Overview

The Graduate School at the University of Colorado Anschutz Medical Campus oversees, facilitates, and enhances graduate education, while encouraging excellence in research, creative and scholarly work. We offer master’s degrees, doctoral degrees, graduate certificates, and non-degree options in a wide variety of programs. Disciplines include Biomedical Sciences, Modern Human Anatomy, Genetic Counseling, Palliative Care, Nursing, Pharmaceutical Sciences, and Public Health. The Anschutz Medical Campus (CU Anschutz) is the largest academic health center in the Rocky Mountain region. The campus combines interdisciplinary teaching, research and clinical facilities to prepare the region’s future health care professionals and be a national leader in life sciences research.

Diversity, Equity, & Inclusion

Graduate School Programs Offered

Graduate School Courses

Academic Grievance and Appeals Process

The following procedures address those student appeals and grievances arising from suspension, termination/dismissal based on unsatisfactory academic performances as reported to the Graduate School by affiliated graduate programs. The Graduate School cannot reverse academic decisions made by programs, schools or colleges. The Graduate School is not involved in grievance processes related to issues not related to suspensions or dismissals, but will be happy to assist with mediating discussions or grievances between students and programs or schools/colleges. 

The intent of the academic appeal procedure is to assure fairness and due process to all involved parties. Good faith efforts should always be made by students, faculty, and administration to settle all appeals, complaints, and grievances on an informal basis. These efforts will include conferences between those people who are directly involved in the conflict as well as others who are perceived as possibly helpful for solving the issue at hand.

Definitions

Suspensions and Terminations can be issued for a variety of reasons (see below) including lack of progress.

Lack of Progress: Students failing to meet program progression criteria, such as failure to pass courses, not completing remaining work related to grades of incomplete in time, or some other programmatic issues, would fall into this category. Students in this category may be suspended or terminated/dismissed as defined by the corresponding criteria below.

• Suspension: Removal of the student from the graduate program for a defined period of time and/or the specification that a student must fulfill certain requirements before re- admission or reinstatement will be considered. While suspended, the student is not entitled to attend classes, use University facilities, participate in University activities, or be employed as a student by the University. Special conditions may be stipulated for reinstatement at the conclusion of suspension. The student is not in good standing with the University during the term of the suspension. Per this policy, students terminated have the right to appeal their suspension in writing within one week.
• Termination/Dismissal: Terms used synonymously to refer to a student being withdrawn from a graduate program and Graduate School. Official notification is sent to students by email with delivery/read receipt upon request, or as necessary. Per this policy, students terminated have the right to appeal their dismissal in writing within one week. As with a suspension, the student is no longer entitled to attend classes, use University facilities, participate in University activities, or be employed by the University as a student.

Graduate programs and students should be in continuous communication. To assist this process, graduate programs have developed programmatic handbooks and students are responsible for following the policies and procedures outlined in program handbooks and in the Graduate School’s Policies and Procedures. Ignorance of the guidelines and procedures will not constitute an affirmative defense in an appeals process. 

General procedures

1. Students should be informed in writing by the relevant instructor, faculty committee, Program Director, or appropriate Dean that he/she is not meeting the academic requirements to continue in the graduate program. Written notices of course failures, unsatisfactory program progress, and intent to request dismissal or suspension from the Graduate School are distributed by the specific Program Director to the involved student, the student's academic advisor, the  program progression’s committee (if available), and appropriate Deans.
2. Should the student disagree with the decision to terminate progression in the program based on unsatisfactory academic performance, the student should initiate a conference with the involved person(s) to determine if the disagreement can be resolved within 2 weeks.
3. If the results of the first conference are not acceptable to the student, the student informs the involved faculty within 1 week and requests a conference with the involved faculty and Program Director or school administrator. NOTE: This step is required only in situations in which the Program Director and/or school administrator have not already approved or concurred with the initial notice of failure or intent to suspend or dismiss from the program. If the student still does not agree with the decision of the graduate program, the student should follow whatever grievance or appeal procedures are in place within the school or college housing the program. The Graduate School Dean can be called on to advise in this process.
4. If the consensus of the program is still that the student should be terminated/dismissed or suspended, the Program Director or Chairperson notifies the Graduate School and appropriate school Dean and recommends the student’s dismissal or suspension. The email or letter should outline the reason for the dismissal or suspension and steps taken up to that date. If suspension is recommended, the recommendation also includes specific criteria for the term of the suspension and requirements for reinstatement.
5. The Graduate School and appropriate school/college Deans will review the student’s academic record and the information submitted by the program to ensure that the student has received due process. If the student’s academic record and/or submitted information support termination/dismissal, the student will be dismissed from the program and the Graduate School. If suspension is recommended and supported by the academic record and submitted information, the student will be suspended per the request. The student will be notified of any termination/dismissal or suspension decisions by the program via email with delivery and read receipts.

