Graduate Student Practical Guide

PRACTICAL INFORMATION

Emergency Contacts and Safety Resources
Rice University maintains a robust network of emergency and safety services to support students on campus. In any emergency, students should immediately contact the Rice University Police Department (RUPD) at 713‐348‐6000. RUPD operates 24/7 and provides emergency response, campus patrol, and safety escorts. The Rice Crisis Management Office coordinates campus‐wide emergency preparedness and issues alerts during severe weather, safety threats, and other urgent situations. Students are strongly encouraged to enroll in Rice Alert notifications and review campus emergency procedures, including evacuation routes, shelter‐in‐place protocols, and communication channels. The Wellbeing and Counseling Center provides confidential mental health services, including crisis intervention, individual counseling, and after‐hours support through the on‐call system. Students experiencing urgent psychological distress may contact the Center at 713‐348‐3311.

Title IX Support
Rice University is committed to maintaining a learning environment free from sexual misconduct, harassment, and discrimination. Title IX protects students from discrimination based on sex in educational programs and activities. Students who experience sexual harassment, sexual assault, relationship violence, stalking, or gender‐based discrimination are encouraged to seek support. Most University employees, including faculty, are mandatory reporters and must share disclosures with the Title IX Office so that students can receive appropriate resources and assistance. Confidential resources include the Wellbeing and Counseling Center and Student Health Services, whose staff are not required to report incidents to the Title IX Office. Students may contact the Title IX Office at
titleix@rice.edu or 713‐348‐3311, or visit https://safe.rice.edu for reporting options and support services.

Registration Procedures
You should have received an email on how to obtain your student ID and instructions on how to set up your NetID and password. Rice’s technology services are accessed by Single Sign On (SSO), which allows you to log in using your NetID and password with Duo two-factor authentication. ESTHER, is Rice’s self-service web application for students to enroll and register for classes. If you haven’t yet received instruction on how to set up your NetID, email graduate@rice.edu for assistance or visit https://registrar.rice.edu/students/esther-login-duo If you have received your credentials, login to http://esther.rice.edu.

For information on courses go to the Registrar’s website:
https://registrar.rice.edu/students/courses

Make sure you meet with your advisor to discuss course registration. Accident and Health Insurance Every degree-seeking student is required to have health insurance coverage, compliant with
the Affordable Care Act, while enrolled at Rice University. Therefore, all students must take action during the open enrollment period to elect to enroll in the Student Health Insurance Plan,
administered by Aetna Student Health, OR request a waiver of the student insurance, by demonstrating comparable insurance coverage. Current information on open enrollment dates and forms can be found here: http://studenthealthinsurance.rice.edu/ Be aware that an Insurance Hold will be placed on your student account until you satisfy the enrollment or waiver requirements. This hold does not affect your ability to register for courses or restrict any other online activity. The University offers partial subsidies for Rice health insurance. ALL on-site students are required to pay a Health Center fee, regardless of whether they purchase Rice University medical insurance or are covered by some other agency. This fee entitles students to see doctors at the Student Health Services. Visit http://health.rice.edu for more information.

Stipends
Mathematics graduate students standard stipend is disbursed in a bi-weekly cycle according to the payroll calendar found here: https://controller.rice.edu/payroll-calendar. All mathematics graduate students with active TA / RA / Instructor of Record assignments must have the form I-9 on file with Human Resources in order to be paid. Rice University has adopted iO, a centralized administrative platform for Human Resources, Payroll, and Finance. It is strongly suggested that all students confirm that their address on file is current, and that direct deposit is active. Direct deposit is set up in iO.

Please note that Payroll automatically enrolls payees in the Rice payroll card program (prepaid debit card) if direct deposit is not set up. Payroll cards are mailed out to the address on file in iO and your student account. Students' contact information is updated through iO. Summer Research and Vacation Time Rice Mathematics graduate stipends are awarded and paid on a 9-month academic year and a 3-month summer basis (12 month cycle). This may be pro-rated for students not participating in the program for the full academic year or summer. Summer stipends are for studies or research work and require an eight-week campus residency; exceptions to this requirement are given by special permission of the graduate committee. The department Graduate & Undergraduate Program Administrator must be notified by April 15th if a student will be away on personal business for more than four weeks. Each student must discuss his/her/their plans with his/her/their advisor.

