Procedures for Examinations and Formal Meetings

• Program Meetings: Although the Graduate School requires formal program meetings for doctoral and MAIS students, students are not required to formally schedule the program meetings with the Graduate School. Prior to a program meeting, doctoral and MAIS students need to select a GCR from a list provided by the Graduate School and schedule the meeting with all committee members. Following the meeting, doctoral and MAIS students will submit the signed Program of Study form to the Graduate School. In addition to this:
  • MAIS Students need to print the MAIS Program Meeting Checklist (MS Word File) and take it to his/her meeting. The Graduate Council Representative will complete and sign this form and return it to the graduate school with the signed Program of Study.
  • Doctoral Students need to print the Doctoral Program Meeting Checklist (MS Word File| Adobe Acrobat File) and take it to his/her meeting. The Graduate Council Representative will complete and sign this form and return it to the Graduate School with the signed Program of Study.
• Thesis Proposal Meeting: A formal thesis proposal meeting is recommended but not required by the Graduate School. It is, however, required for some majors. This meeting should be held with the student's committee prior to the start of any substantial thesis research.
• Doctoral and Master's Examinations

Exam Scheduling Form: You must schedule all examinations required by the Graduate School using the Exam Scheduling Form. You must submit this form at least one week prior to a doctoral preliminary exam or a master's final exam, and two weeks prior to a doctoral final exam. You are responsible for:

• Informing the Graduate School of the date, time, and place of each exam
• Confirming the committee membership
• Notifying and reminding the committee of the exam date, time, and place

Physical Presence at Committee Meetings: It is generally expected that all committee members or approved substitutes must be present for all meetings required by the Graduate School and for all formal examinations. If you have a special case in which a committee member may need to participate remotely, you and your committee must assure that all the conditions listed on the Remote Participation Form are met, and you must submit the form to the Graduate School prior to the meeting.

Changing your committee membership: If it becomes necessary to replace one of your committee members after your committee has been established or to substitute a committee member for a particular meeting or exam, refer to your committee composition requirements, and ensure that your replacement member is a member of the Graduate Faculty and has been approved for his or her proposed role. If the faculty member is not a member of the Graduate Faculty or is not approved for the role proposed, your major department will need to nominate the proposed member to act in that role using the Nomination to Graduate Faculty form. Committee structure is evaluated by the Graduate School when your Program of Study is received and when you schedule your formal examination(s).

Available times for meetings and exams: Program meetings, preliminary oral exams, and final oral exams may be held only during the periods when classes are in session (including finals week).