Admissions and Practices

1.1 All potential applicants are referred to the Graduate School website for information and instructions on how to apply and the detailed information of required admissions materials, supplementary materials, and admission timeline (admissions page for each program).

1.2 Financial incentives are strictly prohibited although applicants are fully supported during recruitment visits to the Graduate School. In addition, Graduate School staff and students host potential applicants at group events during meetings and other recruiting events.

1.3 Student selection into each program is overseen by Admissions Committees that are comprised of Graduate School faculty members. The Admissions Committee for each degree granting program is responsible for identifying the best candidates for entry into the program. Although the charter governing each program’s Admissions Committee is largely uniform, there are some program specific admissions requirements that are fully described on the website. The Associate Dean may serve as an ex officio, non-voting member and must be free of all conflicts of interest. All members of the Admissions Committees must declare any potential conflicts of interest and abstain from discussion, ranking, and voting of any applicant with whom they have a conflict of interest.

1.4 The entire admissions process is coordinated by dedicated software that is widely used in the US and abroad by prospective graduate students.

1.5 A graduate student at another institution may not transfer into the Graduate School unless accompanied by a St. Jude-recruited and THEC-approved graduate faculty member; additionally, students who transfer with a St. Jude-recruited THEC-approved graduate faculty member may only transfer into the doctoral program and not into the master’s program.

1.6 The Graduate School has specific guidelines for transfer admissions, which can be reviewed in the Transfer into the Graduate School from other Programs Policy.

1.7 St. Jude and the Graduate School encourage diversity on campus and do not discriminate on the basis of race, national origin, sex, genetic information, sexual orientation, age, religion, disability, veteran’s status, disabled veteran’s status, or any other status protected by federal or Tennessee law. The Graduate School is committed to creating an inclusive learning environment that provides cultural and ethnic diversity. Underrepresented minorities are encouraged to apply to the program.

1.8 Admissions decisions will be made initially without consideration to criminal history; however, all applicants must pass background and registry checks prior to final admission into the Graduate School (exceptions may be made for international applicants). Criminal history will be evaluated on a case-by-case basis.

1.9 All students must be proficient in English because all instruction will be given in English.

1.10 Late enrollment is available at the Dean’s discretion, and the applicant must go through the Graduate School’s admissions process.

PROCEDURE

2.1 Each Graduate School program follows the same admissions process, which comprises:

advertising and encouraging applications,
acceptance of applications until the deadline (typically the end of the day on December 1st PST),
review of applicants by the respective Program Admissions Committee,
a ranked list of all applicants,
selection of those for further consideration,
visits to the Graduate School for interviews with faculty, if applicable (or web-based interviews, if necessary, for example for overseas applicants)
final selection of applicants who will be offered admission. Depending on how the yield proceeds, the respective Admissions Committee may consider further offers and interviews based on the ranking list.

2.2 The Admissions Committees consult with the Dean prior to the admissions cycle to confirm the number of slots available for each program based on the strategy and budget of the Graduate School.

2.3 Once the application review process is complete, each Admissions Committee generates a final offer list.

2.4 The Graduate School uses the following admissions decisions:

Acceptance: the student is granted admission into the Graduate School
Conditional acceptance: the student is granted admission under specific circumstances
Denial: the student is denied acceptance from the Graduate School
Waitlist: the student is not granted denial or acceptance and is placed on a list that will be revisited depending on the yield for that program (depending on the program, this may be a ranked list)

Deferral: the student is offered admission and may defer their admission for up to 2 years maximum

2.5 Applicants are required to accept/reject/defer offers by April 15th, which is the national acceptance date in the US. However, further offers can be made and accepted after this date. Depending on the number of accepted offers, additional applicants may be considered after April 15th. Such applicants must complete an application, be reviewed, and recommended by the respective Admissions Committee and interviewed (if applicable) by the Chair of the Admissions Committee and at least one additional Admissions Committee member, then reviewed and approved by the appropriate Admissions Committee.

2.6 All applicants must pass background and registry checks and drug screen prior to final admission into the Graduate School. Exceptions may be made for international applicants.

2.7 All offers of admission in any degree program are valid and in effect up to the deadline noted in the admit letter and their acceptance prior to the admit deadline will be honored irrespective of the number of offers that are accepted.

2.8 After the incoming cohort is confirmed for each degree program, a debrief meeting of the process is held with the respective Admissions Committee Chair, Associate Dean, and Assistant Dean, along with the Dean or the Dean’s Designee to review the process and identify opportunities for improvement.

2.9 The Graduate School applies its Protection of Student Data Policy to admission records. Admission records are retained according to the retention periods outlined in the Records Retention policy.

Information eSecurity

In following the acceptable use agreement, you agree to:

1.1 General Use

1.1.1 Exercise good judgment regarding the protection and security of the Hospital and the Graduate School information assets. Failure to follow security policies and standards could place the Hospital and the Graduate School in violation of laws and regulations such as the Health Insurance Portability and Accountability Act (HIPAA) and Protection of Student Data.

