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Program Policies and Expectations

Navigating Policies and Procedures

This handbook is one of many sources to consult as students become familiar with the policies, procedures, requirements, resources, and norms of graduate education at UW-Madison. We encourage students to connect with these resources when they have questions or concerns.

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Each graduate program will have at least one staff member who serves as a point person for program policy and procedures. These staff are well versed in most elements of graduate education that extend beyond academic instruction in the graduate program and will likely be a first stop for answers related to topics in this handbook.

Each graduate program has one faculty member designated to direct its educational vision and structure.

Francisco Penagaricano

Each student will be assigned a PI in each graduate program in which they are enrolled. The student’s PI(s) will be a source of guidance for their academic development. The name and contact information of the student’s PI can be found on their Student Center on MyUW (my.wisc.edu) under “Academic Progress” and then “Advisors.”

Advising relationships are a central part of academia, important to both the experience and development of students and faculty members.

The Graduate School defines an advisor as a faculty member from the program responsible for providing advice regarding graduate studies and for supervising a student’s degree program (including research). The PI has two main roles: 1) To assist the student in acquiring the highest possible level of knowledge and competence in the field, and 2) to chair the Mentor Committee that will determine whether the student has performed at an acceptable level in each of their degree milestones.

A PI may assist with course selection, planning an academic path, and helping identify possible research mentors, committee members, and research opportunities. PIs are expected to help their advisee apply for funds to cover direct research costs and to provide a stipend as agreed upon in the appointment. The student and PI are responsible for communicating their expectations to each other.

Clearly defined expectations for the student and PI are a crucial starting point for a strong relationship. Our General Expectations Compact contains expectations that should be discussed and agreed upon as soon as possible upon arrival.

Through this interactive, self-paced micro-course, graduate students learn about the characteristics of functional and dysfunctional relationships with advisors, strategies for communicating effectively and aligning expectations, as well as program grievance processes and Hostile and Intimidating Behavior resources. Completion of the micro-course takes about 20 minutes and is optional but encouraged for all graduate students.

RARC’s animal program assessment specialists are a key resource for investigators, helping them maintain compliance with applicable rules, regulations, and policies to ensure successful research projects. We help labs prepare for AAALAC visits, work with USDA inspectors, provide information and guidance on compliance with DEA regulations, and perform focused protocol reviews.

Anyone with a UW NetID may take an RARC open-access course. Individuals must be listed as research or teaching staff on an approved protocol to sign up for RARC closed-access courses. Staff members unsure of their status on a protocol should contact the principal investigator. Training Records shows what courses protocol members are required to complete.

For questions or concerns, contact an RARC trainer.

The UW-Madison Office of Biological Safety (OBS) assists all faculty and staff in observing safe laboratory practices for biological materials as prescribed by the Centers for Disease Control and Prevention (CDC) and the National Institutes of Health (NIH), and endeavors to assure that research is done in secure facilities in compliance with all local, state, and federal regulations. The OBS is the administrative office of the Institutional Biosafety Committee (IBC).

Contact:
biosafety@fpm.wisc.edu
Phone: 608-263-2037
Fax: 608-262-6767

The UW-Madison Chemical Safety Office, working in conjunction with the campus Chemical Safety Committee, establishes policies and procedures for the safe acquisition, use, storage, and disposal of chemicals on campus.

The Chemical Safety Office also advises campus chemical users on best practices and helps the university community comply with federal, state, and local chemical and environmental safety laws.

Contact:
chemsafety@fpm.wisc.edu
Phone: 608-265-5700

The Office of Radiation Safety provides the following services:

  • Policy and standard development related to radiation safety regulatory matters with a focus on cost containment.
  • University of Wisconsin representation and intermediary to DHS, EPA, NRC, NIH, OSHA, USDA, FDA, CDC, DOE, DOT, other federal, state, and local regulatory agencies, neighboring communities, and professional organizations.
  • Technical assistance and evaluation to assess and communicate risks.
  • Investigation of incidents, exposures.
  • Authorizations, certifications, and other in-house requirements.
  • Implementation of customized programs in radiation protection.
  • Training and education.
  • Collection and maintenance of records regarding exposures, waste, compliance and audits, permits and incidents.
  • Oversight of inspection and testing of campus radiation safety equipment and protection systems.
  • Emergency planning and response.
  • Representation and support to relevant campus committees.
  • Centralized ordering, receiving, and distribution (CORD) of radioactive materials.
  • Negotiation of contract pricing for radioactive materials.
  • Transportation and Shipping of radioactive material

Policies and Procedures

Satisfactory Academic Progress

Continuation as a graduate student at UW-Madison is at the discretion of the program, the Graduate School, and the PI. Any student may be placed on probation or dismissed from the Graduate School for not maintaining satisfactory academic progress, and this can impact their academic standing (detailed below), financial aid, or funding (consult sources of funding, as applicable). Our program has its own definition of satisfactory academic progress and related procedures that supplement Graduate School policy, as described in this section.

The Animal and Dairy Science graduate programs follow the Graduate School’s guidelines regarding satisfactory progress in terms of enrollment, grades, and GPA.

