Annual Meetings and Reports

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Students should meet with their Advisory Committee each year following completion of the Candidacy Exam to discuss their progress in coursework, examinations, and research. Additionally, all students in their second year or later are required to submit an annual Activity Report. 

 


For 2021, Advisory Committee meetings can be held remotely, in-person, or a hybrid of the two. Completion of the PCPR must be initiated by the student and will conclude with the collection of student, advisor, and advisory committee signatures via DocuSign. Detailed instructions on the PCPR completion process are included on the first page of the form.

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Advisory Committee meetings, PCPR, and Activity Report requirements by year in program

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  • Advisory Committees will be determined in July of the first year. 
  • There are no PCPR or Activity Report requirements for first-year students.
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Each student must submit an Activity Report by August 15th. This report must be uploaded here and also provided to the advisor. The report title should follow the format "LastName_FirstName Activity Report - Year in Program" (e.g. Smith_Joe Activity Report - 2nd year)

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  • Each student is encouraged to meet with their Advisory Committee before August 15th in the summer term of the 3rd year. Completing and submitting a PCPR is optional. 
  • Each student must submit an Activity Report by August 15th. This report must be uploaded here and also provided to the advisor. The report title should follow the format "LastName_FirstName Activity Report - Year in Program" (e.g. Smith_Joe Activity Report - 3rd year)
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Each student must submit an Activity Report by August 15th. This report must be uploaded here and also provided to the advisor. The report title should follow the format "LastName_FirstName Activity Report - Year in Program" (e.g. Smith_Joe Activity Report - 3rd year)

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  • Each student is required to meet with their Advisory Committee before August 15th in the summer term of the 4th year. Completing and submitting a PCPR is required. 
  • Each student must complete an Activity Report and provide it to their advisor as an addendum to the PCPR.
    • The student completes all fields on pages 2-6 of the PCPR.
    • The student completes the Activity Report.
    • The student adds the Activity Report pages after page 10 of the PCPR then sends the combined document to their advisor.
    • The advisor completes their portion of the PCPR on pages 7-9 and then sends it to the members of the student's advisory committee.
    • The Advisory Committe meeting is held and, at the conclusion, the committee completes their portion of the PCPR (page 10) and then emails the completed PCPR (with the Activity Report included at the end) to Jennifer Hambach with a cc to the student and advisor.
    • The form will then be routed to all parties for signature on DocuSign.

*Students who do not hold an advisory committee meeting and/or submit a PCPR combined with the Activity Report by the end of their fourth year will be considered as not making reasonable progress in their PhD program and will receive one semester of probation to come into compliance.*

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Provided that the student has an approved summer term Application to Graduate:

  • An advisory committee meeting is not required.
  • A PCPR is not required
  • An Activity Report is not required

*Please note - a 5th-year student who initially applies to graduate in the summer term of their fifth year but who does not complete graduation requirements during that term is then required to hold an advisory committee meeting and submit a PCPR and Activity Report as early as possible in and no later than August 15th of the summer term of the 5th year. The PCPR and Activity Report will serve as the student's petition for financial support beyond the 5th year. Further instructions are included in the following section.

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This pertains to students in the 5th year who do not have an approved summer term Application to Graduate.

  • Each student is required to meet with their Advisory Committee before July 15th in the summer term of the 5th year. Completing and submitting a PCPR is required. 
  • Each student must complete an Activity Report and provide it to their advisor as an addendum to the PCPR.
    • The student completes all fields on pages 2-6 of the PCPR.
    • The student completes the Activity Report.
    • The student adds the Activity Report pages after page 10 of the PCPR then sends the combined document to their advisor.
    • The advisor completes their portion of the PCPR on pages 7-9 and then sends it to the members of the student's advisory committee.
    • The Advisory Committe meeting is held and, at the conclusion, the committee completes their portion of the PCPR (page 10) and then emails the form (with Activity Report included) to Jennifer Hambach with a cc to the student and advisor.
  • The combined form will then be routed to all parties for signature on DocuSign.

