Graduate Student Handbook
V. REQUIREMENTS FOR PROGRAM COMPLETION: THE 2-4-6 PLAN
The graduate program encourages our students to complete their PhDs within six years. The 2-4-6 Plan provides guidance on the program’s expectations. It is an outline to follow with specific deadlines that we expect our students to meet.
Students should strive to work within the time frame established below and must be followed to remain in good standing in the graduate program. If a student is unable to meet these deadlines, they may be discontinued from the graduate program. In some cases, students can request a limited probationary extension (see below).
A. Deadlines for Ph.D. Program Completion
QP1: Masters Thesis
First Qualifying Paper sign on – by November 15th of Year 2
First Qualifying Paper sign off – by June 15th at the end of Year 2.
Meeting the QP 1 sign-off deadline is facilitated by students’ participation in the Second-Year Paper Seminar
QP2: 2nd Paper Project
Second Qualifying Paper sign on – by November 15th of Year 3
Second Qualifying Paper sign off – by November 15th of Year 4
Dissertation Project
Dissertation Proposal Defense – by November 15th of Year 5
Dissertation Defense – by August 15th of Year 6
Program Probationary Extensions
In certain circumstances, students can request a probationary extension. Successful extension requests depend on i) the student’s advisor(s) and committee members confirm that the student is making reasonable progress on the specific writing project, and ii) reasonable factors (e.g., illness, family issues, a demanding project or methodology) preventing on-time completion of key milestones. A probationary extension may be granted of up to 2 months for QP1 and 3 months for QP2. and the dissertation proposal defense. These extensions must be approved by the GPD with the consent of the Graduate Program Committee. For the other writing projects, including the dissertation, probationary extensions are negotiated with the student, their advisor(s), committee members, and the GPD. Failing to meet a probationary extension will result in a formal academic warning and possible discontinuation from the program.
Circumstances related to the probationary extension request will be taken into consideration during the required second-year assessment (see below).
Program and Faculty Second-Year Assessment of Progress
To evaluate the student’s academic progress and suitability to continue in the graduate program, the department has established a formal assessment process.
1. In the fall semester of the 2nd year, the GPD will solicit updates from the advisor(s) of all the 2nd year students. The GPD will present any specific concerns to the members of the Graduate Program Committee during the fall meeting. Together, they will notify students who appear at risk of not making the sign-on the deadline of November 15. The full faculty will also be made aware of the situation with the goal of identifying a student’s need for support and attention in consultation with the student’s advisor(s) and committee members. The student would receive an official academic warning.
2. In the spring semester of year 2, the Graduate Program Committee, in consultation with the student’s advisor(s), committee members, and the full faculty will determine if the student should continue in the program. If academic concerns are revealed, such as insufficient engagement, poor performance, or related issues, the student will receive an “unsatisfactory evaluation and receive a formal academic warning. Any student with 2 academic warnings will be discontinued from the program if approved by the graduate program committee members and the GPD. All students who do not pass the QP1 or receive 2 formal academic warnings will be given the opportunity to complete a terminal MA, but typically without funding if it continues into year 3. Students are allowed to graduate with an October degree deadline without additional costs to them or the program. If a student receives a second academic warning after successfully completing QP1, may be discontinued from the program at the end of the semester in which the warning was issued.
3. In the 3rd year, during the IDP review, assessments will be made regarding reasonable progress on the second qualifying paper project, QP2, and the dissertation proposal. The student’s advisor(s) and committee members will provide detailed updates on the progress. Failure to meet QP2 or dissertation proposal deadlines may result in an official academic warning and possible discontinuation from the program.
4. Dissertations are demanding long-term projects with the length of completion time dependent on many factors. Students writing their dissertations and who need to continue in the program beyond year 6 will negotiate deadlines with their advisor(s), committee members and the GPD, with the approval of the Graduate Program Committee. Continued missed negotiated deadlines may result in a formal leave of absence from the program.