Written Appeal Procedure

1. Should the student wish to appeal the Graduate School’s decision, the student should submit a written response to the Dean of the Graduate School within 1 week of receiving the written notice of suspension or termination/dismissal. The appeal should include rationale for the appeal and desired outcome. The student may meet with the Office of Student Affairs and working with them, request a personal interview with the Graduate School Dean to discuss the situation after they have submitted their written appeal.
2. The final decision rests with the Dean of the Graduate School. At the Dean's discretion, he/she may discuss the Graduate School Dean’s decision with the involved faculty and student’s program, as well as any other persons affected by the recommended resolutions.
3. The Dean of the Graduate School will notify the student of final decision by email with delivery and read receipts. This will normally be within 10 working days of submission of the appeal or interview with the student (whichever falls last). In cases where consultation with others to mediate the outcome are necessary, this process could take longer and the Dean will notify the student of the reasons and timeline, when known. The decision of the Dean of the Graduate School is final.
4. The Dean shall notify the appropriate CU Registrar of the change in the student's academic status and order the Registrar to suspend the student's registration.

Academic Honor Code

Academic Integrity Expectations

Please refer to the Academic Honor and and Conduct Code definitions at the CU Anschutz Medical Campus Catalog Website (https://catalog.cuanschutz.edu/cu-anschutz/university-policies/).

Honor Code Guidelines

Education at the CU Anschutz is conducted under the honor system. All students who have entered graduate and health professional programs should have developed the qualities of honesty and integrity, and each student should apply these principles to his or her academic and subsequent professional career. All students are also expected to have achieved a level of maturity which is reflected by appropriate conduct at all times. Expectations, definitions, and procedures regarding graduate student conduct are outlined in the Code of Conduct.

Academic Honesty

Students should adhere to the highest standards of academic honesty and integrity, to include completing individual work as assigned, adhering to department requirements, accurately documenting sources of information and records, and engaging in personal conduct both on and off campus that reflects well on the University, your professional duties, and your ability to perform in classroom and/or laboratory environments. Examples of behavior that violates these standards include: plagiarism (including the undocumented use of internet and web-based information), cheating, illegitimate possession and/or use of examinations, violation of the ethical standards for conducting research, and falsification of official records.

Professional Conduct

As current and/or future professionals, students are expected to adhere to the highest standards of professionalism during their academic career. This means that students adhere to the professional and ethical standards of their respective fields, and the academic and honor code expectations for the CU Anschutz Graduate School.

The CU Anschutz Graduate School has a commitment to accepting a diverse culture and highly values multiple perspectives. This means that not only is discrimination of any form unacceptable, but the University upholds the expectation that students remain open-minded, and respectfully discuss and interact with diverse backgrounds and perspectives.

Examples of unprofessional conduct include misrepresentation of effort, credentials, or achievement in either the academic or professional setting; any action which compromises the quality or safety of consumer care; violation of confidentiality; and any other conduct unbefitting a professional practitioner or researcher. When conducting research, individuals need to comply with research guidelines established by the IRB.

Although it is not possible to list every situation that violates the Academic Integrity Expectations of the Graduate School at University of Colorado Anschutz Medical Campus, the following examples will provide a reference point:

• Academic Dishonesty
• Complicity with Academic Dishonesty
• Plagiarism
• Cheating
• Fabrication and Falsification
• Submission of the same papers more than once or for different classes
• Misuse of Academic Materials
• Any conduct, both on and off campus, that interferes with the student's ability to perform his/her classroom, laboratory, or professional duties or reflects poorly on the University
• Violation of any University of Colorado, Anschutz Medical Campus, or Graduate School policy

Relationship of Honor Code to Local, State, and Federal Laws

The University adheres to all applicable local, state and federal laws, and cooperates with law enforcement officials in all matters. Any alleged violation of local, state or federal laws will be referred to the appropriate law enforcement agency and such laws have precedence over the provisions of this policy.

Reporting Violations of the Honor Code

The primary responsibility for reporting violations of the student honor code rests with the individual who has committed the violation. However, fellow students and members of the faculty and staff also share in this responsibility. Students, faculty, and staff must report violations of the Honor Code to the Graduate School. As part of the orientation process, each student is required to electronically sign an agreement to adhere to the Honor and Conduct Codes.

Guidelines for Implementation of the Student Honor Code

Members of the Graduate School community, including faculty and students, accept the responsibility to maintain the highest standards of intellectual honesty and ethical and professional conduct. Upon admission, all students in the Graduate School electronically review or receive a copy of the Graduate School guidelines and procedures for implementing the Graduate School Honor Code. Students indicate their willingness to adhere to the Code by electronically signing the acknowledgment form. Ignorance of the guidelines and procedures may not constitute an affirmative defense to a violation of the Honor or Conduct Codes. All questions or concerns regarding the Honor and Conduct Codes should be directed to, the appropriate Graduate School office.

CU Anschutz location: Building 500, C5000G

The Graduate School has developed the following guidelines and procedures to review alleged violations of the Student Honor Code and to make recommendations concerning violations of the Code. Alleged violations by faculty or students of the Code are first reported to the Dean or Associate Dean. Normally, disciplinary action should not be taken against the alleged violator until the Honor Code Committee and Associate Dean have reviewed the case and made a recommendation to the Dean; however, if the alleged violation threatens the welfare or safety of others or is against the law (see Relationship of Code to the Laws above), appropriate action should be taken immediately.

Honor Code Committee

The committee generally consists of four faculty members and one student representative.

