annual progress report for phd students

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Ph.D. Student Handbook

Annual ph.d. progress report.

Starting in their second year, students will meet with a mentoring committee annually. Prior to candidacy, the mentoring committee will be composed of their Qualifying committee. After candidacy, the mentoring committee will be composed of their Dissertation committee, which depending on the nature of a student’s thesis may include members of the Qualifying committee. At least one week prior to the annual meeting (which also includes the candidacy exam), the student will provide a brief progress report (3-page max, excluding non-mandatory figures), an updated CV, and a copy of their IDP. At the beginning of the meeting, the student will meet alone with the committee, followed by a meeting of the advisor(s) with the committee. The committee chair will fill out the PhD Committee Meeting Report.

Access the Progress Report Submission form her e.

The purpose of the Dissertation Committee is to provide objective advice and fresh points of view to the student and Advisor. A lively discussion may be expected at these meetings, which is sure to benefit the student and the student’s research. Committee meetings are also important for ensuring that the student is: i) on schedule to complete the Thesis in an appropriate time frame, including maintaining the appropriate balance of experiments, analysis, writing, and dissemination; ii) thinking about and effectively pursuing post-graduation career plans; and iii) at the appropriate time is given permission to defend.

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The Graduate School

Template for annual reviews for doctoral students.

As part of an ongoing effort to foster good graduate student mentoring and facilitate communication between graduate advisors and advisees, The Graduate School has developed a template for annual reviews for doctoral (and potentially other) students .  The purpose is to provide a tool that programs can use to: (1) allow students to report and reflect on their progress and accomplishments during the previous year and plan their activities and efforts for the coming year, and (2) aid major advisors in providing their graduate students with feedback on their progress to date and plans.   The template is attached, along with examples of similar forms currently being used by some departments (English, Marine Sciences, and Psychology).  The template draws from examples such as these, and incorporates feedback received from the Graduate Faculty Council and the Executive Committee.

Importantly, the template is designed to be   customizable .  We anticipate that programs will modify it — adding, changing, or deleting items – to suit the specific needs of their programs.  Although use of this or any form is purely voluntary (i.e., there is no Graduate School requirement that annual reviews of this sort be conducted), we strongly urge programs to institute a process based on some version of a tool like this.

We are distributing this template now so that programs that want to do so can use it this academic year.  However, we view this as a “living document” that we will be revising as we receive feedback on it.  In addition, we will be developing guidance/tips on implementations suggestions and strategies that we will be posting on the TGS website, along with the template itself, over the coming months.

Download Template

If you have any questions or suggestions regarding the template itself or its use, please reach out to us at   [email protected]   or   [email protected] .

Kent E. Holsinger Board of Trustees Distinguished Professor Vice Provost for Graduate Education  and Dean of The Graduate School

Kathleen Segerson Board of Trustees Distinguished Professor Associate Dean of The Graduate School

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Dissertation title: “Voices of Empire: Romantic Popular Poetry and the Construction of Anglo Identity” Field of study: English This dissertation examines the construction of national identity throughout the British Empire in English popular culture from the 1770s-1810s. Specifically, it considers national identity performed in poetic voice in poetry published primarily in newspapers, magazines, and periodicals, along with a few volumes of poetry funded by subscription.

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• Annual Progress Reporting

The Graduate School requires an annual report for each students progress towards their degree. From the Chemistry Department’s perspective, these annual reviews are meant to create a positive sense of direction for the student, and to enhance communication between the student, research advisor, and supervisory committee. Its purpose is also to prevent potentially bad situations from developing, and to aid and direct the student at all stages of the PhD program. It is one way in which the faculty is able to express to the student what the faculty feels is important in graduate education.

A description of required reporting and who is responsible for generating the report is described below.

First Year Students

At the completion of the first year of study, students not achieving the necessary minimum grade point average (3.0) required for good standing, will receive a letter from the Dean of the Graduate School detailing their academic standing. In general, this will be based on the student’s performance in the academic course work taken during the first year in the program. If the student has not achieved the necessary minimum grade point average (3.0) required for good standing, in most instances the student will be placed on academic probation with specific performance expectations for the upcoming academic year spelled out in detail. In rare instances, if the student’s academic performance in the first year has been unusually weak, the student’s graduate program may be terminated. 