Summary of Deadlines and Probationary Extensions
| Deadlines Dates | Committee approved Probationary Extension | |
| First Qualifying Paper sign on | 11/15/Y2 | Negotiated probationary extension for up to two months; beginning of the spring semester months if supported by advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. Failure to meet the extension will result in an official academic warning |
| First Qualifying Paper sign off |
06/15/Y2 | Negotiated probationary extension for up to 2 months if supported by advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. Failure to meet the extension will result in an official academic warning |
| Second Qualifying Paper sign on |
11/15/Y3 | Negotiated probationary extension for up to 3 months if supported by the advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. Failure to meet the extension will result in an official academic warning |
| Second Qualifying Paper sign off |
11/15/Y4 | Negotiated probationary extension is allowed as required to complete the QP2 project in a reasonable time given the particularities of the project if suitable progress is being made as determined by the student’s advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. Failure to meet the extension will result in an official academic warning |
| Dissertation Proposal Defense |
11/15/Y5 | Negotiated for up to 3 months if supported by advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. Failure to meet the extension will result in an official academic warning |
| Dissertation Defense | 08/15/Y6 | Negotiated probationary extensions are allowed to complete the dissertation in a reasonable manner of time given the particularities of the project if suitable progress is being made as determined by the advisor(s), committee members, and the GPD, with approval of the Graduate Program Committee. The SGS expects all dissertations to be completed within 7 years. Those students who have not completed their dissertations by the end of year 7 may be placed on a formal Leave of Absence |
Note: The GPD and the department chair become the final arbitrators if disagreements arise among the student’s advisors and/or among committee members, or the Graduate Program Committee.
The School of Graduate Studies (SGS), Rutgers University New Brunswick, strongly urges all Ph.D. students to complete their program in seven years as an established norm, and within a maximum of ten years. Students in their seven years and beyond must fill out yearly “Extension of Time” forms that the GPD must approve, along with the Dean of SGS. For more information, see also the SGS Graduate Student Handbook. Again, those students who have not completed their dissertations by the end of year 7 may be placed on a formal Leave of Absence
Grandfather Clause
The 2-4-6 plan and its deadlines and probationary extensions apply to all students who start the program in 2025 or later. They must follow the plan for completion set forth here. Students who started the program before fall 2025 may continue to follow the 3-6-9 plan but with stricter attention paid to the guidelines vs. deadlines as originally designed.
REQUIREMENTS FOR PROGRAM COMPLETION: 2-4-6 PLAN
a. 6 required courses with a grade of B or above
• Soc. 501 - Sociological Research Methods
• Soc. 503/504 – Second Year Paper (Master’s Paper) Seminar
• Soc. 515 - Classical Sociological Theory
• Soc. 516 - Contemporary Sociological Theory
• Soc. 541 - Statistical Methods in Sociology
• Soc. 542 – Statistical Methods in Sociology II
• Note: 541 and 542 MUST be taken in sequence
b. Four elective courses: Regarding specific courses, 1 course may be an Independent Study, and up to 2 may be outside the department. Note: Information on the specific mix of courses that may be taken at the Master’s level and across the entirety of one’s program of study can be found in Section V, subsection D below, specifically under the headings “Independent Studies” and “Courses Outside of the Sociology Department.” To foreshadow those instructions, please note that no more than three courses from outside the department may be taken for credit over the course of the student’s entire career in the department, including methods or substantive courses in other departments at Rutgers—New Brunswick, courses at other Rutgers campuses (for example, at Newark), and courses offered at other universities through the Inter-University Doctoral Consortium.
c. First-year student Proseminar (register with the Graduate Program Director for one research credit each semester)
d. Attendance at all or close to all departmental Colloquium events.
e. QP1 (also sometimes known as the Second Year Paper or Master’s Thesis)
B. Ph.D. Requirements (also see Appendix A for an M.A.–Ph.D. timeline)
a. All requirements for the M.A. degree
b. One additional required courses with a grade of B or above
One other methods/statistics course from the following list (or newly approved methods courses in Sociology as they arise). These currently include:
1. Soc. 520 – Comparative Historical Methods
2. Soc. 573 – Ethnographic Methods
3. Soc. 615 – Qualitative Research Methods
4. Soc. 616 – Social Network Analysis
5. Soc. 617 – Computational Sociology
6. Soc. 6xx – Multilevel and Longitudinal Data Analysis
7. Students may request to use an intermediate/advanced statistics courses at RU-Newark in the Criminal Justice program to fulfill this requirement
8. An approved methods course offered in one of the other Social Science departments at Rutgers—New Brunswick
c. Five additional elective courses; 1 may be an Independent Study, and up to 2 may be outside the department. As noted above, and discussed below in Section V. subsection D, no more than three courses from outside the department may be taken for credit over the course of the student’s entire career in the department.
