectations/expectations.html and the Hokie
Handbook for undergraduates can be found at http://www.hokiehandbook.vt.edu/
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Problem Resolution
Built into IMSD management and activities are a series of opportunities to address
problems that scholars may encounter. IMSD scholars are expected to use resources
available to them in solving these problems including:
1. The scholar’s Faculty Mentor, who in the case of Graduate Scholars, will
also be the Graduate Advisor/Chair of the scholar’s Graduate Committee
2. IMSD Director, Ed Smith
3. The IMSD Ombudsperson, Anne McNabb
4. The peer mentor
5. The Graduate School Ombudsperson (for Doctoral IMSD Scholars)
IMSD EVALUATIONS
Program Evaluation: Graduate and Undergraduate IMSD scholars and their
Faculty Mentors are required to participate in the program evaluation process
which is conducted separately from the experiential activities using an anonymous
electronic survey tool and interviews conducted by the IMSD Evaluators, Dr. Lee
Cooper and Ms. Sarah Allgood.
Individualized plan: Each scholar is required to fill out an individualized form for
each year the scholar is in the program (due on Nov 1). A copy of the form is
included in Appendix ---. These forms supply information required for the annual
progress report to NIH.
Research Proposal: Doctoral Scholars develop a research proposal during their
enrollment in the IMSD Grant Writing course taken during their first semester in
the IMSD program. Undergrad Scholars prepare a research proposal for IMSD
during their first year in the program.
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