PhD Progress Report Submission Instructions
SGS requires that a progress review meeting is held at least once per academic year (or more often as required). In no case should the supervisory committee go more than 12-14 months without holding a meeting. At the progress review meeting, the supervisory committee will assess and provide feedback on student progress and plans for the following year.
In order to facilitate timely submission of student Annual Progress Reports, SGS has developed an online tool called the Graduate Student Progress Tracker. The system allows for submission and review of the report to be completed online by following these steps:
- Student confirms the progress meeting date. The student should circulate their draft Annual Progress Report and any supplementary materials (draft reading lists, etc.) by email to their committee members to discuss at the meeting.
- After the meeting, the student submits their final Annual Progress Report form through the Progress Tracker online (with any additional materials, as needed).
- After the student has submitted their final report online, the supervisor will submit comments, drawing as appropriate from the committee’s discussion of the report.
- The student will review and acknowledge they have read the supervisor’s report. The student can also add comments in response to the committee’s report.
- The program administrators (Associate Chairs) will review completed reports. The meeting will also be recorded in ROSI by the graduate administrator.
The system sends email notifications to students, faculty and administrators for each step of the submission process. Instructions for each step of the submission process are provided below.
1. Meeting Date
The system will send the student an email notification to schedule their progress review meeting 30 days before the meeting is due (due date is July 1 for the first meeting in year 1, 12 months from the last meeting date for subsequent years). The student is responsible for coordinating scheduling of the meeting and entering the meeting date in the system (a student who, through their own neglect, fails to have an annual review meeting will be considered to have received an unsatisfactory report from the committee). Once the meeting date is confirmed, the student should send a draft Annual PhD Progress Report Form to their supervisory committee by email, to be reviewed and discussed at the meeting.
2. Student Progress Report Submission
At the progress review meeting, the supervisory committee will assess and provide feedback on student progress and plans for the following year. The first progress review meeting should take place by July 1 of year 1 of the program. At the first meeting, the student should prepare a draft comprehensive reading list for the comprehensive exam and the timeline for this exam should be discussed at the review meeting. The student should also provide 2-3 paragraphs on the proposed thesis area or topic.
Subsequent review meetings must be held at least once a year (this is an SGS requirement to maintain good standing in the program). In no case should the supervisory committee go more than 12-14 months without holding a meeting. All committee members must be present at the meeting (in person or remotely). Progress review meetings can take place at the same time as a program examination, if required/convenient.
After the meeting, the student should submit their final Annual PhD Progress Report Form, incorporating the committee’s suggestions for future work. The report can be saved as a draft until the student is ready to submit (commit) it. To commit the report, click “Save Changes” and “Commit Report.” Once the report has been committed, it cannot be edited further.
The report will then be made available to members of the supervisory committee. The supervisor will review and provide their comments at the next step.
3. Supervisory Committee Report
The system will send the committee an email notification once the final Progress Report form has been submitted by the student. The supervisor will enter comments of the supervisory committee into the system. The supervisory committee report must be submitted within 14 days of the review meeting.
The supervisor’s report asks for the following:
- Confirmation that the student is making adequate progress in their program: Select yes or no to indicate progress made since the last progress meeting (or since initial registration if this is the first meeting).
- If the committee recommends the student proceed to candidacy: Select “N/A” (candidacy is recommended automatically once a student has completed both comprehensive and proposal exams).
- Comments: In this space supervisors should provide a summary of comments on the students progress, including suggestions for the student’s plans for the upcoming year.
The supervisor may also include attachments (this is optional). The supervisor may save their report as a draft while in progress – once it is complete the supervisor must confirm they are ready to submit the report by clicking “Save Changes” and “Commit Report”. Once the report has been committed, it cannot be edited further. The supervisory committee report will then be made available to the student to review.
If a supervisory committee reports that a student’s progress is unsatisfactory, the student will be invited to meet with the Associate Chair to discuss the report. The supervisor may be invited to this meeting at the student’s request. If a supervisory committee reports that a student’s progress is unsatisfactory in each of two consecutive meetings, various sanctions may be recommended, including ineligibility for fellowships and termination of registration.
4. Student Acknowledgement
The system will send the student an email notification when the supervisory committee report has been submitted online. Within 14 days of submission of the supervisor’s comments, the student will review and acknowledge receipt of the report. Students will have the option to include any comments they have in response to the committee’s report.
If a supervisory committee reports that a student’s progress is unsatisfactory, the student will be invited to meet with the Associate Chair to discuss the report. The supervisor may be invited to this meeting at the student’s request.
If a supervisory committee reports that a student’s progress is unsatisfactory in each of two consecutive meetings, various sanctions may be recommended, including ineligibility for fellowships and termination of registration.
Please note, this acknowledgement is not an “agreement” with the contents of the report – rather it is a confirmation that the student has read it.
5. Program Admin Report
Once the student has acknowledged the supervisory committee’s report, the program administrators (Associate Chairs) will review and acknowledge receipt of the student and supervisor reports. The Graduate Administrator will also enter the meeting date into departmental and ROSI records.