d. One semester of a Writing Seminar (503/504 or 703) (see section V, subsection E below for more details on the Writing Seminar).
e. 24 research credits (these do not substitute for course or Independent Study credits. See section V. 4 below for more details.)
f. QP2 (also sometimes called the Second Qualifying Paper (see section VI on Qualifying Papers for details)
g. Dissertation proposal defense
C. Course Information: Independent Studies, and Courses Outside the Department
This section contains information on some of the various courses one can take, and restrictions concerning them.
a. Independent Study courses
Independent Studies are based on arrangements made between a professor and one or more graduate students to study a mutually-agreed-upon subject for one semester. In order to register for an Independent Study, the student (in consultation with the professor) must compile a syllabus that specifies the required reading and writing requirements as well as the meeting schedule. This syllabus must be submitted to the Graduate Program Director for approval. Independent studies are considered as equivalent to seminars in workload and hence they count as elective courses for degree requirements. They are not meant to give structure to or substitute for an ongoing collaborative project between faculty member and student. Students may take no more than two Independent Studies during their time in the graduate program, one counted toward the M.A. requirements and one toward the Ph.D. requirements. [Also please note that Independent Study courses do not count as part of the faculty member’s normal teaching load.]
b. Courses Outside of the Sociology Department
i. Number of outside courses - Students may take up to three courses in total outside of the Sociology Department (in other Rutgers departments, at other Rutgers campuses, or at Inter-University Consortium schools) that count toward their overall elective requirements. Specifically, they may take 1-2 for the M.A. degree requirements and 1-2 for the Ph.D. degree requirements but totaling no more than three overall. These “outside” courses include methods or substantive courses in other departments at Rutgers—New Brunswick, courses at other Rutgers campuses (for example, at Newark), and courses offered at other universities through the Inter-University Doctoral Consortium. Some certificate programs at Rutgers may require students to take non-Sociology courses; please be attentive to those requirements as you consider your overall program of study, including how you will make use of the Inter-University Doctoral Consortium. Please consult the Graduate Program Director if you have questions. Our goal is to permit each student to pursue a program of study that serves their intellectual needs while also ensuring that a sufficient portion of each student’s curriculum is delivered by our own department.
ii. Inter-University Doctoral Consortium Courses - Graduate students at Rutgers may take graduate courses at several other universities in the region (e.g., Columbia University, CUNY-Graduate Center, the New School, New York University, Princeton University) at no extra cost. Many students find these courses to be significantly important in their intellectual development, and we encourage students to seek out stimulating opportunities. Enrollment in courses at other institutions through this program requires the permission of the student’s advisor, the Sociology Graduate Director, and the instructor of the course at the host institution. Students in their first year may not be eligible. The form required to register for courses in the consortium is available on the Graduate School webpage. As noted above, these classes count as courses taken outside the department.
c. Grades and Incompletes
i. Grades - You must receive grades of A, B+, or B in 14 of the 16 required and elective courses to receive a Ph.D. All required courses must have a B or higher. No more than 2 courses below a B will be accepted for credit from your electives. Note: Rutgers does not have A+ or any minus grades. Students should think of B+ as an A- grade.]
ii. Incomplete - We strongly discourage students from taking an Incomplete in a course. Having an Incomplete frequently impairs a student’s ability to complete subsequent work on time. If a student is unable to complete all the requirements for a course, the instructor may assign a grade of Incomplete if they think the circumstances are warranted. The Graduate School requires that a student make up the work for an Incomplete within twelve months of the end of semester in which the incomplete grade was assigned (e.g., an Incomplete in a course from the fall semester 2024 must be completed and the grade turned in by the end of the grading period for the fall semester 2025). NOTE: per SGS recommendation, all students finalize all incompletes BEFORE defending their dissertation proposal.
Excessive Incompletes: Any student with more than two Incompletes in any given semester will be given an official academic warning and may face discontinuation from the program. SGS requires that a student with 2 incompletes has only one semester to reduce the Incompletes to one. Any student who has not made up their final Incomplete within one year will receive a second official academic warning and will be discontinued from the program.
d. Transfer of Credits
Students may apply to transfer a maximum of 12 credits towards the MA degree requirements at Rutgers. Students may apply to transfer an additional 12 credits (maximum) towards the PhD degree requirements. The GPD, however, has the right to limit the total number of credit transfers to less than the maximum to ensure the student is sufficiently engaged with the curriculum offered by the department and with the student’s cohort.
