10/31/2013
Motion:
As a first step in our efforts to decrease the time to graduation for our PhD program students,
the BME faculty approves the new timeline and new processes to enforce that students stick to
the timeline as detailed in the document provided to the faculty and dated October 31, 2013.
GEC Proposal on Graduation Timeline and Implementation
A review of our program by the GEC has determined that the time to graduation for PhD
students is longer than desired. As a first step in fixing this problem, we propose to implement
a new procedure that places the burden of reaching the first 4 milestones toward graduation
firmly on the shoulders of the students, not their advisors. The following proposal clearly states
what these milestones are, when they are to be reached, and what the consequences are
should the students fail to meet the milestones. Each milestone has a 3 strikes and you're out
rule. The first strike is when the student fails to meet the milestone by the time listed in the
table. The student will then receive a letter from the GEC informing them that they have
missed the deadline and giving them a set time to meet the milestone. The 2nd strike involves
them missing the date set in the letter. This triggers a letter to the student calling them in front
of the GEC where they will be asked to explain why they have not yet met the milestone. At the
conclusion of this hearing, the student will get a new date by which they must meet the
milestone based on their personal details. Failing to meet this deadline constitutes the 3rd
strike at which point the student is removed from the PhD program and converted to a terminal
MS student.
a. Proposed timeline
Year
1
2
3
FALL
Com. Mtng starts (require min
of one per year)
SPRING
POS -due
SUMMER
Latest time to taking
ORAL
R21 PROPOSAL must
be completed
b. Implementation:
i. The consensus among GEC members was that GEC should implement the above time
line for students. We would like to begin ASAP, by getting the timeline approved by the
full faculty, and then notifying all students that we will begin holding them to this time
line starting next Fall. Depending on their individual year of study, they will be held to
different standards, according to the above plan.
ii. POS – If missed, the student will get a letter requiring the student to submit a
completed POS in 2 weeks (strike 1). If the student fails to submit the POS in 2 weeks,
he/she will get a second letter requesting the student to come to GEC (strike 2). GEC
will give the student a final deadline for the 3rd strike.
10/31/2013
iii. 1st Committee meeting – If not reported to Carol/GEC, the student will get a letter from
GEC requiring the student to organize a committee in 2 months (strike 1). If the student
fails to have a committee meeting in 2 months, he/she will get a second letter
requesting the student to come to GEC (strike 2). GEC will give the student a final
deadline for the 3rd strike.
iv. ORAL Exam – 2nd year is the latest time to take the oral. If the student has not
registered to take the oral 1 month prior to the offering of the exam in their 2nd year,
they will receive a letter from the GEC informing them that they must take the exam
that year. If not, they will be converted to a terminal MS student. If they take the exam
that year and fail, they may take the exam again at the end of their 3rd year. A 2nd fail
will result in their being converted to a terminal MS student.
v. R21 proposal – must be completed by the end of the summer following their 3rd year. If
not completed by that time, this constitutes strike 1. A letter will be sent from the GEC
stating that strike 1 was received and giving the student 3 months to complete the
exam. If the student misses this deadline, they will receive strike 2 and be called in front
of the GEC to explain their situation. A new dead line (case specific) will be set for the
student to complete the exam. Missing this deadline results in strike 3 and the student
being converted to terminal MS status. The policy of only one failed attempt remains in
place, regardless of the number of strikes. If the student fails the exam, the GEC
representative at the exam will ensure that a deadline of <6 months is set for the
student to re-tool and take the exam again. This deadline will be communicated to the
GEC by the representative and no new strikes will accrue during this period.