The faculty members are selected on an ad hoc basis from outside the school of the alleged violator(s). The student representative is also selected on an ad hoc basis from a different program and school than the alleged violator(s). Faculty selected to serve in this ad hoc capacity commit to be available to serve for a two year period as needed. Students commit to one year. Faculty and students can be reappointed for additional terms. The Chairperson of the committee will be one of the faculty members and will be elected by the Committee. Decisions of the committee shall be reached based upon a simple majority vote. The primary focus of this advisory committee is to examine alleged violations of the honor code as defined above, to hear testimony, and to make recommendations to the Associate Dean as appropriate. All matters referred to the Student Honor Code Committee shall be confidential to the extent practical and permitted by law, throughout the proceedings. Note: Issues regarding violations of student conduct will be considered under guidelines as outlined in the Code of Student Conduct. Issues related to academic grievance or suspension will be dealt with as outlined in the procedure in Appendix B of the Graduate Student Handbook.

Procedures

The Honor Code Committee will be convened as necessary by the Associate Dean. The Honor Code Committee shall follow these guidelines to the extent possible. However, the Committee reserves the right to modify these procedures if necessary based on extraordinary circumstances to be determined on a case-by-case basis.

1. Faculty, staff, and other students have the responsibility to report alleged violations of the Student Honor Code. The failure of a student to report an observed violation of the honor code may constitute a violation of the honor code and may subject the observer to an honor code proceeding. Any reasonable suspicion of a violation of the Student Honor Code shall be reported to the Graduate School Associate Dean. All charges must be submitted in writing. Normally, disciplinary action will not be taken against the alleged violator until the Student Honor Code Committee has deliberated. However, if the alleged violation threatens the welfare or safety of others, or is against the law, the Graduate School Dean or designee will take appropriate action if necessary (e.g., immediate suspension).
2. If the reporting party is a student who has evidence that another student has violated the Student Honor Code, he/she may meet with the student to discuss the issue. The reporting party may seek the counsel of a neutral person such as the Campus Ombudsperson or another professor. The reporting party or a third party representing the reporting party shall give the student the opportunity to self-report. If the student refuses to self-report, the party shall report the suspicion to a professor, the Program Director, or School Associate Dean. The party must submit a written statement, including evidence, in writing to the Graduate School Associate Dean within 5 working days of discussing the situation with the student.
3. If the reporting party is a faculty member who has evidence that a student has violated the Student Honor Code, he/she may meet with the student to discuss the issue. The faculty member may seek the counsel of a neutral person such as the Campus Ombudsperson or another professor. The reporting party or a third party representing the reporting party shall give the student the opportunity to self-report. If the student refuses to self-report, the faculty member shall report the suspicion to their graduate Program Director or School Associate Dean. That party must submit a written statement, including evidence, in writing to the Graduate School Associate Dean within 5 working days of discussing the situation with the student.
4. The Associate will review the information submitted concerning the alleged violation. If the student(s) has been confronted with the violation and admits having violated the honor code, the case may be referred immediately to the Associate Dean for review and action. If there is no admission of wrongdoing, the case will be referred to the Honor Code Committee for a hearing. The Associate Dean will coordinate the hearing process.
5. When an alleged violation is referred to the Honor Code Committee, the reporting party and student(s) will be notified of the charges in writing within 10 working days of the date of referral to the Committee and the date of the scheduled hearing.
6. The Honor Code Committee will hold a hearing. The Associate Dean will coordinate the activities of the Committee and attend the hearings as a non-voting observer. The hearing will be held, if possible, within thirty 30 days of the student(s) being notified of the alleged Honor Code violation. (a) The student(s) shall have the opportunity to submit a written pre-hearing statement in response to the charges. (b) The student(s) shall have the opportunity to review any evidence against him/her prior to the hearing upon submission of a written request to the Associate Dean. (c) The reporting party shall also have the opportunity to review any evidence presented by the student(s) so they might clarify or update their statements prior to them being given to the Honor Code Committee. Full transparency shall be provided to all parties for evidence provided to the Committee.

The student accused of violating the Honor Code will be given an opportunity to be heard during the hearing and to present any evidence  or witness he/she wishes. The reporting party may either attend the proceedings in person or submit a statement of the incident in lieu of personally attending the hearing. The Committee shall have no power to compel any individual to testify.

Legal counsel will not be present for either the student or the University parties.

The student may have a representative of her/his choice present at the hearing for advice and/or support during the proceedings. This representative shall not advocate on behalf of the student.

If the student has been properly notified of the charges and the date of the hearing yet elects not to attend, the hearing will proceed in his or her absence.

The Committee shall keep an adequate record of the hearing. Evidence will be reviewed during the hearing, the allegation of a violation must be proven using the standard of a preponderance of the evidence.

 7. Following the hearing, the Student Honor Code Committee will discuss the proceedings outside the presence of the parties and determine  a course of action to follow with respect to the student in question. Upon a majority vote of the Honor Code Committee, they will make their recommendation in writing to the Graduate School Associate Dean, which may include but is not limited to the following actions:

• Take no action against the student based on a finding of no violation.
• Place the student on disciplinary probation for a specified period of time.
• Suspend the student's registration at the University of Colorado, including Extended Studies, for a specified period of time.