Transfer credits may be used for required or elective courses in the degree program upon approval of the Graduate Director. Exceptions may be made for courses critical in cohort building and our Rutgers training, such as 501 and 542. Courses eligible for transfer must be regular numerically graded or letter-graded classes. Courses graded satisfactory/unsatisfactory, or pass/fail are not eligible. Courses with grades below B cannot be transferred for credit and individually arranged reading courses are also not accepted for transfer credit.
It is possible to receive credit for a seminar transfer but not necessarily for the same number of credits, especially if the seminar meets for fewer weeks or the assessments seem less robust.
Important: The transfer of credit can only be made after completion of 12 graduate credits at Rutgers. Students must arrange to speak with the Graduate Program Director well in advance of making plans for their request transfer of credits. It takes time to arrange appropriate evaluations of seminars to determine whether they meet our program standards and at the appropriate credit level. Please note that the School of Graduate Studies generally does not approve the transfer of credits for courses that were taken more than 6 years before the transfer request.
E. Second Year Paper (Master’s Paper) Seminar (503/504) and Writing Seminar (703)
Starting in fall semester 2020, second-year students are required to take the Second Year Paper (QP1) Seminar which fulfills the Writing Seminar requirement. Second-year students will register for the Second Year Paper Seminar for course credit (503 fall semester/504 spring semester – each for 1.5 credits). The Second Year Paper Seminar (503/504) is expressly designed to assist students in the process of researching and writing their QP1 (i.e., M.A. thesis). Students on fellowship will normally take three courses in addition to the Second Year Paper Seminar. Students on TAship in their second year may elect to take only two courses plus the Second Year Paper seminar. The Writing Seminar (703) supports the development of writing skills for completing and polishing a piece of sociological work (e.g., second qualifying paper, dissertation proposal, manuscript for submission for journal review). Because it is taken for research credit, this course is graded Satisfactory/Unsatisfactory.
The Writing Seminar. After the Second Year Paper Seminar, students are encouraged to enroll in the Writing Seminar (703), if interested, but will do so for research credit. The Writing Seminar (703) will be offered in the spring semester for all students, contingent on demand.
F. Research Credits
Students must complete 24 research credits to graduate with the PhD degree. In our department research credits signify that a student is working on independent research stretched over a significant chunk of time, monitored and guided by their faculty advisor(s). They account for a student’s independent scholarly work until the point of degree completion. The department advises that students complete approximately 20 research credits by the end of their 5th year in the program, although the exact number for each student depends on their pace to completion of the Ph.D. You MUST use at least 1 research credit each semester while completing your dissertation as an ABD. Hence, you need to determine when and for how long your dissertation will take to complete. Only 1 credit is required to be a full-time student as an ABD. However, after your funding package has ended you will be responsible for paying for the research credits used. Only on rare with the department or SAS pay for those research credits. Significant planning is required to allocate your research credit wisely throughout the program. You are NOT to exceed 24 credits. It is important to try not to exceed 24 total research credits through the completion of the Ph.D.
Below is the suggested timeline for an incoming student in the program who does not transfer any course credits and who plans to complete the Ph.D. at the end of the 6th year. Note that this timeline will vary based on a number of individual circumstances that students can discuss with the Graduate Program Director or Program Coordinator.
| Year in Program | Fall Semester | Spring Semester |
| 1 | 1 | 1 |
| 2 | 0 | 0 |
| 3 | 2-3 | 2-3 |
| 4 | 3 | 3 |
| 5 | 2-3 | 2-3 |
| 6+ | 1 | 1 |
After year one when students register for research credits in conjunction with the Proseminar, students should register for research credits with one of their advisors—that is, with either their primary advisor or the lead reader for their final qualifying paper (except when taking the Writing Seminar for research credits). Students should inform your instructor that they are signing up for research credits with them and should agree upon the level of communication and work expect to earn an S grade. This generally involves making tangible progress on research and producing some pieces of writing (e.g., a draft of a final qualifying paper, dissertation proposal, dissertation chapter, or article for submission). The student and advisor should stay in regular contact about the student's progress over the course of the semester.
ABD students are required to register for a minimum of one research credit per semester, even if they are on a TA line, and should plan research credits accordingly. Once a student is no longer receiving a fellowship or TAship from the University, research credits must be paid for by the student (or external funders, if such arrangements are in place). Note: Under no circumstances will SAS provide financial support beyond 75 total credits.