Second Year Students

The Graduate School requires all graduate students beyond their initial year of study to file annually with the Director of Graduate Studies a written report that details their progress towards the Ph.D. degree. For second year students in chemistry, this report can be the document that was submitted as part of the preliminary examination during the spring semester. At the completion of the second year of study, each student will receive a letter from the Director of Graduate Studies that summarizes the results of the preliminary examination and makes note of any specific recommendations from the student’s Ph.D. committee.

Third Year Students and Beyond

All chemistry graduate students in their third year of study and beyond are required to submit an annual progress report, guidelines for the preparation of which are presented below. This report serves as the basis for the department’s annual review of the professional progress of its advanced graduate students. By end of April, each student should submit copies of this report to his/her research advisor and to the other members of the Ph.D. supervisory committee, with one additional copy being submitted to the DGS office. By early May, the DGS is required to certify to the Graduate School that all reports from advanced chemistry students have been received.

The annual progress report should normally be no more than two pages in length, and should include:

• a description of progress made over the previous year (including a listing of coursework, dissertation research, publications, scientific presentations, completed portions of the dissertation, etc.);
• an approximate target date for the final PhD defense; and
• an indication of future plans after successful completion of the PhD (post-doctoral, university teaching, law school, etc.).

Depending on the academic year of the student, these annual progress reports will be processed in the following different ways:

Third Year Students: 

For students completing the third year of study, supervisory committee members should alert the research advisor to any concerns they may have. The research advisor will then indicate to the DGS office whether the student’s progress has been excellent, good, satisfactory, or unsatisfactory. If the student’s progress is deemed satisfactory or better, the research advisor should convey this information to the student, preferably in a one-on-one meeting. If the student’s progress is deemed unsatisfactory, the research advisor should indicate to the DGS the nature of the problem and recommend that the student’s Ph.D. advisory committee be convened in the early Fall of the student’s fourth year of study. Also, because the Fall semester of the fourth year is also the time for students to present and defend an original research proposal, the research proposal committee can recommend that a student’s Ph.D. advisory committee be convened should serious concerns arise during the research proposal defense.

Fifth Year and Beyond Students: 

For students finishing their fifth year of study and beyond, the supervisory committee members and research director will respond to the annual progress reports in the same manner as for third year students. In addition, each advanced graduate student will meet with the Ph.D. supervisory committee early in the following Fall semester (no later than Nov. 30). Using the annual progress report as a discussion starting point, it is expected that this meeting will last thirty minutes or less as the committee determines the student’s professional trajectory, including developing post-graduation plans. At the conclusion of the meeting the research director will provide the DGS with a summary of any specific recommendations. The research director will also convey the sense of the committee to the student.

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Student progress review.

The Student Progress Review (SPR) is an interactive process intended to support the regular exchange of constructive, written feedback between advisees and advisors. It codifies a process for research degree students and their special committees to have at least one formal conversation per year about academic progress and future plans. In academic disciplines where students are encouraged or required to complete an Individual Development Plan (IDP), the SPR process can help fulfill this need.

Using the SPR form, students are asked to reflect on their recent accomplishments, identify challenges, and set goals. Committee chairs then review their students’ SPR forms and enter constructive feedback. Chairs indicate whether progress has been excellent, satisfactory, needs improvement, or is unsatisfactory. Feedback that is documented on the SPR will be made available to the student, all members of the student’s special committee, and the DGS/GFA of the student’s field.

• SPR Form Information
• SPR Form Tips for Students  (PDF)
• SPR Form Tips for Faculty (PDF)

Log into your SPR Forms Portal (for students and faculty approvers) to see forms history and forms awaiting your approval.

Overview of the SPR Process

Step 1: The deadline for students to complete the SPR is April 1. Each graduate field sets its own timing and annual due dates for the SPR process; fields send students instructions and a link to the SPR form at the appropriate time.

Step 2: Student schedules the SPR meeting with their advisor/chair (some fields may expect that this occur in conjunction with a meeting of the special committee). 

