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Graduate Student Tracking Process

All graduate students will need to submit an annual report from starting after they have been enrolled in our department for one year.  This is part of our departmental student progress tracking and will be overseen by the Graduate Student Evaluation committee.  This committee will specify the deadlines for handing in the forms.  The failure of the student to complete this progress report by these deadlines may affect their standing in the graduate program.

The exact implementation details depend on the stage of the student’s graduate career.  The Departmental Graduate Advisor has the evaluation responsibilities for pre-preliminary candidacy students and for terminal Master’s degree students. In the preliminary candidacy stage, the Graduate Student Evaluation Committee or the student’s research advisor will carry out the evaluation with oversight from the Graduate Student Evaluation Committee. In the candidacy stage the student’s research advisor carries out the evaluation with oversight from the Graduate Student Evaluation Committee.

The revised procedures are as follows broken down by stage in the program.

First semester: All students will meet with the Departmental Graduate Advisor before the start of classes of their first semester. They are also required to meet with the Departmental Graduate Advisor at least once before the end of the first semester, ideally around the time of enrollment for the second semester.

Before preliminary candidacy or seeking a terminal Master’s degree: These students will submit the annual report form to the Graduate Coordinator who will forward it to the Departmental Graduate Advisor. A meeting will be initiated with the Graduate Advisor if there are concerns. The first form must be submitted between the 10th and 14th month following each student’s entry into the program. Following this, the evaluation will occur at 10-14 month intervals for the duration of the student’s tenure in our graduate program.

Between preliminary candidacy and passing the comprehensive exam: Students will submit their annual report form to the Graduate Coordinator. The form will be evaluated by either the Graduate Student Evaluation Committee or by their research advisor, if requested by the student and agreed to by the advisor. In the case that the research advisor completes the non-student portion part, the advisor will submit it to the Graduate Coordinator by the submission deadline.

After passing the comprehensive exam: Students will submit their annual report form to the Graduate Coordinator. Their research advisor will evaluate the form. The advisor will complete the non-student portion and submit it to the Graduate Coordinator by the nominal submission deadline. The Committee will read the submitted forms and the comments of the research advisor.

For preliminary candidates and candidates, the Graduate Student Evaluation Committee may, at their own discretion, initiate a meeting with the student and the student’s research advisor, should one exist, and the committee members. A meeting should be initiated if there are unsatisfactory remarks or warning signs or if the student or research advisor requests such a meeting. The goal of the meeting should be to develop a plan to address the concerns identified from the report.

Here is a flow chart which shows who will evaluate the student reports.


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