< Previous Section: IV. Non-Financial Resources | Next Section: VI. Qualifying Papers >
XI. MISCELLANEOUS
A. Protection of Human Subjects in Research
All members of the University community who conduct research with human beings as subjects must conform to procedures prescribed by the U.S. Department of Health and Human Services. These procedures include the review of the project by a University Review Board for the Protection of Human Subjects in Research. All information about the Protection of Human Subjects in Research and applications for the review of research with human subjects by the Institutional Review Board (IRB) is available at the webpage for the Human Subjects Protection Program.
The University takes this requirement very seriously. A Ph.D. may not be awarded if a dissertation is based upon research that did not receive IRB approval. IRB review is also required for any original research involving human subjects conducted for courses or qualifying papers.
B. Readmission or Restoration of Active Status
Students who interrupted their graduate registration without receiving a PhD degree must apply for readmission. The student must complete the application for readmission available on the webpage of the School of Graduate Studies. Before reapplying, individuals must: (1) meet with the Graduate Program Director, (2) find a faculty member willing to serve as their advisor and (3) assemble a dissertation committee, depending on their progress in the program. This form must be approved by the Graduate Program Director (and for international students by the Center for Global Services) before it is submitted to the Graduate School. Upon readmission, a restorative fee of one credit of tuition at the current in-state rate for each term lapsed (up to five terms) is charged for students who were ABD when they left the program. One may request a waiver of the fee if one can demonstrate extreme hardship or severe temporary disability.
C. Matriculation Continued Status
If circumstances arise that make it impossible for a student who is not yet ABD to be actively involved in either coursework or research, they may register for Matriculation Continued with the approval of the Graduate Program Director. The student is charged a fee for this registration status which carries zero credits. Registering as MC keeps the individual as an active student who does not have to apply for readmission upon returning to their work toward their degree. A student can register as MC for a maximum of two semesters. Situations may arise where the Graduate Program Director, in consultation with the student’s advisor and faculty, adds conditions regarding the student’s eligibility for continuing in the program.
D. Requirements for Full-time Registration Status, and Prohibition of Part-time Status
Before a student is ABD, they must register for at least 9 credits to be considered a full-time student. After a student is admitted to candidacy (i.e., they are ABD), they are considered a full-time if they are registered for one research credit. Students are not permitted to be registered part-time in our Ph.D. program.
< Previous Section: XI. Forms | Next Section: Appendix A. M.A.-Ph.D. Timeline >
X. FORMS
A candidate entering the final semester of their M.A. or Ph.D. program should complete the following forms, available on the department’s website and completable through Docusign. Please consult with the Graduate Program Coordinator if you have any questions.
A. Master of Arts Candidacy Form
Students should complete this form and bring it to the sign-off meeting for the first qualifying paper. The form may not be filed before the student has completed 30 credits (including the five required M.A. courses) and signing off on the first qualifying paper. Students should refer to the Qualifying Paper and MA Degree Checklist on the Forms & Checklists page of the department’s website for specific instructions.
B. Ph.D. Candidacy Form
Before the sign-off meeting for the Second Qualifying Paper, the student should complete pages 1, 2, and 4 of the Ph.D. Candidacy form. At the completion of this sign-off meeting, readers for the QP2 sign page 2, Section B and return the Ph.D. Candidacy form to the Sociology graduate office. After the successful completion of the student’s dissertation proposal, the Graduate Director signs the Ph.D. candidacy form for electronic submission. Students should refer to the “Dissertation Proposal Defense” instructions on the department website to complete the Qualifying Examination Form through Docusign and submit it to SGS (
C. Dissertation Defense Forms
Upon the successful defense of the dissertation, the student’s committee members sign page 3, Section B of the Ph.D. candidacy form and the title page of the dissertation. The Graduate Director must then sign the Ph.D. candidacy form certifying all requirements for the Ph.D. degree have been met. The completed candidacy form and signed title page with original signatures are turned in to the Graduate School.
Students must complete various forms for the Graduate School in order to receive the Ph.D. degree. This includes a payment fee form, copyright agreement form, questionnaire, online diploma application, et al. These documents and their deadlines are available on the Graduate School’s webpage. As noted previously, students should also refer to the PhD Graduation Checklist on the Forms & Checklists page of the department’s website for specific instructions.