If the Committee is unable to reach a majority opinion on whether the student violated the Honor Code and what, if any, discipline should occur, the Chairperson will act as the tiebreaker.

8. A record of all documents associated with the case and a record of the action taken will be kept in a file in the Associate Dean's office. 

9. The Associate Dean will review the decision of the Committee and notify the student(s) of her/his decision by email with delivery and read receipts within 5 working days of the hearing. The reporting party will also be notified by email of the decision.

10. The Associate Dean will only reverse or modify the findings and recommendations of the Honor Code Committee if he/she concludes by a preponderance of the evidence that one of the following situations exists: (a) new information regarding the student's alleged violation of the Honor Code which was previously unknown to the student or the Committee is discovered; (b) there was an error in the process that prevented the student from presenting relevant information to the Committee that could have materially changed the Committee’s decision; or (c) there is evidence that the Honor Code Committee acted in an arbitrary or capricious manner.

  11. If the student wishes to appeal the decision in the case, the appeal along with the rationale for the appeal shall be submitted in writing to the Graduate School Dean within 7 working days after the letter notifying the student of the Associate Dean’s decision has been sent by email with delivery and read receipts. The Dean will review the appeal within 14 working days and notify the student of the decision by email with read and delivery receipts. Should extenuating circumstances necessitate an extended review or additional time, all parties will be notified. The decision of the Dean is final.

  12. If the student is suspended, terminated/dismissed, or otherwise unable to continue his or her academic studies either temporarily or permanently because of disciplinary or other action, the Dean shall notify the appropriate CU Registrar of the change in the student's academic status and order the Registrar to suspend the student's registration.

Conflict of Interest Policy

Conflict of Interest Policy for Graduate Students who Hold Other Positions at CU Anschutz

Graduate students may hold employment positions within the University of Colorado Anschutz Medical Campus in addition to their positions as graduate students at CU Anschutz. When this situation occurs, there is the potential for conflicts of interest to arise. This policy governs such situations.

• A graduate student may not also be a regular faculty member (Instructor or above) in the same program in which s/he is enrolled as a student.
• If two individuals exist in a student-faculty relationship in a graduate program, they may not both hold faculty (Instructor or above) appointments in the same graduate program, even though that graduate program is different from the one in which the student is enrolled.
• Recent graduates can be granted a graduate faculty appointment in the graduate program from which they graduated. In this situation, the new faculty member must not direct courses taken by individuals who were students when the new faculty member was also a student. (In programs where independent student cohorts exist, then the new faculty member must not direct a course taken by students from his/her cohort.) The new faculty member may not serve on an examination committee of any individual who was a student in the program (regardless of cohort) when the new faculty member was still a student.
• A faculty member who employs a graduate student as a PRA:
  • Can be an “in” graduate faculty member of the student’s program and can serve on the student’s graduate degree examination committee(s) with the approval of the Graduate Program Director; or
  • Can serve as an additional (but not sole) “outside” graduate faculty member of the student’s program and examination committee with the approval of the Graduate Program Director; but
  • Cannot serve as Chair of the student’s examination committee(s).
• Despite the allowable participation on examination committees described above (#4), the Graduate School discourages such involvement and suggests that the employer not serve on the committee, but attend all committee meetings as an invited guest.

Student Email Policy

Purpose of the Policy

There is an expanding reliance on electronic communication among students, faculty, staff and administration at the University of Colorado Anschutz Medical Campus Graduate School and in other schools on campus. Because of this increasing reliance and acceptance of electronic communication, email is considered an official means for communication within CU Anschutz Graduate School.

Implementation of this policy ensures that students have access to this critical form of communication. For the majority of students, this will not represent any change from what is currently done; it will, however, ensure that all students can access, and be accessed by, email as the need arises.

Scope

The student email policy provides guidelines regarding the following aspects of email as an official means of communication:

•  University use of email;
•  Assignment of student email addresses;
• Student use of and responsibilities associated with assigned email addresses; and
• Expectations of email communication between faculty and student and staff and student.

Policy

• University use of email
  Email is an official means for communication within CU Anschutz Graduate School. Therefore, the University of Colorado Anschutz Graduate School has the right to send communications to students via email and the right to expect that those communications will be received and read in a timely fashion.
• Assignment of student email address
  Information Systems (IS) will assign all students an official University email address. It is to this official address that the CU Anschutz Graduate School will send email communications; this official address will be the address listed in the University’s Global Address List for that student.
• Redirecting of email
  CU Anschutz email cannot be electronically redirected to another email address.  Support is available for setting email clients to read multiple accounts. Please go to the Health Sciences Library for information on how to set up your computer to receive multiple email accounts. The University will not be responsible for the handling of email by outside vendors or by departmental servers.
• Expectations regarding student use of email
  Not reading email does not absolve a student from the responsibilities associated with communication sent to his or her official email address. Students are expected to check their official email address on a frequent and consistent basis in order to stay current with University communications (at a minimum, once a week). Students have the responsibility to recognize that certain communications may be time critical. “I didn’t check my email,” error in forwarding email, or email returned to the University with “Mailbox Full” or “User Unknown” are not acceptable excuses for missing University communication sent via email.
• Educational uses of email
  Faculty will determine how email will be used in their classes. It is highly recommended that if faculty have email requirements and expectations they specify these requirements in their course syllabus. Faculty can make the assumption that students’ official email addresses are being accessed, and faculty can use email for their courses accordingly.
• Appropriate use of student email
  a. All use of email including use for sensitive or confidential information, will be consistent with the Electronic Communications Policy. See https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3019a---electronic-communications---cu-anschutz.pdf?sfvrsn=686c59bb_2
  b. Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with FERPA.
  c. Email shall not be the sole method for any legal notification, action, or correspondence.
• Procedures
  The Office of the Assistant Vice Chancellor for Information Systems will review this policy as needed.  Changes will be authorized by the approval of the Dean and the Assistant Dean.
• References
  This policy complies with the guidelines as found in: Family Educational Rights and Privacy Act, UCD Registrar; UCD’s Information Technology Services, Rights and Responsibilities https://www.ucdenver.edu/registrar/student-resources/ferpa; University of Colorado System, Use of Electronic Mail Policy: http://www.cusys.edu/policies/General/email.html; University of Colorado System, Student Rights to privacy of Educational Records: http://www.cusys.edu/policies/Academic/studentrights.html

