Graduate Resources
EAPS Academic Resources
Graduate Handbooks
- EAPS Graduate Student Handbook
Regulations for the graduate program and useful department information. - MIT-WHOI Joint Program Handbooks
For MIT-WHOI students, the regulations in the JP handbooks supersede the EAPS handbook.
We’re here to support every aspect of EAPS academic programming and are an important part of our students’ support network, helping to connect you with resources and opportunities.
Prospective students, if you have a question about academic life at MIT, or want to arrange a visit, please don’t hesitate to reach out!
Ann Greaney-Williams
Assistant Director of Academic Programs
Room: 54-910
Phone: 617-253-3380
Email: agreaney@mit.edu
On Campus Schedule: Monday, Wednesday, Thursday
Remote Schedule: Tuesday, Friday
Co-chair of the EAPS Committee on the Education Program and responsible for administrating Course XII undergraduate and graduate programming. Advises students regarding degree requirements, career options, funding, policies and procedures, and Institute resources for student support.
Alana Snelson
Senior Academic Program Assistant
Room: 54-912
Phone: 617-253-3381
Email: asnelson@mit.edu
On Campus Schedule: Monday-Friday
Provides administrative support for the EAPS Education Office, including room scheduling, classrooms and supplies, reimbursements, Canvas sites, student appointments, and various forms, including grading and evaluations, registration, and thesis submissions.
General Exams + Theses
Within EAPS, we emphasize and follow the MIT deadlines for thesis submission as specified on the MIT Academic Calendar.
Degree candidates must fill out the MIT Online Degree Application at the start of the term. Important dates and deadlines (including late fees) for the upcoming academic year are listed below. It is strongly advised that degree candidates apply for the degree list even if there is uncertainty about completing the thesis defense and submission by the deadline, as there are no penalties for being removed from the degree list.
In exceptional circumstances, with full Thesis Committee approval, the candidate can seek permission for a Thesis Defense date as late as the Institute thesis submission deadline. No thesis defense after this date can be considered. Please plan accordingly.
PLEASE NOTE: The day that you hand in your thesis is the last day for which you will be paid as a graduate student. Please make your financial and employment plans accordingly.
We want the process to go smoothly for you, so please ask any and all questions ahead of time. The EAPS Education Office is here to provide answers.
Thesis Scheduling
Submit a schedule for the thesis defense at least 2 weeks before the defense date. You are responsible for making a room reservation. This is best done as soon as a defense date is agreed upon.
Thesis Extensions
If a PhD student needs to extend beyond the 5th year, they should complete an Extension Request Form.
PLEASE NOTE: The day that you hand in your thesis is the last day for which you will be paid as a graduate student. Please make your financial and employment plans accordingly.
We want the process to go smoothly for you, so please ask any and all questions ahead of time. The EAPS Education Office is here to provide answers.
MIT Formatting for Theses
The MIT thesis FAQs, specifications, and checklists are posted on the MIT Library website. You are responsible for making certain that your thesis is formatted properly and submitted in a timely fashion. Once you submit your final thesis to the Education Office you can not make any changes to it or swap out pages.
As you prepare to submit your thesis please note the following:
Pre-submission Document Check-Up
All documents that will be submitted digitally should be sent to the EAPS Education Office first. The office will check the thesis to make certain that it meets MIT guidelines. The EAPS Education Office will no longer require nor accept theses in hard copy.
Thesis Submission Fee Reimbursement
Submit a receipt showing payment of your thesis submission fee and the EAPS Education Office will reimburse you for the cost.
Signatures
- You are responsible for acquiring signature from your advisor. Here is a guide to setting up the thesis to accept a DocuSign cover sheet. You can access DocuSign through IS&T. If you have questions, please contact the Education Office.
- Please also turn in your thesis with a blank cover sheet (i.e. do not sign your name on the thesis). The MIT Library requires an unsigned copy.
