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The Action Plan should be concisely presented to the committee in 10-15 minutes. It should contain a clear timeline and metrics for measuring improvement. There are no formatting requirements. While it might be most beneficial to the student to meet with the committee in a group (virtual attendance is acceptable), this may not be possible given the diversity of committee members. For serious deficiencies, group meetings are suggested, but not required.
Meeting to Discuss Performance Goals
If a student’s work is ranked satisfactory or, more rarely, excellent, the performance goals notated on the Annual Review Form and within the Executive Summary will be sufficient to initiate discussion with the committee. Committee members can meet individually or within a group with the student. A group meeting may be called by the student, the advisor, or any member of the committee. Group meetings should be short, ideally lasting less than 45 minutes. Individual meetings can be shorter, between 10-15 minutes.
When reserving a room for a group meeting, schedule time before and after the meeting for set up and clean up. Room reservations can be done in CPE through the departmental website.
Summarizing Meeting Discussions
The student is expected to take clear notes of the committee’s feedback during the meetings. A single summary email will be sent by the student to the entire committee, including the advisor(s), after the conclusion of the meetings. At this point the committee can offer clarification as needed. This summary process should occur for all students regardless of the way their work has been ranked.
Annual Review Signature Page
The student will collect the signatures from each member of their committee on the Annual Review Signature Page. The student is responsible for printing the signature page and taking it to their committee members for signatures. Digital signatures are acceptable.
By signing the Annual Review Signature Page, each committee member agrees that they have read the Annual Review Update Form and the Executive Summary and that they have met with the student either in a group or individually. If the student's work needed improvement, a signature indicates that the student's proposed action plan is sufficient to remedy any deficiencies discussed in the student's review.
Forms can also be found at the Forms Page of the handbook.
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