*In place of a full committee meeting, students in their fifth year may choose to meet with each committee member individually, unless a full meeting is requested by either the advisor or the Vice Chair for Graduate Studies. A PCPR and Activity Report must still be turned in by July 15th and the PCPR should include brief comments from each committee member if a full meeting was not held.*

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Provided that the student graduates before summer term or has an approved summer term Application to Graduate:

  • An advisory committee meeting is not required.
  • A PCPR is not required
  • An Activity Report is not required

*Please note - any student beyond the fifth year who does not have an approved Application to Graduate for the summer term of the current academic year is required to hold a meeting with their full advisory committee and and submit a PCPR and Activity Report by July 15th. The PCPR and Activity Report will serve as the student's petition for continued enrollment in and financial support from the Chemistry PhD program.

Any student beyond the fifth year who initially applies to graduate in the summer term of the current academic year but who does not complete graduation requirements during that term is then required to hold a meeting with their full advisory committee and submit a PCPR and Activity Report by August 15th. The PCPR and Activity Report will serve as the student's petition for continued enrollment in and financial support from the Chemistry PhD program.*

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Chemistry Graduate Program Handbook: Advisory Committees, PCPRs, and Activity Reports

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After selection of an advisor and in consultation with the student and their advisor, the Vice Chair for Graduate Studies will appoint an advisory committee for each student, typically in the summer at the end of the first year of study. The purpose of the advisory committee is to provide each student with support and guidance during their graduate career. Students should meet with their advisory committee each year beginning in their fourth year to discuss their progress in course work, examinations, and research (advisory committee meetings are encouraged in year 3, but are optional). Students who do not hold an advisory committee meeting by the end of the fourth year of study will be found not be making reasonable progress and may be dismissed from the program. Prior to the advisory committee meeting, the student and advisor must provide the advisory committee and the Graduate Studies office with a short research progress summary in the form of a PostCandidacy Progress Report. The advisory committee will provide written comments on the student's progress. In addition, students are free to meet with any committee member at any time during the year. The department hopes that this process will provide a mechanism for forging closer ties between students and faculty, both before and after graduation, and to provide additional guidance and support to students as they complete their research toward the Ph.D. degree.

The Advisory Committee must include the advisor and two other members of the Chemistry graduate faculty, at least one of whom must be in the student’s division. One member of the Advisory Committee may be from outside of the Chemistry program provided she or he is a member of the Graduate Faculty of some program
at the University (i.e., has P-status in some program).

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At the end of each academic year, all students must prepare an activity report that outlines their progress towards program requirements, presentations, publications, and other academic and professional activities. The template for the report is in the form of a CV that can be updated each year with a section of questions about program requirements. The report and an advising report must be provided to the Graduate Studies Office by the end of the summer term of each year, with a copy also provided to the advisor. Activity reports are used for advising purposes, but also are used for award nominations and program assessment data.

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Students who have advanced to candidacy must hold an annual post-candidacy advisory committee meeting. These meetings are a best practice in graduate
education, they give students a broader network of support for research and professional development, and they help resolve problems that arise between students and advisors.

The students and advisor must complete a Post-Candidacy Progress Report (PCPR) and provide it to the committee prior to the meeting. The committee should comment directly on the form during the meeting and sign the form. The completed form must be returned to the Graduate Studies Office by the announced deadline. If the student is petitioning for continued financial support after the fifth year of study, the advisor and committee must assess that petition and the prospects for completion of the dissertation within a year. 

The committee meeting is not an exam and it is not a seminar. It is a tool for both the student and advisor to get feedback and input. It should include a short presentation of progress and goals, with ample time for discussion. These meetings typically take one hour, but it is recommended that they are scheduled for 90
minutes in case closed discussion with the committee is required after the meeting. The committee meeting should include a discussion of career goals and necessary or useful professional development. Students are highly encouraged to complete an Individual Development Plan and provide it to the committee with the PCPR.
The myIDP site from Science Careers or the ChemIDP site from the American Chemical Society are useful tools for completing and IDP.

Students who reach the end of the fourth year of study who have not yet held an advisory committee meeting will be found not to be making reasonable progress, and will receive a short term of probation to come into compliance before being dismissed from the program. The Vice Chair will set a deadline earlier than the end
of the summer term (typically around July 15) for committee meetings that must include a request for funding beyond the fifth year. The entire committee should meet with the student for the initial meeting in the third or fourth year (although participation by videoconference is acceptable). The student may opt to meet with the committee members in smaller groups or individually in the fifth year, but if there are issues with progress or other serious matters, a meeting with the full committee is recommended and may be required by the Vice Chair.