Procedure for Submitting Office of Graduate and Postdoctoral Studies Forms The following forms must be neatly and legibly filled, preferably online before printing; once all required signatures and supporting documents are gathered, turn in to the Graduate Program Administrator for submission to GPS. All forms that must be submitted electronically include:
a. C-2 Candidacy Petition (Doctoral degree)
b. C-3 Request for Committee Revision
c. E-1 Extend Time Boundary for Approval of Candidacy
d. E-2 Extend Time Boundary for Defense
e. G-2 Certification of Non-Thesis Master's Degree
f. L-1 Leave of Absence
g. L-2 Parental Leave or Short-Term Medical Release
h. L-3 Withdrawal

Candidacy, Oral Defense and Thesis Submission Procedures Students must submit a Petition for Approval of Candidacy before the beginning of their 9th semester. Turn in the signed form and supporting documents to the Graduate & Undergraduate Program Administrator for electronic submission to GPS. It is the student’s responsibility to schedule the final oral examination in defense of a thesis to take place at a date, time and venue agreeable to all members of the committee. For the doctoral degree, the examination must be publicly announced, and the student must submit
the announcement at least two weeks before the scheduled defense. Failure to submit the announcement on time will prevent the student from defending. Defense announcements can be submitted to the Office of Graduate and Postdoctoral Studies by filling out the following form: http://events.rice.edu/rgs/. GPS will issue an original Approval of Candidacy form and it is the student’s responsibility to confirm the form is up to date and the committee members listed are correct. Candidates must be enrolled in the semester they defend or through Friday of the 1st week of the class of the following
semester. Within one week (7 calendar days) of passing the oral examination the student must create an account on https://thesis.rice.edu/ and upload the defended version of the thesis and the
approval of candidacy form signed and dated by the thesis committee. In order to graduate, the final thesis must be submitted to the Office of Graduate and Postdoctoral Studies before noon on the deadline listed in the academic calendar (or six months after the oral defense, whichever occurs first). Students must submit an Application for a Degree to the Registrar’s office according to
deadlines of the semester they want the degree conferred. The Application for a Degree can be found in your ESTHER account.

Computers and Printers

The Rice NetID is a unique login credential for each Rice student, faculty, or staff member. Your NetID is your default account name for your Rice email account. Upon receiving your Rice ID number, you can activate your NetID at https://mynetid.rice.edu/. Remember your password; Rice uses a Central Authentication system for almost all its online services. If you forget your password, you must contact IT at helpdesk@rice.edu to have it reset.

The departmental server (math.rice.edu) has several math packages you can access, including Matlab, Mathematica, and Magma. It also hosts the department and personal webpages. Contact the Operations Administrator who will assist you to create an account for you with IT.

The department maintains several printers for academic use:
● Basement (HBH 44, Graduate Student Lounge)
● 4th Floor (HBH 438, Math Lounge)
● 2nd Floor (HBH 215, near staff offices)

All printers support double-sided (duplex) printing; please enable this setting to conserve paper. For setup instructions, contact the Operations Administrator. For any IT-related problems or questions, including webpages, printers, and computer problems, send an email to the department Operations Administrator or use the web form at https://tss.rice.edu/request-help.

Departmental Copying
Students may use the department’s copying machine located in HBH 215 for their studies and research work. The copier also has high volume printer and scanner capabilities. Please see the department Operations Administrator in the front office for the password required to use the machine.

University Copying
IT supplies and supports B/W printers networks that can be found in the RMC, classrooms and labs, Fondren Library and Mudd Lab. Mudd Lab also has color and thesis paper printers, as well as poster printers called plotters. Students can print to these lab printers from their personal computers, college lab computers and academic classroom/lab computers. Printing charges are nominal and can be tracked in the IT Self-Service web site. Student printing charges are sent to the Rice Cashier's Office in the middle of each month and will appear on the next bill. If you have a special printing need, please contact the Operations Administrator who will assist you.