- The only variation from the MIT guidelines for EAPS students is that the Department Head will sign the signature page instead of the Chair of the Graduate Education Committee or Graduate Officer.
- MIT-WHOI Joint Program students should follows the guidelines for their individual programs regarding the content of the signature page.
Additional Required Exit Paperwork:
- Office Space Exit Checklist – when vacating offices on the MIT campus
- An EAPS Exit Survey will be emailed to you
Education + Research Support
Alejandro Paz
EAPS Liaison, MIT Libraries
Room: 14S-203
Email: apaz@mit.edu
Alejandro specializes in information and resources related to Earth, Atmospheric, and Planetary Sciences (EAPS), and other climate and energy subject areas. If you need help finding research for your thesis or other projects, be sure to reach out to him. He can also put you in touch with other expert librarians.
Visit libraries.mit.edu for information about library services, including:
- Search MIT Libraries’ print and online collections
- Borrowing and requesting materials
- Data and GIS services
- Scholarly publishing and copyright
Check out MIT Libraries’ research guides on EAPS-related subjects:
The EAPS Graduate Education Support Fund (GESF) aims to enhance the education of EAPS-advised graduate students in their first two years by supporting participation in approved scientific meetings related to their area of study and the purchase of textbooks necessary for their classes and research.
Eligibility: EAPS graduate students in their first two years, including students in the MIT-WHOI Joint Program whose primary advisor is in EAPS.
- PG, PGGG, and PPS students should apply by following the instructions below.
- Students in PAOC must apply through the Houghton Fund.
Amount: Up to $2,000 total per student.
Types of allowable expense:
- Travel to scientific meetings relevant to the student’s area of research.
- Textbooks necessary for classes and research.
Note: Computers and hardware are not eligible.
Guidelines:
- All applications must be approved by the student’s advisor.
- All requests must be approved prior to incurring expenses. Funds will be reimbursed for expenses actually incurred.
- Final decisions on funding will be made by the EAPS Education Office with input from the Committee on the Education Program.
- Students in the MIT-WHOI Joint Program should apply to Joint Program-related sources of funding first; students will be asked to document any JP or other internal (e.g., EAPS Student Research Fund) funding that they have received or applied for.
- The fund may be used to purchase textbooks required for a course in which the student is enrolled for credit or related to the student’s research. Textbook funding is limited to $400 total per student.
- Sales tax cannot be reimbursed. Students should obtain a “Sales Tax Exempt Purchaser Certificate” from their AA before making any purchases. If the tax-exempt form is not accepted by the vendor, then the student can arrange with their advisor or AA to charge the expense to an MIT purchasing card, which is a tax-exempt card.
- Multiple requests in any one year are permitted within the overall budget.
To apply for funding:
- Fill out the EAPS Graduate Education Support Fund application form and have your advisor sign it.
- Submit an electronically-signed PDF to eaps-ed-office@mit.edu, or bring the signed hard-copy to the EAPS Education Office in 54-912. You are responsible for acquiring the signature from your advisor prior to submission.
You will be informed of your application status within two weeks from your application date. After approval, make the purchases, and bring or send the receipts to the Education Office for reimbursement.
The Houghton Fund, established by a bequest from former Course 19 (Meteorology) Department Head, Henry G. Houghton, supports “research by students in the fields of meteorology and physical oceanography or for any other purpose that enhances and enriches the total educational experience of such students.”
Eligibility: Students enrolled in any of the four degree programs incorporated in PAOC: atmospheric science, chemical oceanography, physical oceanography, and climate physics and chemistry.
- Years 1+2: Each PAOC student is eligible to receive up to $2,000 once they enroll in the graduate program to help defray certain educational expenses over the first two years of study.
- Years 3+: PAOC students in their 3rd and subsequent years of graduate study may apply for small grants as supplemental funding for certain educational and research activities.
Note: Students in the MIT-WHOI Joint Program who are also PAOC students are expected to request travel and research support from the MIT-WHOI Joint Program fund before seeking added support from the Houghton Fund.
