Annual Committee Meetings

Best practices for successful and professional committee meetings

Annual committee meetings are the most important aspect of grad school other than conducting your research. Be prepared, professional and run your meeting how you want it to go.

Annual committee meeting reports are due by October 31st

You are the boss when it comes to scheduling YOUR committee meeting.

Scheduling Committee Meetings

You are the boss when it comes to scheduling YOUR committee meeting. You want to be professional when planning, so don't get lazy. Remember, committee meeting reports are DUE October 31st. It is best to schedule during Spring or Summer. Below are a few tips for a professional meeting:

1. Find out when members on your committee are teaching.

2. Identify time slots that fit everyone's schedule.

3. Setup a doodle poll and send it to your committee.

4. Choose the time and day slot that works for everyone.

5. Book a room immediately

6. Send an email to your committee with the Date, Time and Location in the subject and body of the email.

7. Send reminder emails 2 weeks out, 1 week out, and the day before.

During your Committee Meeting

Run your committee meeting, not your advisor.

Your committee meetings need to get to the point. However, don't forget to give a detailed background on your research. Your committee hasn't seen it in a year! The committee is looking to see that you have progressed in your research since the last meeting. Highlight these points in your presentation. General flow of your presentation should look like:

1. Start with academics-how many credits have you fulfilled/need to fulfill for your degree

2. Highlight any grants/fellowships you have applied for and if you were funded (thank the members on your committee that wrote you letters of recommendation!)

3. Highlight any further academic or outreach you have done

4. Give background summary of your research

5. List the objectives outlined from your previous committee meeting and address how you have achieved or are achieving these.

6. List future objectives for the coming year.

7. Thank your committee

Committee Meeting Report

The committee Meeting form needs to be meticulously detailed. Make sure you agree with everything the committee has outlined in their summary of the meeting. Once the report is finished and signed by all parties of the committee, make a physical and electronic copy for yourself. Turn in the original form to the graduate coordinator.