NOTE: Degrees are conferred and diplomas issued in October, January, and May. However, a commencement ceremony only takes place in the spring. Recipients of October and January degrees may attend convocation in May. If a student is getting an October degree, they do not need to register for the fall semester. Note, however, that in that instance, the dissertation defense will have to be held no later than mid-September; otherwise, they will be charged fall semester tuition. Diplomas and interim certificates will be withheld from all students whose financial and/or library accounts are not clear.
< Previous Section: IX. Reasonable Progress, and Periodic Evaluations of Progress | Next Section: XI. Miscellaneous >
IX. REASONABLE PROGRESS AND PERIODIC EVALUATIONS OF PROGRESS
Evaluation of student progress is an essential feature of our graduate program. The fundamental purpose of evaluation is to ensure that students complete the program in the most rewarding way possible, and achieve the highest standards of excellence in their development as scholars. Periodic evaluation offers students substantive guidance about their projects and a reminder to be timely in the completion of their work. In short, the faculty is committed to periodic evaluation as a constructive process.
In some instances, the department will decide that a student may not continue in the program, either because of clear signs of lack of progress, or because the program is no longer serving the needs and interests of that student. However, this decision, consistent with all assessments, is made according to the guidelines for review set forth below and in as transparent a fashion as possible.
1. Annual Review and Individual Development Plans
The primary instrument for periodic evaluation is the Annual Review. To offer feedback in the timeliest way, all students are reviewed annually, including those in the advanced stages of dissertation work. Different cohorts are reviewed at different times of the year. Students are evaluated on the quality of their performance in class, on independent research projects including qualifying papers, and in their success in meeting the department’s expectations regarding the reasonable progress deadlines.
In the near future the department will be implementing a new system of Individual Development Plans, IDPs, as a way to enhance our mentoring activities.
a. Criteria for Evaluation: The following specific criteria are used for evaluation:
- Course grades. Attention is given to both the student’s distribution of grades and the overall GPA.
- Progress on Qualifying Papers and on the Dissertation. The department considers the quality of this aspect of the student’s work and the timeliness with which it is completed.
- Incompletes. Carrying Incompletes, and/or a recurrent failure to complete coursework on time, is considered a cause for concern.
- Other factors. The faculty may also consider additional factors, including for example, a student’s ability to respond thoughtfully to faculty feedback, originality and rigor of a student’s work, the breadth of a student’s course of study, and compliance with the university’s code of ethics.
b. Timing of Reviews: First- and second-year students are reviewed in late March. Students in the third through seventh years are reviewed in the fall semester.
c. Providing Feedback to Students: The Graduate Director sends a letter to each student within a month following the Annual Review, summarizing the faculty’s assessment of the student’s progress and offering constructive criticism and guidance moving forward.
2. Master’s Review
The Annual Review process is the single most important means of student evaluation in the department. But at the time that the student completes the Second-Year Paper and all coursework necessary for the Master’s degree, the faculty takes stock of the student’s overall progress. The student’s committee makes one of three recommendations: (a) to grant the Master’s degree as a stepping stone to the Ph.D.; (b) to grant a terminal Master’s degree signifying that the student may not continue in the program toward the Ph.D.; or (c) to deny the Master’s degree. Most students completing the Master’s degree fall into category (a).
3. Students under 3-6-9 Plan: Work Plans, Unsatisfactory Progress, and Discontinuation
If a student under the 3-6-9 plan fails to meet a guideline, the GPD will request a work plan from the student, with the full involvement of the student’s advisor and committee members. The work plan will acknowledge key dates and activities to ensure continuation in the program by completing the necessary task before reaching program deadlines. Note: Work plans may be required of any student, whether under the 3-6-9 plan or not, for missing important guidelines and issues related to time to degree.
If the student has not completed the required work by our current Annual Review Meetings, held each fall semester for years 3+, we will also assess the progress of students who have not completed their second-year paper. Spring semester review for years 1 and 2, will be conducted along with time devoted to assessing the progress of students in years 4, 5 and 6 regarding their Final Qualifying Paper and Dissertation Proposal Defense. With each review the student and the student’s advisor will receive an annual review letter noting satisfactory or unsatisfactory progress regarding their progress on these benchmarks in addition to other comments. The student will have until the deadline (see above) to complete the required work or face program discontinuation.