Office Keys
Rice IDs are picked up at the RUPD (Rice University Police Department) office, located in the Annex Building off University Blvd on Stockton Drive (Entrance 8). Each student will be issued a door key to his/her/their office. Office keys and after-hours building access are arranged by the Operations Administrator. After hours building access as well as access to the Grad Student Lounge (44) is with swipe of your Rice ID. At the beginning of Fall Semester RUPD will receive swipe access request for you. Your office keys can be picked up from the Operations Administrator. Offices are routinely reassigned each academic year as students arrive and/or graduate therefore keys are exchanged with the Operations Administrator. There is a replacement cost of $25 for lost or stolen keys. Keys may not be duplicated under any circumstances. All keys must be returned to the Operations Administrator when a student permanently leaves Rice. For questions about office keys and after-hours building access please email the department Operations Administrator.

Mailboxes

Each student will be issued a personal mailbox, which are located in the workroom adjacent to HBH 220. Mailboxes are routinely assigned each academic year as students arrive and/or graduate.

Student Parking
Parking is available for graduate students by purchasing a permit. For further details, check http://parking.rice.edu.

Supplies
Supplies that are needed for research and university work are available in the mailroom next HBH 220.

Books
Desk copies are provided for the use of instructors, TA's and graders; the books are the property of the department and must be returned at the end of the semester. All books, desk copies, and references must be checked out and returned to the Math office. All books are checked out on a semester-by-semester basis; if you would like to retain the book for more than one semester, please notify the department Operations Administrator in the Math office. The department also has a library on the 3rd floor room 327. These books have been donated and must be signed out and CANNOT leave the building. Books located outside of HBH 448 are free to take and do not need to be returned.

Room Reservations
If you are teaching and need a space to hold office hours or need a room for special accommodations during exams please contact the Operations Administrator who will assign a room for you.

Society Memberships and Journal Subscriptions
The department pays for graduate student membership to the American Mathematical Society (AMS) and Associated Women in Mathematics (AWM). Student membership rates to other professional societies and journal publications are substantially less than the normal rates and can be found on the web. Graduate Student Association (GSA) The Graduate Student Association (GSA) represents all degree‐seeking graduate students at Rice University. Its mission is to enrich the graduate student experience by advocating for student interests, supporting community‐building initiatives, and promoting graduate student wellbeing and professional development. The GSA organizes social events, provides funding opportunities, and serves as a liaison between graduate students and University leadership.

TRAVEL POLICIES AND PROCEDURES

All graduate student travel must be approved in advance. When departmental funds are used, both the travel and the maximum reimbursable amount must be approved by the Department Chair. When travel is supported by faculty research funds – whether internal faculty funds or external sponsored research funds – approval must be obtained from the sponsoring faculty member, typically the Principal Investigator (PI) of the grant or the faculty member providing the funding. Students may use the departmental P‐Card only with prior authorization from the Graduate & Undergraduate Program Administrator . Otherwise, students pay upfront and seek reimbursement. Itemized receipts must be submitted within ten business days of returning from travel and must include proof of payment (e.g., the last four digits of the credit card number or other payment confirmation). Travel booked without prior approval may not be reimbursed. Missing receipts may reduce reimbursement. Repeated non‐compliance may affect future travel eligibility.

Supplier Setup and Reimbursement Processing
Students seeking reimbursement must be registered as suppliers in the Rice University supplier system before any payment can be issued. Students who have not completed supplier registration will not be able to receive reimbursements. The Graduate & Undergraduate Program Administrator manages reimbursement processing and must be copied on all approval communications. All travel and funding approvals must be documented in writing.

Pre-Travel Requirements
Before requesting departmental funding or booking travel, students must:
● Discuss travel plans with their advisor.
● Confirm academic relevance.
● Confirm funding source(s).
● Provide conference name, dates, and location.
● Provide estimated costs (airfare, lodging, registration, meals, ground transportation).
● Inquire whether conference organizers offer fee waivers or lodging support before requesting departmental funds.

Some conferences provide funding to offset participant travel costs. When the department has already paid for any portion of a student’s travel (e.g., airfare, lodging, registration), any conference‐issued funding is considered a reimbursement to the department, not additional personal funding for the student. Students must coordinate with the Finance Specialist when submitting conference funding checks. Students are responsible for ensuring that conference funding is turned in promptly, as these funds reimburse the department for expenses already paid on the student’s behalf. Conference organizers should issue funding directly to the department whenever possible. Students should provide the following information when completing conference funding forms:

Make check payable to: Rice University
Mailing Address:
Rice University – Department of Mathematics
6100 Main Street, MS 136
Houston, TX 77005
Attn: Finance Specialist