Format Guidelines for Theses & Dissertations

Please reference the guide found on the Graduate School website, at https://graduateschool.cuanschutz.edu/docs/librariesprovider138/denver-anschutz-graduate-school/resources/format-requirements-and-guidelines.pdf.

Graduate School Acceptable Use Policy

Introduction

The purpose of the acceptable use policy is to establish processes and guidelines to all staff members in Graduate School, including full time staff, part time staff, and temporary staff (includes contractors, temps and students). The user shall only be granted access to the minimum necessary data that they require to perform their duties.

Policy Statement

The use and access of Graduate School information systems is restricted to appropriately identified, validated and authorized individuals. The following subsections outline the requirements for gaining access to Graduate School information systems.

Workstation Use and Security

• Each workforce member must use a unique user name and strong password to access their workstation and subsequent data both locally and via server.
• Computer workstations accessing FERPA data must maintain security configurations that restrict access to data to only those workforce members that have been legitimately granted access. Recommended security configurations include, but are not limited to:
  • Enabling a password protected screen saver
  • Setting computers or applications to automatically terminate a computing session after a set period of idle time
  • The use of campus standard anti-virus products
  • Applying security patches to computer software applications and operating systems
  • When CU Anschutz stores, shares, and syncs work files internally or externally, it is important that the confidentiality, integrity, and availability of that data be preserved. OneDrive can be used to store, share, and sync work files internally or externally with the following guidance.
    • https://www.cuanschutz.edu/offices/information-security-and-it-compliance/resources/security-and-compliance-controls/securing-your-data-in-onedrive-for-business
    • https://www.cuanschutz.edu/offices/office-of-information-technology/tools-services/microsoft-onedrive-for-business

Unit Responsibilities

• Unit educates their workforce members on the unit’s specific procedures and requirements as necessary. Training requirements for gaining access to Unit Information Systems are listed below.
  • Required SkillSoft courses in UCDAccess once beginning employment term:
    • CU: Information Security and Privacy Awareness (u00063)
    • CU: FERPA (u00049)
  • Per OIT’s Active Directory compliance, users must create a password to meet OIT’s standards for mail, AD, domain access, etc. This password is changed each quarter, and must be different from the previous 12 passwords. See password policy below:
• Password must be at least 8 characters in length.
• Password must contain letters from at least three out of the following five categories: Uppercase alphabetic characters (A-Z); Lowercase alphabetic characters (a-z); Numerals (0-9); Non-alphanumeric characters (for example: !, $, #, or %); Unicode characters.
• Password must not contain any of user ID, first name, or last name when their length is larger than 2.
• Password must not be one of the 12 previous passwords.

User Responsibilities

• CU Denver|Anschutz workforce members must observe the CU Denver Information Systems’ Appropriate Use Policy (AUP) which outlines expectations regarding the ethical and permissible use of CU Denver|Anschutz computing resources.
• CU Denver|Anschutz workforce members must follow the provisions of the CU Denver|Anschutz OIT Security Computing policy in regard to guarding against, detecting, and reporting malicious software
• CU Denver|Anschutz workforce members shall not attempt to alter audit records or avoid accounting for computing services. (See CU Denver Information Systems’ Appropriate Use Policy (AUP) )
• CU Denver|Anschutz workforce members shall not use CU Denver|Anschutz resources to develop or execute programs that could infiltrate the systems or alter the software components of the workstations.
• CU Denver|Anschutz workforce members must follow the Portable Media Security Policy. Portable media can include, but is not limited to, laptops, mobile devices such as personal digital assistants (PDAs) or other types of wireless handheld devices, USB flash drives, memory sticks, and any other portable device used to store or transport data.  
• CU Denver|Anschutz workforce members must follow the Visitor Control guidelines outlined in the Access Control Policy when visitors are on-site.
• All members of the CU Denver|Anschutz workforce are reminded to wear their badges while on University property.

Action

All suspected policy violations, workstation compromise, virus infections, and other conditions which might jeopardize CU Denver|Anschutz information systems, data, or business must be immediately reported to the OIT Security Office.

