Welcome Ph.D. in Biological Sciences Graduate Students 2021
Congratulations on being accepted to the Ph.D. in Biological Sciences program at Carnegie Mellon University! We are very pleased that you are joining us this fall and are looking forward to assisting you as you train to become leading scientists. Use this monthly step-by-step instruction guide in order to prepare for your arrival.
Important Dates and Academic Calendar
The University-Wide Graduate Student Orientation
August 16-20
HIGHLY RECOMMENDED for all students
You will receive essential information and assistance in getting settled. Orientation is a rare opportunity to meet students from across campus and around the world. It’s also an opportunity to meet staff from a variety of Carnegie Mellon offices and understand the resources at the university level.
The International Graduate Student Orientation
Registration required (through above link)
MANDATORY for international students
The International Graduate Student Orientation is mandatory for international students – the dates will be announced later this spring. This is where you will complete the mandatory immigration check-in. Please bring your immigration documents (I-20/DS-2019, passport and I-94 card). If you arrive after the main orientation program, you MUST complete a 1.5-hour mini-orientation in the Office of International Education.
The Department of Biological Sciences Orientation
August 23-27
MANDATORY for all students
This is mandatory for all students. This is where you will receive information regarding departmental resources, such as review of the curriculum, handbook, academic integrity policies, and internship policies. You will also meet individually with the MSCB Steering Committee for individual advising on your courses and future career goals. There will also be many opportunities to socialize with the other incoming MSCB graduate students.
The First Day of Classes
August 30
Academic calendar (2021-2022): http://www.cmu.edu/hub/calendar.html
Step 1: May Checklist
It is strongly suggested you review the Graduate Education website for further information on how to prepare before you come to campus and to help you get situated once you are here as they are the university resources to assist you.
Transcript(s)
If you graduated in fall 2019 or spring 2020, send your final, conferred transcript (hard copy) to the address below or your upload your eTranscript to your admissions application:
Graduate Programs Office
Department of Biological Sciences
4400 Fifth Avenue, Room 415
Pittsburgh, PA 15213
Andrew Account
Your Andrew User ID provides you with the ability to access the university's computing services such as Student Information Online (SIO), computer labs, your Andrew email account, file storage, network connection and many other services. You will also need your Andrew ID and password to submit your immunization forms, enroll in student health insurance, and register for classes.
You should expect to receive an email from Computing Services with the subject line "Receive your Andrew userID.” The email will contain a link for retrieving your Andrew userID and instructions for continuing the First Pass process to set your initial password.
To receive your Andrew userID and set your initial password:
- Follow the link in the email you receive from Computing Services (it-help@cmu.edu).
Note: The link is unique and can only be used once. Be sure to visit the web page before the expiration date stated in the email. - Follow the on screen First Pass instructions to receive your Andrew userID. Write down your Andrew userID; you will only see it once and you will need it to set your password.
- Once you have received your Andrew userID, a confirmation page will be displayed.
- You will receive another email with instructions on how to set a permanent password.
Your Andrew email account is your source for official and important Carnegie Mellon communications. Please check it frequently before you arrive on campus and during your academic career. If you choose to use an alternate email address (i.e., Hotmail, Gmail, etc.), then you should forward your Andrew email to your preferred email address to ensure that you receive all official university communications.
Immunizations and Vaccines
Incoming graduate students must complete the online immunization and tuberculosis (TB) screening forms as well as upload immunization records with dates from your healthcare providers to HealthConnect, after you receive your Andrew ID. Select the HealthConnect button from their main page, which will take you to a secure site where you can enter your immunization information. Please refer to the University Immunization and Vaccines and University Health Insurance Requirements website for further information.
Any questions regarding immunization requirements should be directed to 412-268-2157 (press option 4) or health@andrew.cmu.edu.
I-20 or DS-2019 Certificate of Eligibility (International Students Only)
As a non-immigrant student you will need a Certificate of Eligibility from CMU to apply for a student visa. In most cases, the Office of International Education (OIE) is responsible for generating your document.
Graduate students admitted for Spring 2020 will receive information regarding OIE's e-Form document submission process. The student will complete the information form and ask their financial sponsor (if applicable) to complete the affidavit and provide verification of available finances. These materials will be attached to the online form and submitted electronically. OIE reserves the right to request original documentation if needed. The Department of Biological Sciences do not handle the processing of the SEVIS transfer or the I20.