Step 3: Student completes their portion of the SPR form. Depending on the field’s practices, the student may submit the form at this point or download a draft version to share with their chair and other special committee members prior to submitting the form through the online system.

Step 4: SPR face-to-face dialog.

Step 5: If the student saved their SPR form as a draft, they may edit the form after meeting with their chair and/or special committee. Upon submission by the student, the form is routed to the special committee chair (after this point the student cannot edit the SPR form unless it is returned to them by their chair).

Step 6: The special committee chair enters written comments and evaluates student progress. Depending on the field’s practices, the chair may incorporate feedback provided by other members of the special committee and graduate field.

Step 7: Contents of the form will be available to the student, the student’s special committee, DGS, and GFA.

Frequently Asked Questions

Who is required to complete a SPR?

All M.A., M.S., and doctoral students in who are in the second year of their program or beyond must complete a SPR form each academic year. Students on leave of absence are excluded from this requirement.

What is the deadline to complete the SPR? 

While the Graduate School simply requires that a SPR be completed once each academic year, each graduate field sets its own timeline for students and faculty to complete the SPR. The deadline for students to complete the SPR is April 1. To confirm when the SPR is due for your field please contact your GFA or DGS.

How long will it take to fill out the SPR form? 

For most students it should not be difficult or time-consuming to complete the self-reflection and goal-setting portions of the SPR process. If you run into difficulties or have questions it may be helpful to discuss these with your advisor. The online form allows you to save your responses and return later.

Some of the questions on the SPR don't seem relevant to me. What should I do?

While most questions on the SPR form will be generally applicable to students across a range of fields and academic disciplines, some questions might not apply to your specific situation. It’s perfectly acceptable to note that a question is “Not Applicable,” or to contact your advisor or GFA for more specific instructions.

Can a student share a draft of the SPR form with their chair/committee prior to electronically signing and submitting the finished form? 

Yes; students may save their SPR form as a draft (without submitting) to download and share with their chair and/or special committee via email. They may then return to the online form and edit it before electronically signing and submitting it. See the “SPR Form Tips for Students” (top of this page) for detailed instructions.

Who will see content of the completed SPR form? 

The purpose of the SPR form is to document, in writing, a conversation that should be happening between students and their mentors, so the primary audience of the competed form is, of course, the student and the special committee. Graduate fields provide support and oversight to this advising relationship so the DGS and the GFA will also have access to completed forms. The final SPR, with comments from both the student and advisor, will be added to the student’s file. Staff of the Graduate School will not regularly review SPRs but may contact students who receive ratings of “needs improvement” or “unsatisfactory” to help develop support plans.

Is a SPR needed if students and their advisors already communicate on a regular basis?

Most faculty advisors strive to provide regular, thoughtful feedback. However, the Graduate School has frequently heard that students expect more structured feedback in writing. This is especially important for establishing shared and agreed-upon expectations, for overcoming information that may be incorrect or misunderstood, and for when problems arise. Additionally, research suggests that “formal annual evaluations tend to increase the numbers of students who complete, and are therefore preferable to sporadic and informal reviews . . . Some form of progress-tracking, annually or each semester, allows the student and supervisor to meet and establish objectives for the year. This ensures that both students and advisors be held accountable for timely progress and for constructive feedback” (Council of Graduate Schools, Ph.D. Completion and Attrition).

In the SPR process, what is the role of the special committee chair? 

It is expected that chairs will meet in person with their students to discuss the SPR (some fields may expect that this occur in conjunction with a meeting of the special committee). The SPR meeting provides an opportunity to discuss the student’s overall progress, provide feedback, clarify expectations, and establish shared objectives for the year.  

When a student electronically signs and submits the form, it is routed to their chair. After the form is submitted by the student, they are not able to make edits unless the form is returned to them by the chair using the “reject” function in the online system.

Chairs are expected to complete the faculty feedback section of the form after meeting with the student. Depending on the field’s practices, the chair may also incorporate feedback from the special committee. Core questions in the faculty feedback section ask for written comments about each student’s demonstrated strength and weaknesses, as well as an overall evaluation of the student’s progress. 

