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Graduate Student Committee Procedures

Graduate Student Committee Procedures

  1. Justification:

    A graduate student’s committee is responsible for approving a student’s program and promoting communication among the graduate student, the committee chair (or adviser), and the members of the committee, and, more generally, for helping to ensure the successful completion of a student’s program. The committee should be appointed as soon as possible in a master’s program and immediately after the doctoral student’s admission to candidacy. The following Doctoral Student Committee Policies and Procedures are designed to achieve these goals, minimize misunderstandings, and help foster a collegial relationship among the graduate student, the committee chair, and the members of the committee throughout the graduate student’s program. Each doctoral student, chair and committee member should receive a copy of these policies and procedures.

  2. Policies and Procedures for Doctoral Students and Committees:

    1. The doctoral committee should meet with the student at least once per year to (1) provide guidance, (2) finalize and approve the research proposal of the student so that there is a clear understanding of the research goals and objectives, (3) assess the quality and progress of the research, and (4) discuss programmatic issues (e.g., course requirements).

    2. Both the chair and the student are responsible for providing a copy of the final draft of the dissertation to the committee at least 2 weeks prior to the scheduled date of the final oral examination. The chair should schedule a date for the examination with the Office of Graduate Enrollment Services at least two weeks prior to the examination.

    3. Both the chair and the student are responsible for ensuring the completion of a draft of the dissertation and for adequate consultation with members of the doctoral committee well in advance of the final oral examination. Major revisions of the dissertation should be completed before this examination. The dissertation should be in its “final” draft, with correct and polished content and style, appropriate notes, bibliography, tables, etc., at the time it is distributed to the committee members. If committee members find that the draft submitted to them is not in this form, the chair is notified and postponement of the examination is considered.

    4. If a committee member finds that the “final” draft is not correct and polished with respect to content and style, it is his/her responsibility to notify the committee chair (or adviser) at least one week in advance of the final oral examination date. The committee member should indicate his/her concerns regarding the draft and recommend consideration of postponement of the examination to the committee chair (or adviser). The committee chair (or adviser), in consultation with committee members, is responsible for notifying the student and assessing whether the student can make the necessary revisions to the “final” draft before the examination date. If it is determined that revisions cannot be made in time, the examination should be postponed. If differences exist among committee members, the department head or program chair should be consulted to hear the expressed concerns and determine whether the examination should be postponed.

    5. If the dissertation is deemed unsatisfactory at the time of the examination by at least two-thirds of the committee, the student will fail the examination. If a candidate fails, it is the responsibility of the committee to determine whether another examination may be taken by the student.

    6. The primary responsibilities of The Outside Member are to (1) maintain the academic standards of the Graduate School and (2) assure that all procedures are carried out fairly. The Outside Member represents the Graduate School and, as such, The Outside Member shall be a member of the Graduate Faculty but need not have direct expertise in the research area of the candidate. The Outside Member may contribute technical expertise, but this role is subordinate to the aforementioned primary responsibilities. The Outside Member shall not hold an appointment having a budgetary connection to or other conflict of interest in the department or academic unit to which the doctoral program belongs, or to the department or academic unit of the chair or dissertation advisor, and cannot serve as either chair or co-chair of the committee.

FORMS ARE AVAILABLE THROUGH THE GRADUATE PROGRAM OFFICE.

Please note:

  1. Although master’s programs vary widely across the University and differ from doctoral programs, departments and programs are urged to follow the spirit of the Procedures for Doctoral Students (points 1-6 above), when appropriate, for graduate committees of master’s students. These Procedures (points 1-6) should be added to graduate program handbooks and/or web sites of departments or programs.