A PhD is a rewarding but also demanding undertaking. You will have to juggle many responsibilities at once, including course work, TAing, department service, and building up your own research profile. And all of that on top of getting used to a new environment and a new culture. The Department and the university have put in place a broad support network to help you through the PhD. Make sure you use these resources to your advantage, don’t be afraid to ask for help!
Your academic advisor is your first point of contact for most questions and concerns. They will listen to you and be able to offer advice on a variety of topics, whether it is research, potential career paths, your progress in the program, conflicts with other department members, and much more. A good relation with your advisor will make your time in the PhD program a lot more enjoyable, stimulating, and fun.
Like your advisor, the GPD is a source of advice and support. Most students consult with the GPD to address administrative concerns such program requirements, university policy, medical leaves, and similar items. But the role of GPD encompasses much more than that. The GPD is an advocate for the students in faculty meetings, identifies and addresses systematic struggles students experience in the department, can advise you on issues you do not feel comfortable discussing with your advisor, and much more. The GPD can also act as a backup advisor when you want an assessment from somebody who has not been working closely with you. Don’t feel shy to ask the GPD for a meeting, that’s a huge part of the GPD’s job.
If you don’t feel comfortable discussing an issue with your advisor or the GPD, the department chair is also available for meetings. Usually, the chair will then reach out to the GPD to discuss possible routes forward as the chair is not as familiar with graduate policies as the GPD. Of course the chair won’t do that if the meeting is about an issue you are experiencing with the GPD, or if you ask them to keep the meeting confidential.
While only one or two faculty members can serve as your academic advisor, this does not mean that you cannot have regular meetings with other faculty. In fact, you should strive to build up a mentoring and support network that consists of at least three faculty members. This ensures that many faculty members can weigh in on your progress during end-of-year evaluations, that you have a strong pool of letter writers for award nominations and job applications, and that you can have access to many different perspectives for your research and any personal issues you encounter during your time in the PhD. Keep in mind that not all your mentors need to be experts in your research area.
The GPC handles most of the paperwork related to the PhD program. For example, they handled your matriculation so that you could even start in the process, they prepare your file for advancement to candidacy, and they will assist you with the graduation process. If you need help with paperwork related to the grad program, the GPC will be an excellent source of knowledge.
If you have a grievance, please bring it to the attention of a faculty member. By default, this should be the GPD, or the chair if your concerns involve the GPD. However, if you do not feel comfortable reaching out to either, you may approach other faculty members you trust. The Department will assemble a grievance committee consisting of two (2) faculty members and two (2) graduate student members. The committee will decide how to proceed based on the specifics of your case.
If you don’t feel comfortable discussing your grievance on your own, or if you are afraid of disciplinary or retaliatory action, you can bring along a GSEU representative as a neutral observer.
[Note] Grievance and Appeals Procedure from Graduate School Bulletin:
https://catalog.stonybrook.edu/content.php?catoid=4&navoid=200&hl="grievances"&returnto=search