Types of allowable expense:
- Travel to scientific meetings relevant to the student’s area of research.
- Textbooks necessary for classes and research.
- Certain other educational and research activities.
Note: Computers and hardware are not eligible.
For complete guidelines and to apply for funding:
The EAPS Graduate Student Research Fund (SRF) is available to help students conduct research on special projects in cases when other means of departmental or faculty support are not available. Applications for conference attendance will be considered after applications seeking funding for research projects.
Grants are awarded by the Committee on the Education Program (CEP) on a basis of need and merit of the project, usually in the range of $200-$1000. Funding cycles run annually by fiscal year (from July 1 through the following June 30). All funds must be spent by June 30 of each fiscal year.
Guidelines:
- PAOC students should first apply to the Houghton Fund.
- Students in the MIT-WHOI Joint Program should apply to Joint Program-related sources of funding before applying for the EAPS SRF.
- Applications for conference attendance will be considered after applications seeking funding for research projects.
- Food and laptop computers are not covered by the SRF; all requests for these will be denied.
To apply for funding:
- Fill out the EAPS Graduate Student Research Fund application form.
- Include a written proposal, typed with a maximum length of two (2) pages (exclusive of a budget and figures). Please save the proposal in this format: LastName,FirstName.FY25.pdf.
The following information should be included:- Name
- MIT Student ID Number
- Name of Advisor(s)
- Current support for the project
- Clear statement of purpose and description of the proposed project, including scientific significance
- Description of how the proposed project will broaden your educational background
- Budget and amount requested from the CEP. Budget should include cost sharing from advisors. If the request is for equipment or analysis, include a justification for why research funds are not available to cover the cost.
- Previous funding from SRF/Houghton/GESF
- Ask your advisor to email a letter indicating approval of the project and ability to contribute funds to eaps-ed-office@mit.edu.
General MIT Student Resources
The current edition of The Mind and Hand Book is the official guide to MIT’s expectations of all undergraduate and graduate students and also includes a number of useful resources.
We have also included some specific links here that relate to common student needs.
- Division of Student Life
Provides a full range of services to help our community of students thrive intellectually, physically, spiritually, and personally, including housing, dining, activities, and wellness. - Registrar’s Office
Manages enrollment, registration, graduation, and all other aspects of student academic records. This also includes the academic calendar and enrollment certifications. - Disability and Access Services (DAS)
Enables an accessible campus experience at MIT by ensuring access for qualified students with disabilities and consulting on digital accessibility, assistive technology, and user experience. - MIT International Scholars Office
Provides advising on immigration regulations, aids in the maintenance of legal status, and assists international scholars in their transition to life in the United States at MIT. - Student Financial Services
Provides financial aid, collects payments, coordinates jobs, and advises on financial literacy. They also provide information geared towards graduate students, as well as helpful information about viewing and paying your bill. - Academic Integrity at MIT
Student handbook on academic honesty and collaboration.
Just for Grad Students
- Office of Graduate Education (OGE)
Provides a full range of services to current and prospective graduate students, as well as departments, including student support and development, financial services, advice on fellowship funding, and graduate policies and procedures. - MIT Graduate Student Council
Exists to enhance the overall graduate experience at MIT by promoting the general welfare and concerns of the graduate student body, creating new programs and initiatives to provide opportunities for growth and interaction, and communicating with the MIT Administration and Faculty on behalf of graduate students. - GradSupport
Staff in the Office of Graduate Education provide advice and counsel on a variety of issues including faculty/student relationships, changing your advisor, conflict negotiation, funding, academic progress, interpersonal concerns, and a student’s rights and responsibilities. - MIT Graduate Assistance and Information Network (GAIN)
24/7 confidential service for graduate students and their adult household members. One call puts you in touch with work-life experts who can provide personalized resources and referrals across the wide range of topics listed below. GAIN’s work-life experts can also direct you to MIT’s internal resources that are available to support you and your family. MIT GAIN is also available to MIT’s undergraduate veterans.