IT Access Control Policy

Introduction

The purpose of the access management section is to establish processes to control access and use of Graduate School information resources. Access management incorporates Role Based Access Controls (RBAC), privileged user access, access definitions, roles, and profiles. The user shall only be granted access to the minimum necessary information that they require to perform their duties.

Policy Statement

The use and access of Graduate School information systems is restricted to appropriately identified, validated and authorized individuals. The following subsections outline the requirements for gaining access to Graduate School information systems.

Additional Resources:

• OWASP Access Control Cheat Sheet: https://github.com/OWASP/CheatSheetSeries/blob/master/cheatsheets/Access_Control_Cheat_Sheet.md

• Access Control in Software Development: https://wiki.owasp.org/index.php/Category:Access_Control

• OWASP Cheat Sheet Collection: https://github.com/OWASP/CheatSheetSeries

Access Control Procedures

Systems must develop, adopt or adhere to a formal, documented access control procedure that addresses purpose, scope, roles, responsibilities, management commitment, coordination among organizational entities, and compliance.

Account Management-User Access

• Access management to information systems to be granted (ex. passwords, etc)
  • Graduate School relies on OIT authentication systems (AD, etc.) to authorize users of the University of Colorado Denver|Anschutz computing resources. 
  • The GS IT Admin adjusts user permissions based on requests of their supervisors for server shares.
  • Default passwords are to be changed or disabled, replaced with secure passwords
• Responsible party for monitoring and reviewing access rights
  • GS IT Admin reviews access rights upon every new hire, every termination, and at a bi-annual schedule, after each semester.
• Access and use of systems resources and subsequent monitoring (project space/ application/storage, remote access, mobile devices, etc.)
  • Systems are audited internally every semester, reviewing security groups and users on GS domain
  • Users with edit access on web pages are also reviewed
  • Remote access is limited to access via GlobalProtect VPN hosted by OIT
• Off-boarding process for users that are no longer working on the project, terminated, or have a change in job role.
  • User’s supervisor notifies and submits request to GS IT Admin
  • GS IT Admin removes user from security groups, using the concept of least privilege, or removing altogether if terminated
• GAIA access has always been granted to Departmental and Program administrators upon request (desire to use GAIA for data storage and reporting). Users are only given as much access as required (typically level 4 for admins). Faculty are also given access, but with a lower level (2).

Workstation Use and Security

• Each workforce member must use a unique user name and strong password.
• Computer workstations must maintain security configurations that restrict access to only those workforce members that have been legitimately granted access. Recommended security configurations include, but are not limited to:
  • Enabling a password protected screen saver;
  • Setting computers or applications to automatically terminate a computing session after a set period of idle time;
  • The use of campus standard anti-virus products;
  • Applying security patches to computer software applications and operating systems.

Physical Access

• Facility Access Controls
  • Facility security consists of:
    • On both campuses, the Graduate School is locked down outside the hours of 8am-5pm, requiring approved card access.
    • Upon entry, each office and subsequent equipment is further protected by physical lock-and-key.
• Access Control
  • Access determinations must be based on the workforce member’s role or function within the unit. Determinations of access should take into account at what time(s) access will occur and under what conditions.
  • Unit managers or supervisors will work with the Badging and Security Services Security Badging Office/Electronic Security Department to request and recommend access for each member of the unit workforce. For specific access forms, contact the Badging and Security Services Security Badging Office/Electronic Security Department at (303) 724-0399.
  • If a workforce member’s access needs change or end, the unit manager or supervisor must work with the Electronic Security Department to modify or terminate the member’s access.
    • Anschutz Medical Campus
      • Associate Dean works with Electronic Security Department to enable/disable access based on new employment, termination, or move within CU.
      • The supervisor or HR advisor submits the request to Associate Dean, who funnels all requests accordingly
  • The unit manager or supervisor must ensure that access is limited to what is appropriate for the workforce member’s job function.
• Validation Procedures
  • Once an individual's facility access has been determined and recommended by the individual’s supervisor, validation of identity is performed by the Badging Office.
  • All members of the CU Denver/Anschutz workforce are reminded to wear their badges while on University property.
• Maintenance Records
  • The Badging and Security Services Security Badging Office/Electronic Security Department is responsible for maintaining records on all installations, repairs, or replacements of access control devices at a building or campus-level.

User Responsibilities

• Graduate School educates their workforce members on the Graduate School’s specific procedures and requirements as necessary. Each Unit will educate users on the Acceptable Use Policy specific to their environment.
  • See Acceptable Use Policy, section E
• Please explain your unit’s training requirements for gaining access to Graduate School Information Systems.
  • See Acceptable Use Policy, section D

Graduate School Access Review

Review accounts on a periodic basis, but no less than every 6 months.

Graduate School Policy Review

Review and update policy and procedures on an Annual basis.

Document Retention

All unit procedures, documentation of decisions made, information system activity reviews, and investigations conducted pursuant to this policy must be retained for a period of no less than six (6) years from the date the policy was last in effect or from the date the decision or investigation was made.