  • Maintain minimum GPA (policy).
  • Earn grades of B or above in required courses (review Doctoral or Master’s General Requirements for more information on required courses). If a grade in a required course is below a B, the course must be repeated. Required courses may only be repeated once. Failure to receive a B or higher in the repeated course may result in dismissal from the program.
  • Enroll each semester according to the Graduate School minimum enrollment requirements (policy) and the program’s enrollment requirements.
  • Submit completed certification paperwork in a timely manner as outlined in Program Requirements.
  • Meet with Mentor and Examination Committee at minimum once per year.
  • Meet with PI at minimum once per year for an Annual Review of Academic Progress Meeting.
    • Make progress on completing relevant coursework in a timely fashion. This includes core coursework, minor coursework, and satisfying Graduate School credit requirements.
    • Make satisfactory progress in research as judged by the PI and MEC.

The Mentor and Examination Committee (MEC) members advise the student on classes, research, other academic components of the students’ Graduate Program, evaluate satisfactory progress, administer the final oral examination/defense, evaluate the thesis/dissertation, and sign the degree warrant. The PI chairs the committee. The Graduate School policy outlines the role and composition of committees. This online tool can help determine if the committee meets minimum requirements.

All students are required to participate in an annual meeting with their MEC to present their Graduate Student Annual Activity Report. This report provides a mechanism for the student to showcase their work and efforts throughout the program. The annual meeting may occur any time during the year. The student is required to submit the signed report to the GPM by June each year.

The student must:

  1. Schedule the meeting with availability from MEC.
  2. Prepare the Graduate Student Activity Report. Each year the student will add activity from the prior year, the student should highlight the new information in a different color to indicate new information for the MEC.
  3. Prepare a short 15–20-minute presentation to highlight recent accomplishments and prepare to answer questions regarding potential barriers to progress.
  4. Provide the Graduate Student Activity Report to MEC (paper or electronic) at least two weeks prior to the scheduled meeting for review and input. The MEC must review the Activity Report for concerns, questions, or professional development recommendations prior to the annual meeting.
  5. Prepare certification paperwork (MS) or certification paperwork (PhD) as needed. Refer to “Steps to Masters” or “Steps to PhD” for more information.

The student must:

  1. Seek MEC input about career development plans.
  2. Present an oral report describing the past year’s accomplishments from the Graduate Student Activity Report.

The student and MEC must:

  1. Discuss the student’s progress.
    • Students planning to graduate within the next year must solicit MEC input on their proposed graduation timeline.
    • Address barriers to progress and brainstorm solutions to barriers.
  2. Sign the Graduate Student Activity Report.

The student must email the Graduate Student Activity Report to the GPM by the end of June.

All students are required to participate in an Annual Review of Academic Progress meeting with their PI each year. The Annual Progress Report must be completed and submitted by the end of each academic year (August) but may occur any time during the year. The Department highly recommends the Annual Progress Report be shared with the student’s Mentor and Examination Committee (MEC) each year for review and input.

This evaluation provides a mechanism for the student to review their overall progress towards their degree and to identify areas of strength and weakness in their development as an independent scientist. The Annual Progress Report is a tool for the PI to ensure the student is making satisfactory research progress toward achievement of the degree. If the PI believes sufficient progress is not being made or is unlikely to be made, the PI should follow the steps outlined in the Not Meeting Academic Expectations section below.

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The student must:

  1. Download and complete the top sections of the Annual Progress Report.
  2. Provide the form to their PI (paper or electronic) at least one week prior to the scheduled meeting.

The PI must:

  1. Schedule a Annual Progress Report meeting.
  2. Download and complete the bottom sections of the Annual Progress Report.
  3. Review the form from the student (paper or electronic) prior to the scheduled meeting.

The student must:

  1. Seek PI’s input about their career development plans.

The student and PI must:

  1. Discuss the student’s progress.
    • Students planning to graduate within the next year must solicit MEC input on their proposed graduation timeline.
    • Ultimately, the PI is responsible for providing feedback to the student and determining satisfactory progress. For unsatisfactory progress, the PI must follow the steps outlined in the Not Meeting Academic Expectations below.

The PI must complete, sign, and email the Annual Progress Report to the student and the GPM before the beginning of the next academic year. It is highly recommended that these reports are shared with the student’s MEC each year for review and input.

The status of a student can be one of three options:

  1. Good standing – progressing according to standards; any funding guarantee remains in place.
  2. Progress Improvement Required – not progressing according to standards but permitted to enroll; loss of funding guarantee; specific Progress Improvement Plan (PIP) with dates and deadlines is put in place regarding removal of Progress Improvement Required status.
  3. Unsatisfactory progress – not progressing according to standards and PIP expectations were not met; not permitted to enroll, dismissal, leave of absence, or change of PI or program.

If the PI believes that a student has failed to achieve satisfactory progress in the academic expectations set in this handbook and that the strategies developed with the student and the student’s committee have been unsuccessful, then the PI will contact the GPM to discuss appropriate next steps. If, after speaking with the GPM, the PI decides a Progress Improvement Plan (PIP) is needed, then the student and GPM will be notified in writing from the PI. The student will be given an opportunity to develop a written PIP. This plan will be developed collaboratively with the student and PI to include a timeline of when improvements need to be made and specific steps/goals that the student must achieve by the end of the outlined timeline. Please review a sample PIP here: Badger, Bucky Progress Improvement Plan.