1.1.2 Exercise good judgment when communicating as a member of the Graduate School over email, social media or other technology. Members of the Graduate School should not use language that may be offensive, obscene, sexually explicit, threatening, intimidating, discriminatory, retaliatory, or harassing.

1.1.3 Promptly report the theft, loss, or unauthorized disclosure of the Graduate School Confidential or Protected information (e.g., grades, student information, proprietary information) to the Graduate School and Information Security Office at information.security@stjude.org..

1.1.4 Use of Hospital or Graduate School technologies (network, Internet, email, computers, files shares and applications) is done so with the understanding that they are monitored for security purposes and there is no right to or expectation of privacy when using Hospital or Graduate School owned technology. The Hospital or the Graduate School reserves the right to access, monitor and disclose contents of the Internet, email, and voice mail messages or other communications made through the Hospital or Graduate School owned systems.

1.1.5 Use of Hospital or Graduate School information systems with the understanding that occasional personal use is allowed provided it is not associated with a personal business, does not interfere with productivity, and does not preempt legitimate Hospital or Graduate School business activity.

1.1.6 Refrain from attempting to test, circumvent, or defeat any security system or monitoring capability.

1.1.7 Refrain from using Hospital or the Graduate School information systems to engage in any unlawful or obscene activities that could put Hospital and/or the Graduate School at risk. Examples include, but are not limited to, the following:

Gaining unauthorized access to any information system or network.
Damaging, altering, or disrupting the operations of any information system or network.
Making any inappropriate or discriminatory statements based on race, religion, national origin, sex, sexual orientation, transgender status, gender identity or expression, disability or veteran status.

Accessing, reading, copying, storing or forwarding inappropriate or sexually explicit messages or materials.
Engaging in illegal, fraudulent, or malicious conduct.

1.2 Asset Usage

1.2.1 Physically secure all Hospital and the Graduate School assets taken off-site at all times. Mobile devices should not be left in unattended bags, luggage, or vehicles.

1.2.2 Return all Hospital and the Graduate School issued assets upon termination of enrollment, employment, contract, or agreement. Access to Hospital and Graduate School systems, networks, and facilities will be disabled upon termination.

1.2.3 Use personal devices to store or access Hospital and Graduate School information only when authorized to do so and in accordance with defined policies and standards for personal devices.

1.3 Clear Desk/Clear Screen

1.3.1 Log off from applications or network services when they are no longer needed and lock workstations when leaving your workspace unattended.

1.3.2 Control physical access to confidential or protected information at all times to prevent unauthorized access, e.g. lock doors to offices and file cabinets, do not leave confidential or protected documents in view, stay with visitors in areas with confidential or protected information, and do not leave confidential or protected information on and immediately remove from fax machines and printers.

1.4 Data Protection

1.4.1 Refrain from transferring or storing electronic protected health information (ePHI) or student protected data to a cloud-based service that has not been approved by Information Services and the Office of Legal Services. Using an unauthorized cloud-based service for ePHI and student data may be a violation of HIPAA and the Hospital’s requirement to perform due diligence on all third-parties that process or store ePHI and the Graduate School’s requirement to safeguard student records. The Graduate School has a policy and procedure to protect the security of its student records and back up all data. Individuals should refer to the policies listed as reference documents for more information on record retention and protection of student data.

1.4.2 Use only authorized technologies, applications, and/or services verified to meet Hospital and Graduate School security requirements. If an alternative application or cloud-based service must be used, you agree not to transfer or store sensitive or confidential information on such applications or services.

1.4.3 Do not forward Hospital or Graduate School business related emails containing confidential or protected information to a personal account.

1.5 Information System Access

1.5.1 Maintain the confidentiality of authentication credentials you have been entrusted with (e.g. passwords, PINS, badges, etc.). Your authentication credentials must not be shared.

1.5.2 Create and change your passwords in accordance with Hospital Information Services password requirements (e.g. password length, password composition).

1.5.3 Be responsible for all activities that use your credentials.

1.6 Physical Security

1.6.1 Dispose of any electronic media containing confidential or protected information in accordance with Hospital and Graduate School disposal policies and standards.

1.6.2 Dispose of any paper containing confidential or protected Information securely using a locked disposal container or cross-cut paper shredder.

1.6.3 Refrain from using photographic, video, audio or other recording equipment, such as cameras in mobile devices, unless authorized.

1.7 Removable Media

1.7.1 Encrypt all removable media used to store confidential or protected information.

1.7.2 Refrain from connecting a removable media device from an unknown origin to a Hospital or Graduate School computer or information system as it may contain malware.

PROCEDURE

2.1 The Graduate School has internal procedures for addressing security breaches to protect Graduate School information (including student records).