Step 2: June Checklist
Student Health Insurance
Full-time, matriculating students must meet medical insurance requirements. Waivers, enrollment forms and deadlines may be found at the Student Insurance webpage. Any questions about health insurance should be directed to shinsure@andrew.cmu.edu.
If you elect to enroll in Carnegie Mellon University’s Student Health Insurance Plan (SHIP), the University will cover 50 percent of the premium cost for your individual coverage under SHIP. While you will have the opportunity to purchase partner, spouse or dependent coverage under the SHIP plan, the University’s support will be limited to 50 percent of the individual coverage amount. Please note that if you wish to elect the required health insurance coverage under an alternate plan, you will not be eligible for the University support referenced here.
To be eligible for the financial support, you must enroll in the SHIP program no later than August 15, 2020. Please be advised that we will be verifying your enrollment with University Health Services prior to processing the insurance premium support. Also, for the balance of the premium not covered by the University, there is a payment plan available. Nelnet Campus Commerce allows you to pay your insurance premium in nine (9) money payments (September through May). For details or to enroll in a health insurance payment plan, visit the Student Insurance and review the Nelnet Campus Commerce information.
Please note that both dental and vision insurances are optional and not paid for by the department or university.
Step 3: July Checklist
Housing and Residential Education
Carnegie Mellon University does not provide graduate student housing. Housing and Residential Education does provide resources for Off-Campus Housing. Please visit the Off-Campus Housing website for more information. Also, the Graduate Student Assembly (GSA) has created a Graduate Student Housing Handbook under the Resources for Graduate Students. The handbook provides general information and tips for searching and selecting a property, as well as an overview of some of the popular residential neighborhoods for CMU current graduate students.
Course Registration
During the departmental orientation, you will meet both as a group and individually with the Graduate Advising Committee to discuss coursework. Changes in the curriculum are ongoing. You may want to familiarize yourself with available courses at Biological Science Courses.
Biology courses taught in the fall may be found at the HUB website under the Schedule of Classes.
The HUB and Student Information Online (SIO) are valuable tools that assist student in the course registration process.
Step 4: August Checklist
Payroll
In the beginning of August, you will receive electronic instructions from the CMUWorks Service Center on how to setup for payroll. This process is called “onboarding.” Have as much of this process completed as possible and have the necessary documentation with you when you arrive in Pittsburgh. The Business Office will go over this process during orientation and answer any questions you may have.
Emergency Loans
All students regardless of their program are eligible for the Emergency Student Loan, which is an interest-free and emergency base loan repayable within 30 days. It is available through the Office of the Dean of Student Affairs; students may apply for the loan by stopping in the Student Affairs Office or by calling 412-268-2075 for an appointment.
First semester graduate students who receive a stipend are eligible for the Graduate Student Transition Loan. The loan is available to assist with transition costs and may not exceed 75% of the student’s monthly gross stipend (exclusive of tuition). The loan must be requested prior to September 15 of the academic year, and it will be repaid through payroll deductions in the months of September, October, November and December. To apply, visit the HUB website at Graduate Student Transition Loan.
Carnegie Mellon ID Card
The Carnegie Mellon ID Card identifies a campus community member and it is used to access campus facilities and services. The Card Accessible Services webpage includes a list of the services and resources that the card provides. New graduate students beginning classes for the fall semester may be issued an ID card after August 1 at the Card Office.
The Card Office’s is located in the lower level of Warner Hall.
They may be reached at 412.268.8186 on Monday, Wednesday and Friday - 8:30 a.m. to 4:30 p.m. and Tuesday and Thursday - 10:30 a.m. to 4:30 p.m. or by email: idplus@andrew.cmu.edu.
Social Security Form (international students only)
International students who will be employed in the U.S. are required to have a Social Security Number (SSN), which is a type of national identification number. A SSN is not required for living in the U.S but is used by the U.S. government to withhold taxes from pay. Prior to the week of the University-Wide Graduate Student Orientation, please make an appointment with the Director of Graduate Operations to pick up the Social Security form. You will then have the OIE Advisor sign this form at your Immigration Check-in. Students then take the form, in person, to the local Social Security Administration office to begin the application process. Take your passport, I-20/DS-2019, I-94 card (found in your passport) to apply.