If, after the PIP timeline has passed and the student has not completed the agreed upon goals, then the PI will notify the student in writing and the student will have 2 weeks to submit a written response. The PI and RGEC will review the response within 2 weeks and determine if further action is needed. Students may be dismissed from the program, may be required to take a leave of absence, or required to change PI/program (this option is only allowed if the student has a PI sponsor willing to take them on).

Students may, alternatively, be placed on probation for one semester and then reviewed by the RGEC following the probationary semester. Students placed on probation may be dismissed or allowed to continue based upon review of progress during the probationary semester. If a student wishes to appeal any decision stemming from this review process, they can do so within 2 weeks of the date of the decision letter through submitting a letter to the chair and requesting a new hearing with the addition of a faculty member external to the original committee.

Additionally, a student may be placed on probation or suspended from the Graduate School for low grades or for failing to resolve incompletes in a timely fashion. In special cases the Graduate School permits students who do not meet these minimum standards to continue probation upon recommendation and support of their PI.

Curricular Requirements

Students are responsible for following Graduate School and Program policies related to curricular requirements and limitations:

Degree Requirements

Master’s Degree Requirements

The M.S. degree requires successful and timely completion of certification forms, coursework, M.S. research, thesis, and final defense. The requirements for the M.S. are in accordance with the department’s learning goals of the program, and UW-Madison Graduate School policy.

The steps must be completed in a timely fashion (as outlined), or the student will not be allowed to register until complete forms are returned to the GPM. Working closely with the PI and Mentor and Examination Committee (MEC) is essential for successful completion of the program.

Any changes to the certification forms must be communicated to the GPM and approved by the DGS.

For additional information, please review the Graduate School’s Completing Your Master’s Degree page.

  1. Form a “M.S. Mentor and Examination Committee” (form I) and submit completed form to GPM (by end of 1st semester).
  2. Meet with approved MEC to approve Plan of Study (form II) and submit completed form to the GPM (by end of 2nd Semester). Regular meetings with MEC are expected, at least annually.
    • Complete coursework and M.S. research.
    • Students must enroll and present in Seminar (900) during their final semester.
  3. Schedule and successfully complete Final Defense and Examination. Follow specific steps under “Final Defense” below.

Original research conducted by the candidate must be summarized in a thesis. When a student has completed the thesis research to the satisfaction of their PI and MEC, the student will prepare a master’s thesis in accordance with Graduate School regulations (A Guide to Preparing Your Master’s Thesis).

Writing resources:

Once the thesis has been approved by the MEC, the student schedules the Final Defense (by the end of the 4th semester**). The MEC administers the thesis defense including a seminar, which is open to the public unless otherwise requested, and the defense.

The candidate may not take the Final Defense until all other requirements for the degree have been satisfied.

**If the student has not scheduled their final defense during their 4th semester, then the GPM will schedule a meeting with the GPM, DGS, PI, and student to determine barriers to student’s completion and make a plan for completion.

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  1. At the beginning of their final semester (4th semester), students must enroll in Seminar (900). Students must present their research during this course.
  2. ≥ 6 weeks before the anticipated meeting date the student contacts MEC members to establish a date, time, and location for the exam and reserves a room for a 4-hour time block.
    • If the meeting is to be held virtually (via web conference), the student should send the meeting date/times to their PI for scheduling the virtual meeting. The student will ascertain which web-based conferencing system the PI will use to host the meeting and gain competency in presenting materials using that web-based platform.
  3. ≥ 1 month before the scheduled meeting the student must submit Request for Final Examination (form III), and the MS Warrant Request form to the GPM at least four weeks prior to the oral exam date.
  4. ≥2 weeks prior to the exam date student must submit thesis to MEC.
    • The thesis must be acceptable from both scientific and literary standpoints.
  5. Student must submit the seminar announcement to the GPM (via email) at least 1 week before the defense including:
    • Thesis Title, Abstract, Author, Date, and Location.

The exam is expected to take 2-3 hours but should not exceed 4 hours

  1. Student must present formal public seminar on thesis research followed by a short public question and answer period.
    • 45 minutes: presentation of thesis which must be acceptable from both scientific and literary standpoints.
    • 15 minutes: question/answer period.
  2. Immediately following the open session, defend the thesis orally in a closed session with the MEC.
    • 90 minutes: student answers questions.
  3. After the examination, the MEC will determine the examination outcome (Pass; Request Written Revisions; Request Written Revisions and a repeat of the Defense; or Fail). The MEC will evaluate the student’s performance and document their feedback on the MS Final Thesis Evaluation form.
    • 15 minutes: MEC determines exam outcome and notifies student.

  1. The PI must provide written feedback compiled from the MEC on the MS Final Thesis Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The PI must submit final grade reports for all courses in progress before student deposits the thesis.
  3. The student must request electronic signatures on the Graduate School Warrant. Students must request the signatures following the student instruction sheet.
  4. The student must submit their master’s thesis to the Graduate School. Directions for submitting the thesis can be found here.