Graduate School Policies & Procedures

Please reference the documentation on the Graduate School website at https://graduateschool.cuanschutz.edu/docs/librariesprovider138/denver-anschutz-graduate-school/resources/gs-policies-and-procedures.pdf?sfvrsn=303d71bb_8

Inclement Weather Policy

Snow Policy

In the event of inclement weather the Graduate School staff, its faculty and students will follow the University closure announcements and schedule. If the university remains open, the faculty, administrators, and staff will be expected to make every reasonable effort to maintain their regular work schedules, but are advised to exercise their judgment and avoid undue risks in traveling. Employees who anticipate arriving late or not arriving at work at all should notify their immediate supervisor. Additional information on weather closures can be found at https://www.cu.edu/employee-services/collaborative-hr-services/cu-system/time/weather-closures

Delayed Opening

In the event of a delayed opening, the specific time of opening will be announced to the campus community through the local media, email and text messages. All faculty and staff are expected to arrive on campus by the delayed opening time. Students are expected to report to their regularly scheduled classes. In a delayed opening, all classes scheduled prior to the set time of opening are cancelled for the day. Students will be responsible for any academic work missed due to absences caused by severe weather conditions. It is the individual student's responsibility to take the initiative to make up any missed class work. It is the faculty member's responsibility to provide a reasonable opportunity for students to complete assignments or examinations missed due to inclement weather. Faculty members have discretion in determining whether additional classes will be added for the class or if additional work is assigned due to a closure or delayed opening.

Early Closure

In the event that weather conditions become unfavorable during the day and necessitate the early closure of the campus or the school, classes will be cancelled for the remainder of the day. Should this decision be reached by the Graduate School Dean prior to a formal announcement being made for an early campus closure, an email will be sent to all graduate students, graduate program administrators, and notification posted on the Graduate School website regarding an early closure.

Graduate School Acceptable Use Policy

A. Introduction

The purpose of the acceptable use policy is to establish processes and guidelines to all staff members in Graduate School, including full time staff, part time staff, and temporary staff (includes contractors, temps and students). The user shall only be granted access to the minimum necessary data that they require to perform their duties.  The IT Acceptable Use Policy is available at https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/5000-information-technology/5001--acceptable-use-of-information-technology-resources.pdf?sfvrsn=5bfdf3ba_2

B. Policy Statement

The use and access of Graduate School information systems is restricted to appropriately identified, validated and authorized individuals. The following subsections outline the requirements for gaining access to Graduate School information systems.

C. Workstation Use and Security

a) Each workforce member must use a unique user name and strong password to access their workstation and subsequent data both locally and via server.

b) Computer workstations accessing FERPA data must maintain security configurations that restrict access to data to only those workforce members that have been legitimately granted access. Recommended security configurations include, but are not limited to:

i) Enabling a password protected screen saver

ii) Setting computers or applications to automatically terminate a computing session after a set period of idle time

iii) The use of campus standard anti-virus products

iv) Applying security patches to computer software applications and operating systems

v) When Anschutz stores, shares, and syncs work files internally or externally, it is important that the confidentiality, integrity, and availability of that data be preserved. OneDrive can be used to store, share, and sync work files internally or externally with the following guidance.

a) https://www1.ucdenver.edu/offices/office-of-informationtechnology/software/how-do-i-use/onedrive

b) https://www1.ucdenver.edu/docs/default-source/offices-oit-documents/ how-to-documents/onedrive-stayingsecure.pdf?sfvrsn=668bb7b8_4

D. Unit Responsibilities

a) Unit educates their workforce members on the unit’s specific procedures and requirements as necessary. Training requirements for gaining access to Unit Information Systems are listed below.

i) Required SkillSoft courses in UCDAccess once beginning employment term: a) CU: Information Security and Privacy Awareness (u00063) b) CU: FERPA (u00049)

ii) Per OIT’s Active Directory compliance, users must create a password to meet OIT’s standards for mail, AD, domain access, etc. This password is changed each quarter, and must be different from the previous 12 passwords. See password policy below:

• Password Policy
• Passwords must be at least 8 character(s) long.
• Passwords must contain characters from at least three out of the following five categories: Uppercase alphabetic characters (A-Z), Lowercase alphabetic characters (a-z), Numerals (0-9), Non-alphanumeric characters (for example: !, $, #, or %), Unicode characters.
• Password must not contain any of user ID, first name or last name when their length is larger than 2.
• Passwords must not be one of 12 previous passwords.

E. User Responsibilities

a) CU Denver|Anschutz workforce members must observe the CU Denver Information Systems’ Appropriate Use Policy (AUP) which outlines expectations regarding the ethical and permissible use of CU Denver|Anschutz computing resources.

b) CU Denver|Anschutz workforce members must follow the provisions of the CU Denver|Anschutz OIT Security Computing policy in regard to guarding against, detecting, and reporting malicious software

c) CU Denver|Anschutz workforce members shall not attempt to alter audit records or avoid accounting for computing services. (See CU Denver Information Systems’ Appropriate Use Policy (AUP) )

d) CU Denver|Anschutz workforce members shall not use CU Denver|Anschutz resources to develop or execute programs that could infiltrate the systems or alter the software components of the workstations.

e) CU Denver|Anschutz workforce members must follow the Portable Media Security Policy. Portable media can include, but is not limited to, laptops, mobile devices such as personal digital assistants (PDAs) or other types of wireless handheld devices, USB flash drives, memory sticks, and any other portable device used to store or transport data.

f) CU Denver|Anschutz workforce members must follow the Visitor Control guidelines outlined in the Access Control Policy when visitors are on-site.

g) All members of the CU Denver|Anschutz workforce are reminded to wear their badges while on University property.