After reviewing a student’s entries, how can the advisor/chair return the SPR form to the student for further editing?

The advisor/chair may use the “return” button at the bottom of the SPR form page to send the SPR form back to the student for revisions. The chair will have the opportunity to include a message to the student (e.g., “Please revise goals for the coming year and resubmit”).

What categories are used by faculty to evaluate student's overall progress? 

• Excellent – Exceeds expectations overall; progress and performance are exceptional in one or more areas.
• Most students who are meeting the requirements of their program, making good progress, and developing and acting on thoughtful plans and goals should be assigned this rating.
• This is a signal that some changes are required to get on track for successful completion of the degree. Obstacles and challenges must be addressed through appropriate planning, goal setting, and follow-through. Sometimes a short-term disruption or setback can slow progress, but such challenges can usually be overcome with careful planning and targeted support. It’s important that students and committees develop a plan, make needed adjustments, and check-in with each other frequently. This rating should serve as a clear communication to the student that improvement is needed, and to the special committee and graduate field that monitoring and support will be needed.
• The Graduate School will contact the graduate field, special committee chair, and student to share information about helpful resources and best practices for developing actionable improvement plans. 
• This rating indicates that the student has made little or no academic progress in the preceding one or two semesters to the extent that lack of progress endangers their ability to complete their degree in an appropriate timeframe. Students who are rated as “unsatisfactory” are not considered to be in good academic standing with the Graduate School and may be ineligible for fellowship or assistantship support until they return to good standing.
• The Graduate School will require that students develop a detailed improvement plan with clear timeframes in coordination with their special committee and graduate field.  
• The Graduate School will contact the graduate field, special committee, and student with a message noting that the student is not considered to be in good academic standing. The student will be required to submit for Graduate School approval their improvement plan and a timeline for returning to good standing, developed with input from the special committee chair. 
• The Graduate School will enforce the terms of this plan. If the terms are not met, the student may be withdrawn from their Cornell graduate program.

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Annual Progress Reports

Doctoral candidates have to submit a progress report every year once they have passed the public presentation. The annual progress reports serve two purposes:

First, they take stock of the progress made during each year of the doctoral studies. This may sound trivial, yet it helps both doctoral candidates and their supervisors to keep track of their doctoral projects and to avoid pitfalls that could have been easily avoided in retrospect (e.g. unrealistic timetable, procrastination, etc.).

Second, in the annual reports changes can be documented that become necessary or even desirable during the doctoral studies which could not have been anticipated when the dissertation agreement was signed. For instance, it might occur that the initially intended data collection becomes impossible because access to special archives or datasets was denied. Alternatively, it might be that new opportunities turn up, such as a new conference or workshop on the topic of the doctoral project. These changes to the dissertation agreement need to be documented in the annual reports. However, it is important to emphasize that ultimately it is up to the Director of the Doctoral Study Programme to accept these changes.

 Submission of Annual Progress Reports

The annual progress report has to be sent to the respective SSC. Please check the website of your SSC for submission deadlines and for documents which have to be submitted in addition to the annual progress report.

Please note that for many funding schemes (e.g. dissertation completion fellowship) studying according to the university regulations is required. This includes the subsmission of annual progress reports.

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Annual Progress Report

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Key Dates for a 4-year Full-Time PhD Student

Annual Progress Report :

All RPg students will be assessed by their academic host departments/schools annually.  Each RPg student is required to submit a progress report and will be allowed to proceed on with his/her studies subject to satisfactory performance as judged by D/SRC.

The reporting requirements will be announced at the appropriate time in each academic year.

HKPFS students are required to submit a Progress Report on an annual basis to the RGC via GS and D/SRC Chair during the Fellowship period.

* Full-time stipend recipients have to complete programme registration within the period specified in the Notice of Offer and report study at the General Office of the host department/school on or before the deadline as specified above in order to receive the full-month stipend in the first month. Stipend recipients who fail to complete programme registration or report study by the deadline will start receiving stipends from the first day of the following month of the date that he/she commences study.

#  This schedule of taking Research Language Skills Assessment (RLSA) is applicable to RPg students of the 2021/22 Cohort and after.