  1. The PI must provide written feedback compiled from the MEC on the MS Final Thesis Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student must notify that GPM that the MEC is requiring revisions.
  3. Once the student has completed revisions, the student must provide revisions to the MEC for approval within agreed upon timeline.
    • If the student does not pass the second exam, please skip to the steps under After the Exam (Fail).
  4. Once revisions have been approved, the PI must complete a new MS Final Thesis Evaluation form indicating “written revisions accepted by committee” in the “Feedback / Comments from the committee” box, sign, and send to the student and GPM within 1 week of the student completing the exam.
  5. The PI must submit final grade reports for all courses in progress before student deposits the thesis.
  6. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.
  7. The student must submit their master’s thesis to the Graduate School. Directions for submitting the thesis can be found here.

  1. The PI must provide written feedback compiled from the MEC on the MS Final Thesis Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student must notify the GPM that the MEC is requiring revisions and a repeat of the final defense.
  3. The student will schedule a new defense with their MEC and revise the thesis according to MEC feedback within the agreed upon timeline.
    • If the student does not pass the second exam, please skip to the steps under After the Exam (Fail).
  4. Once the student has successfully repeated their final defense and the MEC has approved the revisions, the PI must complete and submit a new MS Final Thesis Evaluation form to the student and GPM within 1 week of the student completing the exam.
  5. The PI must submit final grade reports for all courses in progress before student deposits the thesis.
  6. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.
  7. The student must submit their master’s thesis to the Graduate School. Directions for submitting the thesis can be found here.

  1. If the final defense is not successfully completed after two attempts, the student cannot continue in the ADS Program.
  2. The student should discuss recommendations with the PI and the MEC.
    • The PI should communicate recommendations to the GPM.
  3. The PI must complete and return the MS Final Thesis Evaluation to the student and the GPM within 1 week of the student completing the exam..

Doctoral Degree Requirements

The Ph.D. degree requires successful and timely completion of certification forms, coursework, substantial original research, original dissertation, and Final Examination. The requirements for the Ph.D. are in accordance with the department’s learning goals of the program, and UW-Madison Graduate School policy. The path to the Ph.D. consists of two stages.

In the first (pre-dissertator) stage, the student completes required coursework (core and minor) and starts research with their faculty research advisor (PI) in preparation for the Preliminary Examination (prelim). Once the student successfully passes the prelim, the student has achieved dissertator status.

In the second (dissertator) stage, the student focuses on their thesis research, completes their dissertation, and defends the dissertation in the thesis defense.

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The steps must be completed in a timely fashion (as outlined), or the student will not be allowed to register until completed forms are returned to the GPM. Working closely with the PI and Mentor and Examination Committee (MEC) is essential for successful completion of the program.

Any changes to the certification forms must be communicated to the GPM and approved by the DGS.

For additional information, please review the Graduate School’s Completing Your Doctoral Degree page.

  1. Form a “Ph.D. Mentor and Examination Committee” (form I) and submit completed form to the GPM (by end of 2nd Semester).
  2. Meet with approved MEC to approve Plan of Study (form II) and submit completed form to the GPM (by end of 2nd Semester).
    • Regular meetings with MEC are expected, at least annually.
    • Complete coursework (except seminar and research) prior to or within the same term as the prelim.
    • Students must enroll and present in Seminar (900) prior to the prelim.
  3. Schedule and successfully complete prelim (by the end of the 5th semester). Follow specific steps under “Preliminary Exam (Prelim)” below.
    • Complete research and dissertation.
    • Students must enroll and present in Seminar (900) prior to the prelim.
  4. Schedule and successfully complete final examination. Follow specific steps under “Dissertation & Final Oral Exam/Defense” below.

The Department of ADS requires Ph.D. students to complete a minor before they can be granted dissertator status. There are two minor options:

Option A External Minor: Requires a minimum of nine credits in a single department/program. Selection of this option requires the approval of the minor department/program. Students interested in an Option A minor should contact the minor department.

Graduate School Minor Information: grad.wisc.edu/documents/minors/

Option B Distributed Minor: Requires a minimum of nine credits in one or more departments/programs and can include course work in the major department/program. Selection of this option requires the approval of the dissertation MEC.

Option A minors appear on the transcript with the name of the minor (i.e., Statistics).

Option B minor always appears on the transcript as Distributed.

Minors of interest to ADS majors may include the following – Option B (distributed): 

See a list of all minors available: guide.wisc.edu/graduate/#doctoralminorstext

Each Ph.D. candidate must pass a prelim.

Goals of the Exam:

  • To assess the student’s ability to assemble research minded hypotheses supported by knowledge they have acquired in various areas,
  • To determine if the student can synthesize information they have acquired into experimental design,
  • To assess the student’s ability to demonstrate critical thinking in their area(s) of expertise,
  • To determine if the student can communicate possible impacts of the research effectively,
  • To assess the student’s ability to develop contingency plans should critical aspects of the project fail.

The prelim must be scheduled and paperwork completed by the end of the fourth semester. The prelims must be completed by the end of the fifth semester.

The exam consists of two components – [1] a written examination prepared by each of MEC members and [2] an oral examination where questions may be asked from any area including clarification of the written examination.

If the student has not scheduled their prelim by the end of their 5th semester, then the GPM will schedule a meeting with the GPM, DGS, PI, and student to determine the barriers to student’s prelim completion and make a plan for completion. The GPM will place a hold on the student’s account preventing enrollment until a plan is in place.

