Your browser is unsupported

We recommend using the latest version of IE11, Edge, Chrome, Firefox or Safari.

Annual BME/BIOI PhD Student Evaluation Process (AY 2025-2026)

As part of the mandatory PhD evaluation process for AY25-26, please review the revised instructions below. Either the student progress update form or the annual thesis committee meeting is required for all BME and BIOI PhD students depending on your year in the PhD program.

A. Requirements

  1. Late prior-year reviews: If the student’s prior academic year’s annual evaluation was delayed into the start of Fall 2025 (i.e., on or after Aug 16, 2025), they must still complete the current academic year’s annual evaluation process (AY 2025–2026) as outlined below.
  2. 1st–2nd Year Students: All PhD students in their first or second year of study as of August 16, 2025 (start term: Spring 2024, Fall 2024, Spring 2025, or Fall 2025) must complete this progress update form (link) by August 15, 2026. They are not required to hold the annual committee meeting described below. However, their advisor is required to complete the evaluation form noted in Section C.1.
  3. 3rd Year Students and Beyond: All PhD students in their third year or later as of August 16, 2025 (start term: Fall 2023 or earlier) must organize and complete their annual committee meeting by August 15, 2026, unless an exception applies (see below).
  4. Exceptions: A Graduate College–regulated preliminary exam or final dissertation defense may substitute for the annual committee meeting. To request this exception, students must submit the exception form (link) after their committee approval form has been submitted to the BME office.
  5. Committee formation: Committees must be formed in accordance with the “Build a Preliminary Examination Committee” rules found here: link. It is strongly recommended that all 5 intended committee members, including the advisor, be identified so the student can get comprehensive feedback during the annual committee meeting and in preparation for the preliminary examination. For the annual evaluation itself, at least three committee members, including the advisor, must participate.

B. Student Responsibilities

  1. Scheduling: Coordinate with your committee to schedule the annual meeting. Meetings may be in-person, virtual, or hybrid and should last between 1–2 hours.
  2. Write-Up: Prepare a 2–3 page write-up following these guidelines. This must be sent to all committee members at least 7 days before the meeting.
  3. Presentation and engagement: Prepare and deliver a 30–50 minute presentation following the same guidelines, answer committee questions, and take notes to document feedback and suggestions.

C. Advisor and Committee Responsibilities

  1. Advisor Confidential Evaluation (for students in all years of study): The advisor must complete this confidential form (link) regarding the student’s progress. By default, the submitted form is not shared with the student or other committee members; the advisor may choose to share it at their discretion.
  2. Committee Evaluation: The advisor and committee members should jointly complete the evaluation form (link) during the meeting —after the presentation and Q&A—discuss the results with the student, and then submit the form before the end of the meeting.
  3. Distribution: The advisor is responsible for forwarding the submitted form to the student and to all committee members for their records.