Graduate Program (MBD): Selecting a Supervisory Committee (Thesis Committee)
When a student has chosen a Pathology laboratory in which to do thesis research, and the Pathology faculty member directing that lab accepts the student, the faculty member accepts responsibility for supervising and supporting the student's research and becomes the student's Thesis Advisor and the Chairperson of the student's Supervisory Committee.
Normally, 1 or 2 quarters spent in a thesis advisor's laboratory should be sufficient to decide upon a general thesis proposal. Waiting longer than this is discouraged because the student's project should benefit from outside perspectives as soon as possible. The next step is to form the Supervisory Committee. From the point of view of the Graduate School, a graduate student is not an official "doctoral student" until a Supervisory Committee has been appointed by the Dean of the Graduate School. The Graduate School requires that the committee be formed at least four months prior to taking the General Examination. The Pathology Program specifically requires that the Committee be formed and meet before the end of the second year.
The Student and Thesis Advisor together discuss how different potential Supervisory Committee members could contribute advice and guidance and agree upon a list of Committee members. In addition to the Thesis Advisor, the Committee must contain at least two additional Pathology graduate faculty members plus one graduate faculty member from a different department to serve as the Graduate School Representative (GSR). The GSR represents the Graduate School at all examinations, committee meetings, etc. The GSR is responsible for ensuring that proper protocols are followed and that departments comply with university standards. The GSR must not hold a joint appointment in Pathology or in other departments in which the Thesis Advisor holds appointments.
A graduate student undertaking research at the FHCRC must have at least one committee member from the Department of Pathology at the University of Washington campus.
The minimum size of a Supervisory Committee is thus 4 persons (Chair, 2 Pathology graduate faculty, 1 GSR). There are advantages to setting up a somewhat larger committee, e.g. 5. One advantage is that this provides a wider range of advice and perspectives. A second advantage is that a quorum (4 members including the GSR) exists for meetings even if one member cannot attend. The disadvantage of a larger committee is that it is more difficult to find a time/date that all members can attend.
To establish a Supervisory Committee, the student should contact prospective committee members and confirm their availability and willingness to serve on the Supervisory Committee. After doing this, the student should email the list of proposed committee members to the Graduate Program Manager, Steve Berard, who will transmit the list to the Graduate School. When the Dean has approved the Supervisory Committee, an appointment letter will be sent to the Graduate Program Manager, the student, and every member of the Supervisory Committee. The Registrar's Office is also notified and the student's graduate status is changed to "pre-candidate".
Register for Path 800 after you establish a Thesis Supervisory Committee.
Other Required Actions When Establishing a Supervisory Committee
After you establish your Supervisory Committee, you and your advisor need to sign a form documenting that you know the rules about use of animals and human subjects. You need to sign this even if you don’t intend to use animals or human subjects. By signing, you are recognizing that you know that any use of human subjects or animals must be approved in advance and that you will go through proper protocols. Go to the Human Subjects and Animal Care Approval Information section of the Graduate School website and download the form for signature. After you and your advisor sign the form simply forward it to Steve Berard at Box 357470.
If you actually plan to work with animals, you need to take the required courses. The primary course is Laws and Regulations. It is taken on-line. There are also recommended species-specific courses. You also need to be listed on your PI’s Animal use protocol.
Supervisory Committee Meetings
The Supervisory Committee must meet with the student at least once a year until the student has completed all the requirements for graduation. The Thesis Advisor and the student will be reminded every year by the Program Advisor to schedule this meeting. It is the student's responsibility to schedule these meetings and it is advisable to plan a month or so in advance. Unlike the General Exam, the yearly (or more frequent) meetings do not require that any specific number of the Committee attend (i.e. they do not require a quorum of 4), but it is obviously beneficial to the progress of the student to have as many members attend as possible.
The first meeting should be held as soon as possible after the committee is selected, and it must be held before the end of the second year. In addition to giving scientific guidance, the committee should help the student to determine when to take the General Exam and when to complete and defend the thesis. After each meeting, the Thesis Advisor will summarize the student's progress (in writing) and include any advice or criticisms offered by the Supervisory Committee. The purpose of this letter is to insure that the student understands the strengths and weaknesses in his/her progress. Specific recommendations are recorded for later reference, and problems, which may require further action, are noted. Copies of the letter are sent to the other committee members for concurrence and to the Graduate Program Advisor for the student's file.
The Graduate Advisor keeps track of these meetings . If a meeting is not held within 12 months the student and Thesis Advisor will be notified of the possibility that the student will be put on Academic Probation by the Dean of the Graduate School.