Scheduling Within the First Two Years
The supervisory committee must be selected and approved by the Graduate Coordinator as soon as possible after joining the permanent lab. The student must contact committee members to set up the first committee meeting, which must take place before the end of March (the end of July for students admitted in January) of the first year in the program. As soon as this meeting is scheduled, the Student Services Assistant must be informed of the date, time, and location of the meeting.
At the end of the first committee meeting, or within one business day thereafter, the student must schedule a second committee meeting. This meeting MUST take place before the end of October (February for students admitted in January) of the second year in the program. The exact date and time of the second committee meeting must be included on the report from the first committee meeting or must be arranged and communicated to the Student Services Assistant within one business day of the first meeting. To aid in scheduling committee meetings, committee members should be reminded to bring their calendars to the meeting. If this is not possible, they must be contacted immediately after the meeting to arrange the second meeting.
At the end of the second committee meeting the pre-reclassification/pre-qualification committee meeting must be arranged in the manner described above. This must take place before the end of March (July for students admitted in January) of the second year in the program. The Department will arrange for an Examination Committee member to attend this meeting once it has been scheduled.
The reclassification/qualification exam will be scheduled by the Department and will occur within the last three weeks of May (October for students admitted in January) of the second year in the program.
Scheduling for All Students after the First Two Years
After a student has reclassified or qualified, he/she must have at least one supervisory committee meeting per year (this is an SGS requirement). More frequent meetings will occur if the supervisory committee determines it necessary. Although the timing of committee meetings is monitored by the Department, it is the student's responsibility to schedule these meetings. The procedure to follow for scheduling these subsequent committee meetings is:
Whenever possible, a student receives a reminder e-mail that a committee meeting is necessary within the next two months.
Upon receipt of the reminder, a student should immediately e-mail the committee members to ask when they are available to have a meeting. You should also cc this message to the Student Services Assistant. Upon obtaining the committee member responses, the student determines a time and place that is mutually agreeable. Once these arrangements have been finalized, the student informs the Student Services Assistant. A copy of the formal notice of the committee meeting is kept in the student's file. The student is responsible for sending a reminder and their report to all committee members one week before the meeting.
Professors have been informed that they are expected to respond to the student’s e-mails as soon as possible and certainly within a few days. However, we realize that some professors may not respond in a timely manner. If a professor does not respond to a student’s e-mail within four days, the student should send an e-mail reminder. If no response to the reminder is received within three days, the student must inform the Graduate Administrator and the Graduate Coordinator. The Graduate Coordinator then contacts the professor(s).
Scheduling and Procedure for Students Completing the M.Sc. Degree
M.Sc. students who are not reclassifying must have a third committee meeting before the end of March (July for January starters) of their second year (this might be the fourth committee meeting if there was a pre-reclassification meeting). At this meeting, a clear plan should be agreed upon for the completion of the degree program. In particular, remaining experiments that must be completed should be explicitly described on the Supervisory Committee Evaluation Report. The remaining experiments should not take more than six months to complete. A terminal committee meeting must be held no more than six months later. All experiments should have been completed by this time. The student will present the outline of their thesis and receives permission to write. The M.Sc. Terminal Committee Meeting Report (available on the Departmental website) is filled out at this time in addition to the regular Supervisory Committee Meeting Evaluation Report. If experiments have not been completed, the Evaluation Report must include a clear explanation for the delay. A concise timeline for completion must also be included. Further failure to meet the deadlines of the committee will warrant intercession by the Graduate Coordinator.