The decision for the prelim, made by the MEC, is based on the soundness of the written exam as well as on the student’s ability to reason, think critically, and communicate clearly through the oral exam. Dissertator status is granted after successful completion of all coursework requirements and the prelim.

  1. During the student’s fourth semester, the student must work with their MEC to establish a date, time, and location for the examination.
    • Student must complete and submit forms IV and V of the Certification form and the PhD Prelim Warrant Request form to the ADS GPM.
    • Student must reserve a room for a 4-hour time block.
    • If the meeting is to be held virtually (via web conference), the student must send the meeting date/times to their PI for scheduling the virtual meeting. The student must ascertain which web-based conferencing system the PI will use to host the meeting and gain competency in presenting materials using that web-based platform.
  2. Student must complete written component of the prelim exam as outlined in the submitted forms – refer to the Written Preliminary Exam Guidelines.
  3. Prepare for the oral component of the prelim – refer to the Oral Preliminary Exam Guidelines.

The oral portion is expected to take 2-3 hours but should not exceed 4 hours.

  1. 90-minutes: student meets with MEC to answer questions regarding the written examination.
  2. 15-minutes: the student and MEC must take a break between the question sections of the examination.
  3. 90-minutes: student meets with MEC to answer open-ended, general content questions.
  4. 20-minutes: MEC meets in a closed-door session to determine the prelim outcome (Pass; Request Written Revisions; Request Written Revisions and a repeat of the Defense; or Fail). The MEC will evaluate the student’s performance and document their feedback on the PhD Preliminary Examination Evaluation form.

  1. The PI must provide written feedback compiled from the MEC on the PhD Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

  1. The PI must provide written feedback compiled from the MEC members on the PhD Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student will notify the GPM that the MEC is requiring revisions.
  3. Once the student has completed revisions, the student will provide the revisions to the MEC for approval within agreed upon timeline.
    • If the student does not pass the second exam, follow steps under After the Exam (Fail).
  4. Once revisions have been approved, the PI must complete a new PhD Preliminary Examination Evaluation form indicating “written revisions accepted by committee” in the “Feedback / Comments from the committee” box, sign, and send to the student and GPM within 1 week of the student returning the revisions.
  5. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

  1. The PI must provide written feedback compiled from the MEC on the PhD Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student will notify the GPM that the MEC is requiring revisions and a repeat of the oral exam.
  3. The student will schedule a new oral exam with their MEC and make written revisions according to MEC feedback within the agreed upon timeline.
    • If the student does not pass the second exam, follow steps under After the Exam (Fail).
  4. Once revisions and re-take have been approved, the PI must complete a new PhD Preliminary Examination Evaluation form indicating “written revisions accepted by committee and re-take of oral examination was successful” in the “Feedback / Comments from the committee” box, sign, and send to the student and GPM within 1 week of the student returning the revisions.
  5. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

  1. If the prelim is not successfully completed after two attempts, the student cannot continue in the ADS Program.
  2. The student should discuss recommendations with the PI and the MEC.
  3. The PI must provide written feedback compiled from the MEC on the PhD Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
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Once a student has completed original research to the satisfaction of their PI and MEC, the student will prepare a dissertation thesis in accordance with Graduate School regulations (A Guide to Preparing Your Doctoral Dissertation).

Dissertations must acknowledge contributions received from individuals in accordance with UW Graduate School Policy UW-1248.

Dissertator is a unique fee status for students who have completed all requirements for a doctoral degree except for the dissertation. Review the Graduate School’s Dissertator Status policy to ensure compliance.

The three most important rules of being a dissertator are:

  • Students must maintain continuous enrollment.
  • Students enroll for exactly three credits. Usually this consists of research or departmental seminar.
  • Students must adhere to the Time Limits policy.

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The oral examination covers the thesis and the general field of the major and minor studies. The MEC administers the defense, through a seminar, which is open to the public unless otherwise requested, and the defense. The candidate may not take the final defense until all other requirements for the degree have been satisfied.

If the final defense is not scheduled by the student’s 10th semester, then the GPM will schedule a meeting with the GPM, DGS, PI, and student to determine the barriers to student’s program completion and make a plan for completion. The GPM will place a hold on the student’s account to prevent enrollment until a plan is in place.

If the final defense is not completed within five years of passing the prelim, the student must re-take the prelim or ask for an extension from the Graduate School and notify the DGS of this request.

  1. Students must enroll and present in Seminar (900) during their final semester.
  2. ≥ 6 weeks before the anticipated meeting date student must contact MEC members to establish a date, time, and location for the exam.
    • Student must reserve a room for a 4-hour time block.
    • If the meeting is to be held virtually (via web conference), the student should send the meeting date/times to their PI for scheduling the virtual meeting. The student will ascertain which web-based conferencing system the PI will use to host the meeting and gain competency in presenting materials using that web-based platform.
  3. ≥ 1 month before the scheduled meeting the student must submit Final Examination Committee (form VI), Requirements to be met prior to Ph.D. Final Examination (form VII), and the Ph.D. Final Warrant Request form to the GPM at least four weeks prior to the oral exam date.
  4. ≥2 weeks prior to the defense date student must submit dissertation to MEC.
  5. Student must submit the announcement of the final defense seminar to the GPM at least 1 week prior to the defense date.
    • Include the dissertation title, author name, date, location, and MEC names.

