Annual meetings with the supervisory committee are an important part of the mentorship of graduate students. These provide a venue for feedback about the progress being made on the research project, to clarify expectations for the successful completion of the degree, and for constructive criticism to be given when necessary. Committees will particularly look for progress in the areas below, and comment on these in the letter following each annual meeting that is sent to the student and placed in the student’s file.
Committee Meeting Progress Report Checklist Items
For the First Meeting
- Is satisfactory progress being made in completing coursework on the Program of Study, and are grades satisfactory?
- Is satisfactory progress being made in the research project; is progress toward research proficiency evident, and does the student show signs of taking intellectual ownership?
- Does the student meet the advisor’s expectations with regard to time and effort, lab safety, notebook standards, and citizenship?
- Is there evidence that the student reads and understands the current literature in their research area?
- Did the student complete the self-evaluation form and provide it to the committee for their evaluation?
- The committee will then, at the meeting, complete its own evaluation using the selfevaluation form (skills matrix). The form will then be attached to the Committee’s letter to be sent to the student and included in the student’s file.
For Subsequent Meetings
- Has clear research progress been made since the previous year’s meeting?
- Has the student produced work that has been presented at conferences, or in publications? If not, is there clear progress toward this goal; what are the Committee’s expectations in this area, and are they being met?
- Did the student complete the self-evaluation form and provide it to the Committee for their evaluation?
- The Committee will then, at the meeting, complete its own evaluation using the selfevaluation form (skills matrix). The form will then be attached to the Committee’s letter to be sent to the student and included in the student’s file.
Particularly Important for Fourth Year and Beyond
- Does the level of measurable research progress, in terms of meeting abstracts or manuscripts, compare favorably with previous successful PhD students, in a comparable research area, at this point in their studies?
- Has the candidate taken intellectual ownership of their project? Can they make choices about the next steps in research, or just doing what they are told?
- If any these areas are not clearly satisfactorily, is there justification for continuation in the PhD program?
Any areas in need of improvement should be clearly identified in the letter, and the student given constructive criticisms during the meeting. Expectations to be met before the following year’s meeting should be specified in the letter.
Format of the Meeting
An essential part of the committee meeting is a discussion of the student's research progress. Students should come to the meeting with their notebooks, and any other materials needed to enable them to answer questions and discuss their results. The progress report must be given to committee members no later than 10 days before the meeting, and may include any publications since the previous meeting. An oral PowerPoint presentation may be a part of the annual meeting, but is not mandated. Students should consult with their committee in advance of the meeting to ascertain whether or not such a presentation will be expected, and its length.