Hotel Reservations and Occupancy Tax Exemption Certificate
If you are reserving a hotel in any of the 13 states below, including Texas, you must request a tax exempt status. Prior to traveling, you need to inform the hotel, request a hotel occupancy tax exemption, and present the Texas Hotel Occupancy and Tax Exemption Certificate upon check in and prior to making any payment. Rice will no longer reimburse hotel occupancy taxes paid in these states. Rice University's Tax Exemption Number is #74-1109620 Please visit the Math Finance blog for the Texas hotel exempt form, or the Graduate Program Administrator can provide it upon request.
Participating States:
1. Connecticut
2. Florida
3. Indiana
4. Kansas
5. Kentucky
6. Michigan
7. New Jersey
8. Ohio
9. Tennessee
10. Texas
11. Utah
12. Wisconsin

13. Wyoming

Airfare
Air transportation supported by an NSF grant must be booked in accordance with the Fly America Act and/or the Airlines Open Skies Agreement. This means travel must be performed by or under a code sharing arrangement with a U.S.-flag air carrier if service provided by such a carrier is available. Please visit the Math Finance blog or consult with the Finance Specialist to ensure your airfare complies with those guidelines.

To receive reimbursement for expenses the following is required:
● A detailed travel expense statement filled in its entirety (available in this Box Folder and on the Math Finance blog).
● Supporting detailed receipts - must be itemized and list the form of payment clearly.
● For Mileage reimbursement, please provide a copy of a Google map showing the route and number of miles traveled.
● Acceptance letter and any funding information from the conference.
● Approval email from the advisor, Department Chair, or other sponsoring faculty member providing the funding, confirming authorization for expense reimbursement.
● Meals – individual itemized receipts from the restaurants are required; detailed receipts must show credit card number or the method of payment and detailed transactions e.g., food or beverage ordered etc.
● International travel receipts must include documentation of the foreign currency exchange rate for the day of purchase (or midway through the stay). Rates of exchange by date can be found here.
Allowable reimbursements may include the following:
● Reasonable airfare costs - Airline ticket receipts should clearly show itemized cost of ticket and proof of payment, include boarding passes if available.
● Lodging - Hotel receipts must detail all applicable charges and clearly state room rate and taxes or lack thereof.
● Local transportation costs.
● Auto rental receipts should detail the daily rate and total cost. The cost of rental must not exceed, and be compatible with reasonable local transportation costs. Optional rental agency car insurance will not be reimbursed; Rice is self- insured and will cover all Rice authorized domestic travel. If rental is located in a tax-exempt state, tax will not be reimbursed.
● Registration fees.
● Meals reimbursement will be limited to a per diem of $37.50 for the first and last day of travel and $50 for the remaining days when funded by the Math department. If you are traveling someplace where the cost of food is extraordinarily high and/or breakfast is not provided by the hotel or conference, or in extenuating circumstances, students are encouraged to discuss a possible increase with the Graduate Committee Chair.

Departmental Purchase Card (PCard)
The Mathematics Department/Graduate Program Administrator has a university issued credit card for graduate students’ use strictly for department-approved purchases such as business-related travel and other mathematics department business or event and to assist with upfront travel costs. Please contact the Graduate Program Administrator to coordinate the use of the PCard.
Graduate students may use the PCard with the understanding that the following rules apply:
1. The student agrees to comply with the card user responsibilities as outlined in the Controller’s Purchasing Card Program User's Manual.
2. The student is responsible for the return of the card and all receipts for purchases made while in his/her possession.
3. The student is liable and must pay back any and all unauthorized purchases made while the card is in his/her possession.

4. If the card is lost or stolen the student must immediately notify the Graduate & Undergraduate Program Administrator

Use of the card is a privilege that must be taken very seriously as its purpose is to mitigate the financial burden of out-of-pocket expenses for the student engaged in departmentally approved travel or event purchases. Failure to comply with any of the stated rules will result in immediate loss of card user privileges.

Exam Grading Meals Policy
Graduate students grading midterm and final exams in-person may charge up to $20 for a meal to the department. Meals – please ask for individual itemized receipt from the restaurants; detailed receipts must show credit card number or the method of payment and detailed transactions e.g., food ordered etc. Students should coordinate with the Graduate & Undergraduate Program Administrator time of purchase so that sales tax is not applied. The PCard includes Rice’s tax‐exempt form