F. Action

All suspected policy violations, workstation compromise, virus infections, and other conditions which might jeopardize CU Denver|Anschutz information systems, data, or business must be immediately reported to the OIT Security Office.

Vacation & Leave Policy

GRADUATE SCHOOL POLICY FOR PHD STUDENT VACATION AND LEAVE

The Graduate School at the University of Colorado Anschutz Medical Campus (CU Anschutz) has established the following leave policy for PhD students who receive full-support stipends from CU Anschutz PhD programs (hereafter referred to as “graduate students”). Full-time graduate students (as defined in the Graduate School Policies and Procedures) in these programs are eligible for campus holidays, vacation, sick leave, and parental leave. Detailed below are the amounts of leave time allowable for students to maintain full-time student status, as well as leave reporting requirements.

LEAVE TYPES AND AMOUNTS

Vacation and Holidays. Graduate students shall receive all CU Anschutz campus holidays and may receive an additional 10 week days (excluding weekends) of vacation per annum, with no year-to-year accrual. Graduate students shall continue to receive stipends during vacations and holidays. Graduate students taking courses are expected to attend all classes and take all exams as scheduled. The times between academic terms and the summers are all considered active parts of the training period and leave must be taken in accordance with this policy. Graduate students supported via extramurally funded projects or training grants must comply with sponsor requirements regarding effort.

Sick Leave. Graduate students may continue to receive stipends for 11 week days (excluding weekends and campus holidays) of sick leave per annum, with no year-to-year accrual. Under exceptional circumstances, additional sick days may be granted following a written request from the student and approval by the student's thesis advisor (if determined) and graduate program director. Sick leave may be used for medical needs related to pregnancy and childbirth. Graduate students supported via extramurally funded projects or training grants must comply with sponsor requirements regarding effort.

Parental Leave. Graduate students may continue to receive stipends for 8 work weeks (excluding weekends and campus holidays) of parental leave per annum for the adoption or the birth of a child. Either or both parents are eligible for parental leave. Graduate students must provide advance notification to their thesis advisor (if determined) and graduate program director prior to taking parental leave. Sick leave may supplement parental leave under the circumstances noted above. Graduate students supported via extramurally funded projects or training grants must comply with sponsor requirements regarding effort.

Unpaid Leave. Individuals requiring more than 11 week days (excluding weekends and campus holidays) of sick leave or more than 8 work weeks (excluding weekends and campus holidays) of parental leave must seek approval from their thesis advisor and their graduate program director for an unpaid leave of absence. A leave of absence must be requested by the student and approved by their thesis advisor (if known) and program in advance of taking the leave of absence. The leave period and conditions must be documented at the times of leave and of re-entry into the program. A copy of this agreement must be submitted to the Graduate School in advance of the leave of absence. Graduate students supported via extramurally funded projects or training grants must comply with sponsor requirements regarding effort.

Unused Leave at Termination. Upon graduation or termination, a graduate student forfeits all unused vacation, sick, and parental leave; there is no payout for remaining leave balances. Remaining leave balances cannot be transferred to other positions within the University of Colorado system.

LEAVE REQUESTS AND REPORTING

Graduate students are required to report leave requests (vacation, sick, and parental leave) in accordance with program-defined reporting processes. Reporting processes may include reporting requests to 1) their thesis advisor, 2) the program in which they reside, and/or 3) their thesis advisor’s home department or unit. It is the graduate student’s responsibility to identify the process for reporting leave.

Graduate students who have not yet joined a thesis lab (e.g., first-year graduate students) are advised to discuss with potential dissertation advisor’s expectations regarding vacation and leave. After a graduate student has selected their thesis advisor and joined the advisor’s research program, they must request and receive approval for vacation leave from their thesis advisor in advance of taking vacation leave. The graduate student must make all necessary arrangements in advance to cover any responsibilities that the graduate student has for the research program or for maintaining their ongoing experiments and/or resources (e.g., cell lines, animals). In all cases, graduate students supported via extramurally funded projects or training grants must comply with sponsor requirements regarding effort.

LEAVE DISPUTES

All leave disputes between graduate students and their thesis advisor and/or program must be resolved by graduate program leadership and/or the program’s home school/college.

Contact

Mail Stop C296
Fitzsimons Building, C5000
13001 E. 17th Place
Aurora, CO 80045
Phone: 303-724-2915
Email: graduate.school@cuanschutz.edu

Deans

Jennifer K. Richer, PhD
Dean
Professor, Department of Pathology
jennifer.richer@cuanschutz.edu
303.724.3735

Bruce Mandt, PhD
Associate Dean
Director, Postdoctoral Office and Career Development Office
bruce.mandt@cuanschutz.edu
303.724.2930

Kristine Sikora, PhD
Associate Dean
Director, Recruitment, Marketing and Communications
kristine.sikora@cuanschutz.edu
303.724.4379