The oral portion is expected to take 2-3 hours but should not exceed 4 hours.

  1. The open session consists of a formal public seminar followed by a short public question and answer period
    • 45 minutes: presentation of dissertation which must be acceptable from both scientific and literary standpoints.
    • 15 minutes: question/answer period where anyone can participate
  2. The closed session immediately follows the open session and consists of an examination period wherein only the examinee and MEC are present
    • 90 minutes: student answers oral examination questions.
    • 15 minutes: MEC determines the exam outcome (Pass; Request Written Revisions; Request Written Revisions and a repeat of the Oral Defense; or Fail). The MEC will evaluate the student’s performance and document feedback on PhD Final Dissertation and Defense form.

  1. The PI must return completed PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The PI must submit final grade reports for all courses in progress before student deposits the dissertation.
  3. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.
  4. The student must complete the Graduate School steps.

  1. The PI must return completed PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student must notify the GPM that the MEC is requiring revisions.
  3. Once the student has completed revisions, the student will send the revisions to the MEC for approval within agreed upon timeline.
    • If the student does not pass the second exam, follow steps under After the Exam (Fail).
  4. Once revisions have been approved, the PI must complete a new PhD Final Dissertation and Defense Evaluation form indicating “written revisions accepted by committee” in the “Feedback / Comments from the committee” box, sign, and send to the student and GPM within 1 week of the student returning the revisions.
  5. The PI must submit final grade reports for all courses in progress before student deposits the dissertation.
  6. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

  1. The PI must return completed PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.
  2. The student will notify the GPM that the MEC is requiring revisions and a repeat of the oral exam.
  3. The student will schedule a new oral exam with their MEC and make written revisions according to MEC feedback within the agreed upon timeline.
    • If the student does not pass the second exam, follow steps under After the Exam (Fail).
  4. Once revisions and re-take have been approved, the PI must complete a new PhD Final Dissertation and Defense Evaluation form indicating “written revisions accepted by committee and re-take of oral examination was sucessful” in the “Feedback / Comments from the committee” box, sign, and send to the student and GPM within 1 week of the student returning the revisions.
  5. The PI must submit final grade reports for all courses in progress before student deposits the dissertation.
  6. The student must request electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

  1. If the final exam is not successfully completed after two attempts, the student cannot continue in the ADS Program.
  2. The student should discuss recommendations with the PI and the MEC.
  3. The PI must provide written feedback compiled from the MEC on the PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.

Academic Exception Petitions

Academic exceptions are considered on a case-by-case basis and should not be considered a precedent. Deviations from normal progress are highly discouraged, but the program recognizes that there are cases extenuating academic and personal circumstances. Petitions for course exceptions/substitutions or exceptions to Satisfactory Academic Progress shall be directed to the DGS and will be considered by the Research and Graduate Education Committee (RGEC).

The following procedures apply to all petitions:

  1. The specific requirement/rule/expectation pertinent to the petition must be identified.
  2. The PI must provide written support for the petition to the GPM and the DGS. The request should include a justification statement, and a detailed explanation of the substitution proposed to meet the requirement.
  3. All course work substitutions and equivalencies will be decided by the DGS.

More generally, the DGS, in consultation with the PI and committee, may grant extensions to progress requirements for students who face circumstances as noted in university regulations, including childbirth, adoption, significant responsibilities with respect to elder or dependent care obligations, disability or chronic illness, or circumstances beyond one’s personal control. The petition should provide evidence of plans and ability to return to conformance with the standard and to acceptably complete the program. The normal extension will be one semester; anything beyond this may be granted only in the event of highly extraordinary circumstances. Extensions will be granted formally with a note of explanation placed in the student’s file.

The following requirements are under the purview of the UW Graduate School and cannot be modified:

  • Composition of the Graduate Committee.
  • Standards defining Satisfactory Academic Progress.
  • Minimum credit requirement.

Personal, Professional, and Academic Conduct Expectations

This graduate program, the Graduate School, and the Division of Student Life uphold the UW-System policies and procedures in place for academic and non-academic misconduct. In addition, graduate students are held to the same standards of responsible conduct of research as faculty and staff. Furthermore, unprofessional behavior towards clients/subjects, faculty, staff, peers, and public are significant issues in the evaluation and promotion of students. In turn, we hold expectations for the highest level of academic integrity and expect professional, ethical, and respectful conduct in all interactions. Students may be disciplined or dismissed from the graduate program for misconduct or disregard for professional conduct expectations regardless of their academic standing in the program. Separate from a violation of Professional Conduct, a student may face University disciplinary action about the same action.

The Office of Student Conduct and Community Standards maintains detailed guidance on student rights and responsibilities related to learning in a community that is safe and fosters integrity and accountability. Students are responsible for maintaining awareness of these policies and procedures.

Students are responsible for reading the information here as well as the information published on all relevant web sites. Lack of knowledge of this information does not excuse any infraction.

Academic and Non-Academic Misconduct

Academic misconduct is governed by state law, UW System Administration Code Chapter 14. For further information on what constitutes academic misconduct and procedures related to academic misconduct, see below.