Community Resources
- Career Advising and Professional Development (CAPD)
Career guidance, events, training, and one-on-one appointments. - MIT Writing & Communication Center (WCC)
Schedule one-on-one consulting sessions with professional writers. The Center provides free professional advice about all types of writing and speaking/oral presentations. Specialized help is available to non-native English speakers. - The Atlas Learning Center
Online sessions on technical topics, “soft” skill topics (such as leadership, communication, management, and career transitions), and required MIT training modules. - MIT Open Learning
Access MIT course content online, including OpenCourseWare (OCW) and MITx. - MIT Teaching and Learning Laboratory (TLL)
Explore TLL’s programs and services, including workshops, seminars, and consultations related to teaching and learning. The Kaufman Teaching Certificate Program is offered twice a year at no charge to MIT postdocs and graduate students who wish to develop their teaching skills. It is very popular, and sessions typically fill immediately after registration opens.
EAPS REFS – Resources for Easing Friction and Stress
We are a support network of graduate student mediators (REFS) who have completed extensive training with Conflict Management@MIT to provide low barrier, confidential peer-to-peer coaching, listening, de-escalation, and informal mentoring and mediation. This means that if you have a problem — big or small, in lab or at home — we are prepared to listen and talk through possible solutions, all in a strictly confidential manner. If you need more support, we can direct you to one of the many additional resources available on the MIT campus.
As REFS, our mission is to help our peers deal with difficult situations and increase the overall well-being of all members within the EAPS community. Primary emphasis is on graduate student support, but we are also available to undergraduates, post-doctoral researchers, faculty, and staff in EAPS.
MIT Ombuds Office
The MIT Ombuds Office is a confidential* and independent resource for all members of the MIT community, including students, faculty, employees, alumni, and employees of Lincoln Lab, to constructively manage concerns and conflicts related to your experience at MIT. They support your success in work and studies by helping you to analyze concerns, clarify policies and procedures, and identify options to constructively manage conflicts. They also provide systemic feedback to strengthen MIT and promote a fair and respectful culture.
*The only exceptions to this pledge of confidentiality are situations that present a risk of serious and immediate harm to yourself or others.
MIT Office of Religious, Spiritual, and Ethical Life
Comprised of over 20 chaplains and 40 student groups, the Office of Religious, Spiritual, and Ethical Life (ORSEL) reflects the diversity of the institute’s community. Through regular opportunities for worship, meditation, prayer, and study, the office is a resource for students, faculty, and staff, of all faith traditions and belief systems. The chaplains provide religious, spiritual, and educational programming, as well as confidential* counseling and crisis support.
*Chaplains who are ordained clergy within their religious traditions are confidential resources for members of the community.
Institute Discrimination & Harassment Response (IDHR) Office
Contact the Institute Discrimination & Harassment Response (IDHR) Office for more information about resources and reporting options for bias incidences related but not limited to race, religion, sexual orientation, disability, and gender, including sexual harassment and sexual assault.
Violence Prevention & Response (VPR)
VPR is MIT’s primary, on-campus resource for preventing and responding to interpersonal violence, including sexual assault, dating and domestic violence, stalking, and sexual harassment. Their prevention specialists work with the entire campus to educate and raise awareness. Their hotline is available 24 hours a day to support survivors in deciding what to do next. All of their services are free and confidential.
Dean On-Call
In the event of student emergencies, DSL staff and others from across MIT volunteer for the Dean On-Call system, which is just a phone call away.
MIT Health
At MIT Health, approximately 300 clinicians and other professionals provide clinical care, wellness programs, public health resources, student insurance services, and community support for the MIT community, including students, faculty, and staff, including families and retirees.