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Student Annual Progress Report

Introduction.

Each PGR student is to be reviewed at least once per year, in accordance with the Progress Review Policy. The forms are completed in MMS (https://mms.st-andrews.ac.uk/mms/)

There three key forms in the review process;

• a report from the Supervisor
• a self-assessment from the Student
• a report compiled by the Review Team

The student and supervisor reports will be read by the Review Team and will inform the Reviewers' report. The Reviewer report will make a recommendation based on the progress of the research degree, which will be one of four categories of possible outcomes: green, yellow, amber or red. Depending on the outcome subsequent reviews may be held at different frequencies.

This Student self-assessment is a crucial part of your annual progress review and must be submitted alongside any other material requested by your School (e.g. draft introduction, or sample chapter). It will be used by your reviewers to inform your progress review interview, and will be seen by your supervisor.

To complete the form, you will need:

• a brief description of your project,
• how often you have met with your supervisor and what form this takes,
• wither or not you have discussed and/or carried out any ethical or risk assessments,
• information on academic work not related to your research,
• a detailed completion plan,
• information on any issues associated with your project,
• information on any additional support you think would help your project,
• a description of how your progress to date has been, including an assessment of wither or not you expect to complete on time.

Creating and submitting a new form

The Postgraduate administration forms are completed in MMS (you can access MMS either from the links on the ‘Current Students’ tab or via the links on the ‘My Courses’ tab in MySaint. Each current student studying a research degree will have access to a ‘RESEARCH’ module in MMS. This module will be related to the subject of your degree and will have the subject code as a prefix (for example, the RESEARCH module associated with Biology is entitled ‘BIOL-RESEARCH’).

Figure 1 : Link to Postgraduate Administration tool and Reviewer Report overview

Each RESEARCH module will have a ‘Postgraduate Administration’ tool. This tool is used to handle a number of postgraduate related administration forms, such as annual progress reports, examining committee nominations and leave of Absence/Extension requests. To access the tool, click the ‘Postgraduate Administration’ tool link, an example of which is given in Figure 1 .

Annual Progress Reports are handled on the ‘Progress Reports’ tab in the Postgraduate Administration tool. Any existing self-assessment forms, any submitted supervisor reports and any submitted reviewers’ reports will appear in the corresponding sections of the page (see Figure 1 for an example). To create a new self-assessment form, click the ‘ Create new ’ link in the ‘Your self-assessment forms’ section. This will create, and direct you to, a new student annual progress review.

An example if the student annual progress review is given in Figure 2 . The review comprises 8 questions, all of which need completed before the form can be submitted. At any time, you can save the form using the ‘ Save’ button at the bottom of the form to be completed at a later time. When you save the review, if a question has been answered then a green border will appear around the question (see Figure 2 ). If the question has no answer then the red border will remain.

Once you have completed the review, you can submit the form to your school by clicking the ‘ Submit Review ’ button at the bottom of the form.

Note : You must answer all 8 questions before the review can be submitted.

Figure 2 : Example Student Progress Review

Help and Assistance

If you wish to raise concerns that you do not feel comfortable with your supervisor seeing, you should share them with the Director of Postgraduate Studies (DoPG) in the first instance. You should also, however, feel free to approach the Registry Student Support Officer  or the Pro Dean Research Postgraduate .

For technical help and assistance please email IT Service Desk:  [email protected] .

Annual Progress Report

On commencement of Independent Work (e.g. Doctoral Thesis), students are required to submit progress reports on an annual basis until they have submitted the final version of their Independent Work for oral examination and completed any other academic requirements.

Student concerned are required to submit the assessment form (SGS62), together with cover sheet with details of the composition of qualifying panel members from “AIMS” and required copies of Annual Progress Report to their supervisor on or before 31 August of each year for assessment.

To obtain the cover sheet and assessment form (SGS62), students are required to Log onto CityUHK  “e-Portal” → Select “AIMS” → Go to “Student Record” tab and choose “ My Study Details (for Professional Doctorate Programmes)” . Click here to obtain the " User Guide on how to obtain the cover sheet and blank assessment form via AIMS "