Non-academic misconduct is governed by state law, UW System Administration Code Chapters 17 and 18. For further information on these laws, what constitutes non-academic misconduct, and procedures related to non-academic misconduct, see below.

Governing Bodies

Examples

Academic misconduct, but not limited to:

  • cutting and pasting text from the Web without quotation marks or proper citation;
  • paraphrasing from the Web without crediting the source;
  • using notes or a programmable calculator in an exam when such use is not allowed;
  • using another person’s ideas, words, or research and presenting it as one’s own by not properly crediting the originator;
  • stealing examinations or course materials;
  • changing or creating data in a lab experiment;
  • altering a transcript;
  • signing another person’s name to an attendance sheet;
  • hiding a book knowing that another student needs it to prepare for an assignment;
  • collaboration that is contrary to the stated rules of the course; or
  • tampering with a lab experiment or computer program of another student.

Non-academic misconduct, but not limited to:

  • engaging in conduct that is a crime involving danger to property or persons, as defined in UWS 18.06(22)(d);
  • attacking or otherwise physically abusing, threatening to physically injure, or physically intimidating a member of the university community or a guest;
  • attacking or throwing rocks or other dangerous objects at law enforcement personnel, or inciting others to do so;
  • selling or delivering a controlled substance, as defined in 161 Wis. Stats., or possessing a controlled substance with intent to sell or deliver;
  • removing, tampering with, or otherwise rendering useless university equipment or property intended for use in preserving or protecting the safety of members of the university community, such as fire alarms, fire extinguisher, fire exit signs, first aid equipment, or emergency telephones; or obstructing fire escape routes;
  • preventing or blocking physical entry to or exit from a university building, corridor, or room;
  • engaging in shouted interruptions, whistling, or similar means of interfering with a classroom presentation or a university-sponsored speech or program;
  • obstructing a university officer or employee engaged in the lawful performance of duties;
  • obstructing or interfering with a student engaged in attending classes or participating in university-run or university-authorized activities;
  • knowingly disrupting access to university computing resources or misusing university computing resources.

Research Misconduct

Much of graduate education is carried out in laboratories and other research venues that are often supported by federal or other external funding sources. It is often difficult to distinguish between academic misconduct and cases of research misconduct. Graduate students are held to the same standards of responsible conduct of research as faculty and staff. The Graduate School is responsible for investigating allegations of research misconduct. This is often done in consultation with the Division of Student Life as well as with federal and state agencies to monitor, investigate, determine sanctions, and train about the responsible conduct of research.

Please see Grievance Process section below for further information on reporting research misconduct of others.

Governing Bodies

Responsible Conduct of Research

  • Animal Care and Use in Research
  • Authorship
  • Conflict of Interest
  • Human Research Protections
  • Intellectual Property Rights
  • Misconduct of Research
  • Patents
  • Research Regulatory Compliance

Expectations

Students shall show respect for a diversity of opinions, perspectives, and cultures; accurately represent their work and acknowledge the contributions of others; participate in and commit to related opportunities; aim to gain knowledge and contribute to the knowledge base of others; understand the UW Student Code of Conduct; represent their profession and the program; and strive to incorporate and practice disciplinary ideals in their daily lives. Resumes/CVs must reflect accurate information.

Students are expected to adhere to the highest standards of professional behavior and ethics. Students should avoid even an appearance of improper behavior or lack of ethical standards while in Graduate School at UW-Madison, in all professional settings, and in their personal lives. Students should conduct themselves according to the standards expected of members of the profession to which the student aspires. Concerns about infractions of Professional Conduct may be effectively handled informally between the instructor/PI and the student. If a resolution is not achieved, a graduate program representative may be included in the discussion.

Students shall interact with peers, faculty, staff, and those they encounter in their professional capacity in a manner that is respectful, considerate, and professional. This includes and is not limited to attending all scheduled meetings, honoring agreed upon work schedules, being on-time and prepared for work/meetings, contributing collaboratively to the team, keeping the lines of communication open, offering prompt response to inquiries, and employing respectful use of available equipment/technology/resources. Chronic or unexplained absences are unprofessional in the workplace and could be grounds for termination or removal of funding. To facilitate the free and open exchange of ideas, any criticism shall be offered in a constructive manner, and the right of others to hold different opinions shall be respected.

Students shall demonstrate honesty and integrity as shown by their challenging of themselves in academic pursuits; honesty and ethics in research and IRB applications—including honesty in interpretation of data, commitment to an unbiased interpretation of academic and professional endeavors; and the need to document research activities, protect subject/client confidentiality and HIPPA regulations. Students shall follow-through and pull their weight in group activities and understand where collaboration among students is or is not allowed; not plagiarize others or past work (self-plagiarism), cheat, or purposefully undermine the work of others; and avoid conflicts of interest for the duration of their time in the program. As a professional, honesty and integrity also extends to personal behavior in life outside of the academic setting by realizing that students are representatives of the program, UW-Madison, and the profession.

Students are expected to always meet their educational responsibilities. Be actively prepared for class and be ready for questions and answers. Be on time for every class and always show courtesy during class or if they must leave class early. If possible, students should notify the instructor at least one day in advance of a planned absence. Students who are unable to attend class are responsible for finding out what occurred that day and should not expect instructors to give them individual instruction. Recognizing that the pursuit of knowledge is a continuous process, students shall show commitment to learning by persevering despite adversity and seeking guidance to adapt to change. Students shall strive for academic excellence and pursue and incorporate all critique, both positive and negative, in the acquisition of knowledge to understand and respect the community in which they work.

