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The purpose of the Annual Review is to offer students structured feedback between their candidacy exam and their dissertation defense. This will allow the committee to become more familiar with the student’s work over time , and will allow the student to receive constructive feedback while their research is in progress.
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Students will meet with their committee in the fall no sooner than 1 year after passing candidacy,
usually in the Fall semester. The graduate office will communicate a calendar of staggered deadlines to serve as the timeline for completing the submission of all paperwork for the Annual Review process.
Fall Semester | Spring Semester | |
Year 1 | Coursework GPA requirement | |
Year 2 | Candidacy | |
Year 3 | ||
Year 4 | Annual Review | |
Year 5 | Annual Review | Oral Defense |
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Process Summary
The student will complete an Executive Summary that includes an Individual Development Plan as well as the Annual Review Update Form. The Graduate Office encourages students to share drafts a draft of these materials with their advisor prior to completing the forms form in DocuSign. The advisor will approve of the materials form, and then the materials it will automatically route to the rest of the committee. The committee will review these documents and submit feedback, viewable only to the advisor. The advisor will collect the feedback and discuss it with the student. The student will then schedule meetings with the committee and send a follow up email to the committee summarizing the discussion. The student will then submit all documents the document, and each committee member will have the option to sign the form (without an individual meeting with the student), to request an individual meeting with the student or to request a meeting of the committee. While it is not required if not requested by the committee members, we encourage students to schedule meetings with their committee members as needed/interested. The fully signed document will then route to the Graduate Program Administrator, who will file the annual review in the student’s file.
Process Summary
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General Instructions Summary
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The Annual Review Update Form will be sent to the Graduate student at the beginning of the summer through DocuSign. The student should complete this form as quickly as possible so their committee can begin reviewing it. can be accessed here
A few helpful tips for filling out the form in DocuSign:
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- When filling out information about courses, insert the word "transfer" in the year and semester field if you took a course or its equivalent at a different institution. If you took more than 10 courses, only list the three required courses (Thermo, Transport, Kinetics) and 7 others that are relevant to your research.
- If a committee member prefers to sign on paper, they can read the simple instructions of how to complete a paper signature on the DocuSign support page. The signed form should then be re-uploaded to DocuSign, following these instructions.
- If you have more presentations or papers to report than space allows in the form, type these achievements up in a separate document. Save the additional information as as PDF and combine this document with the Executive Summary. Upload any additional information like this in a single document with the Executive summary when prompted by DocuSign.
Initial Feedback from Committee
The Graduate Program Coordinator will initiate the feedback process at the beginning of the fall semester. The committee will be asked to complete the following form via DocuSign, which will automatically route to the advisor and the graduate coordinator. I'm showing the form here only for your information.
The committee will submit feedback to the student’s advisor, based on the materials contained in the Executive Summary and the Annual Review Form. The committee is asked to rank the student’s progress as “excellent,” “satisfactory,” or “needs improvement.” It is expected that most students’ progress will be ranked as “satisfactory.” Committee members should offer feedback on how a student can improve. Concrete and measurable feedback will help the student improve their performance in the program. In fact, 64% of current graduate students in the department prefer corrective feedback to praise or recognition according to a 2019 survey conducted by the CHE Graduate Office.
Each member of the committee should include their preferred meeting type in their feedback. In order to accommodate faculty member’s schedules, meetings can be conducted individually with the student. If a student's work has serious deficiencies, it is recommended that the entire committee meet together with the student. The student or advisor may also prefer a group meeting to elicit more structured feedback.
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Action Plan to Improve Performance
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