MIT Health is located in Building E23 — 617-253-4481
MIT Health’s Urgent Care Service is open daily for urgent, but non-life-threatening emergencies. (617-253-1311, 24-hour assistance at 617-253-4481).
Thrive@MIT is a good resource for general community wellness resources on campus.
Student Mental Health + Counseling
MIT Medical’s Student Mental Health and Counseling Services works with students to identify, understand, and solve problems, and to help transform that understanding into positive action. MIT Mental Health is available to anyone in the MIT community with problems, questions, or concerns.
Student Mental Health and Counseling Services is available for telehealth visits (if you are physically in Massachusetts only) and in-person appointments.
To make an appointment, call 617-253-2916 during regular weekday hours.
Mental health clinicians are available 24-hours a day for urgent matters — please call 617-253-2916 for assistance.
DoingWell
DoingWell was developed to empower students to prioritize their wellbeing. DoingWell means getting support whenever you feel like you could use some. During challenging times, it’s important to take care of yourself.
Undergrad Student Support Services (S3)
A friendly and easily accessible support hub for undergraduate students. Whether you’re struggling with a PSET due to personal issues, feeling too sick to take an exam, considering taking time away from the Institute, or just aren’t sure who to talk to, we can help. S^3 is a private resource.
GradSupport
Staff in the Office of Graduate Education provide advice and counsel on a variety of issues including faculty/student relationships, changing your advisor, conflict negotiation, funding, academic progress, interpersonal concerns, and a student’s rights and responsibilities.
MIT Graduate Assistance and Information Network (GAIN)
24/7 confidential service for graduate students and their adult household members. One call puts you in touch with work-life experts who can provide personalized resources and referrals across the wide range of topics listed below. GAIN’s work-life experts can also direct you to MIT’s internal resources that are available to support you and your family. MIT GAIN is also available to MIT’s undergraduate veterans
Employee Mental Health + Counseling
MIT cares about the well-being of its community members. Employees or their family members seeking behavioral or mental health services can find a wide range of resources at the HR WorkLife Center site.
MIT HR WorkLife and WellBeing Center
The MIT Human Resources Center for WorkLife and WellBeing is committed to meeting the personal and professional needs of faculty, staff, postdocs, graduate students, and their families. We offer a wide range of programs and services to enhance your quality of life, both at home and at work.
MyLife Services
MyLife Services provides MIT faculty, staff, postdocs – and household members – 24/7 access to a network of experts who are available to help with life concerns. Consultations are available by telephone, video, or text-message.
MindHandHeart
MindHandHeart is a coalition of students, faculty, and staff with fresh insights, new ideas, and diverse perspectives working collaboratively and strategically to strengthen the fabric of our MIT community. MHH is a community-building enterprise, building community through values-centered programming and department support.
MIT’s Institute Community & Equity Office
The Institute Community and Equity Office is MIT’s home for amplifying MIT’s sense of community, inspiring meaningful conversations, building skills, and supporting new inclusion initiatives. We convene and collaborate with students, staff, faculty, and postdocs on programs, projects, and initiatives that cross disciplines, departments, and identities. The ICEO is a steward and advocate for MIT’s shared values: excellence and curiosity, openness and respect, and belonging and community.
MIT Spouses + Partners Connect
A dedicated network for the significant others of MIT students, postdocs, staff, and faculty who have relocated to the Boston area. They organize activities that help you meet people, discover work and career opportunities, improve your English, share experiences and passions, and get information about living and parenting in Boston.
Child Care + Parenting
The MIT Work-Life Center offers a comprehensive network of resources to assist MIT community members in finding or using child care services for children of all ages, as well as an internationally recognized program of parenting resources to support those in the community who are raising children, including biological and adoptive parents, step-parents, guardians, grandparents, extended family, foster parents, and others responsible for children’s care.
Adult + Senior Care
The MIT Work-Life Center offers comprehensive support services for caregivers — our goal being to provide you with solutions to your caregiving challenges, so that you can focus on what matters most: being there for your loved ones.