Students shall convey a positive, professional appearance to represent the program in a dignified manner. Appearance includes a person’s dress, hygiene, and appropriate etiquette/protocols for the environment (including safety protocols and protective clothing in environments that require them).

Violations of Conduct Expectations Process

Failure to meet the program’s personal conduct expectations as outlined in this section can result in disciplinary action including immediate dismissal from the program depending on the infraction. If a student has violated an expectation in this section, the PI will consult with the student’s Mentor and Examination Committee (MEC) to determine if/what disciplinary action or dismissal is recommended.

The PI will notify the student in writing within 2 weeks of the MEC meeting with the determination. The student will have 2 weeks to submit a written response. The PI and RGEC will review the response within 2 weeks and determine if further action is needed.

Students may, alternatively, be placed on probation for one semester and then reviewed by the RGEC following the probationary semester. Students placed on probation may be dismissed or allowed to continue based upon review of progress during the probationary semester. If a student wishes to appeal any decision stemming from this review process, they can do so within 2 weeks of the date of the decision letter through submitting a letter to the chair and requesting a new hearing with the addition of a faculty member external to the original MEC.

Students may be disciplined or dismissed from the graduate program for any type of misconduct (academic, non-academic, professional, or research) or failure to meet program expectations regardless of their academic standing in the program. Separate and apart from a violation of Professional Conduct, a student may face University disciplinary action regarding the same action. Concerns about infractions of the Professional Conduct may be effectively handled informally between the student and the PI /faculty member. However, if a resolution is not achieved, the issue may be advanced for further review by the program.

Sanctions

This is not an exhaustive list.

  • Written reprimand
  • Denial of specified privilege(s)
  • Imposition of specific terms and conditions on continued student status
  • Removal of funding
  • Probation
  • Restitution
  • Removal of the student from the course(s) in progress
  • Failure to promote
  • Withdrawal of an offer of admission
  • Placement on leave of absence for a determined amount of time
  • Suspension from the program, ranging from one semester to four years
  • Suspension from the program for up to one year with the stipulation that remedial activities may be required as a condition of readmission. Students who meet the readmission condition must apply for readmission and may be admitted on a space-available basis.
  • Dismissal from the program
  • Denial of a degree

In addition to the program’s disciplinary actions, the Dean of Students Office may also have grounds to issue one or more of the following:

  • Reprimand
  • Restitution
  • Probation
  • Suspension
  • Expulsion
  • A zero or failing grade on an assignment/exam
  • A lower grade or failure in the course
  • Conditions/terms of continuing as a student
  • Removal from course
  • Enrollment restrictions in a course/program

Grievance Process

If a student feels unfairly treated or aggrieved by faculty, staff, or another student, the University offers several avenues to resolve the grievance. Review the program Grievances and Appeals policy on Guide by selecting your program, clicking on “Policies,” and clicking on the red plus sign by Grievances and Appeals.

The Graduate School has procedures for students wishing to appeal a grievance decision made at the school/college level. These policies are described in the Graduate School’s Academic Policies and Procedures.

Resources for Students

University resources for sexual harassment, discrimination, disability accommodations, and other related concerns can be found on the UW Office of Equity and Diversity website.

Other campus resources include:

MS Certification Paperwork

2 – MS Degree Requirements in ADS Revised 2.19.25Download

PhD Certification Paperwork

2 – PhD Degree Requirements in ADS Revised 2.19.25Download

Progress Improvement Plan

Progress-Improvement-PlanDownload

Sample Progress Improvement Plan

Badger-Bucky-Progress-Improvement-PlanDownload

Annual Activity Report

3 – Grad Student Activity ReportDownload

Annual Progress Report

4-Annual-Progress-Report-FormDownload

Sample Progress Report Form

Sample-Progress-Report-FormDownload

General Expectations

General-Expectations-CompactDownload

MS Meeting Checklist

Masters-Meeting-ChecklistDownload

PhD Meeting Checklist

2-PhD-Meeting-checklistsDownload

Thesis Templates

ADS-Thesis-TemplateDownload
ADS-Dissertation-TemplateDownload

Credit Schedule Requirements

Fall-StartDownload
Spring-StartDownload
Summer-StartDownload

Warrant Signature Instructions

eSignature_student_InstructionsDownload

MS Warrant Request

4 – MS Warrant Request formDownload

PhD Prelim Warrant Request

4 – PhD Prelim Warrant Request formDownload

PhD Final Warrant Request

6 – PhD Final Warrant Request formDownload

MS Final Thesis Eval

6 – MS Final Thesis Evaluation FormDownload

Prelim Exam Eval

6 – PhD Preliminary Examination Evaluation FormDownload

PhD Final Dissertation and Defense Evaluation

8 – PhD Final Dissertation and Defense Evaluation FormDownload

Written Preliminary Examination Guidelines

5.5-Written-Preliminary-Examination-GuidelinesDownload

Oral Preliminary Examination Guidelines

5.5-Oral-Preliminary-Examination-GuidelinesDownload
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