In summary – a Missed Guideline date will require the GPD in the Annual Review Letter (or special letter as necessary) to request a Work Plan approved by the student’s committee members and the GPD. A follow-up letter from the GPD will indicate either “Satisfactory or Unsatisfactory Progress on the student’s work plan”. The student has until the Deadline to complete the work or face discontinuation. If there are extenuating circumstances the student will be encourage to pursue Matriculation Continued or leave status.
4. ABD Yearly Update
The Graduate Program Committee now requires all ABD students to provide a yearly written update on their progress to their advisor, committee members, and the GPD. Each ABD student must fill out and submit a year ABD Update Form. This is to assure the student is making reasonable progress in completing the dissertation by the Y9 deadline. Note: the SGS expects all of its graduate students to complete their degree within 7 years. This review process will occur each spring semester during the annual review of cohorts 1 and 2. Failure to provide a yearly update or achieve its objectives will be noted in the student’s record, and will be considered at the Year 9 deadline.
5. Discontinuation for Other Reasons
Students could face discontinuation from the program for several other reasons in addition to missing essential program deadlines. These include (but not limited to):
1. Registration Lapses. Any unapproved lapse in registration will be considered a voluntary withdrawal from the program. In extenuating circumstances, students may request a formal leave of absence or register as Matriculation Continued (maximum 2 semesters) with the permission of the student’s advisor and Graduate Program Director.
a. Note: A student on MC or leave of absence may not bank their funding. In such cases, the student’s funding is lost for those semesters away.
2. Ten Year Maximum. The SGS Graduate Student Handbook states: “All students are expected to complete their degrees within 10 years. In the event that a student has been enrolled for 10 years without completing the degree, and the student’s continuation beyond 10 years has not been approved under the foregoing process, the student will be informed that he or she has ninety days to show cause why he or she should not be dismissed from the School of Graduate Studies.”
3. Losing Contact: Any student, including ABDs, who is not in regular contact with their advisor(s) and committee members for a year (2 consecutive semesters) will be viewed as voluntarily withdrawing from the program. We define regular contact as an in-person meeting, Skype or phone conversation with follow-up emails at least once each semester between the advisor and student. It will be the student’s responsibility to stay in contact with their advisor and committee members and to respond to faculty inquiries. Faculty should keep emails and other records of contact with their advisees, in case a student contests discontinuation.
4. Excessive Incompletes: Any student with more than 2 incompletes in any semester will face discontinuation from the program. SGS Graduate Handbook requires that a student with 2 or 1 incomplete(s) has only 1 semester to reduce the student’s incompletes to 1 or none respectively. Any student who has not made-up their final incomplete within 1 year will face discontinuation from the program.
< Previous Section: IX. Reasonable Progress– 2013-2018 Cohorts | Next Section: X. Forms >
IX. REASONABLE PROGRESS AND PERIODIC EVALUATIONS OF PROGRESS
Evaluation of student progress is an essential feature of our graduate program. The core purpose of evaluation is to ensure that students complete the program on time and achieve the highest standards of excellence in their development as scholars. Periodic evaluation by Sociology faculty offers students substantive guidance about their projects and a reminder to be timely in the completion of their work. Faculty are committed to periodic evaluation of student progress as a constructive process.
In some instances, the department will decide that a student may not continue in the program, either because of clear signs of lack of progress, or because the program is no longer serving the needs and interests of that student. However, this decision, consistent with all assessments, is made according to the guidelines for review set forth above (see second-year review) and below, and in as transparent a fashion as possible.
A. The Annual Review and Individual Development Plans and Second-Year Review
The primary instruments for periodic evaluation are the annual IDPs and the second-year review. To offer feedback in the timeliest way, all students are reviewed annually by their advisor and Sociology graduate faculty, including those in the advanced stages of dissertation work. Different cohorts are reviewed at different times of the year. Students are evaluated on the quality of their performance in class, on independent research projects including qualifying papers, and in their success in meeting the department’s expectations regarding the reasonable progress deadlines. Pertinent information on the student’s performance in coursework, the content and accomplishments of their qualifying papers, their developing skills as a sociologist, and the personal goals they hope to achieve by participating in the program, is gathered into each student’s Individual Development Plan (IDP). Each student will review the content of their IDP with their primary advisor, and the completed form will be reviewed by the Graduate Program Director and graduate faculty and then returned to the student, cc’ing the advisor. The IDP is re-visited and updated each year. A student is in the program, that helps to ensure student’s work and progress are in line with their short- and long-term goals. More specifically:
a. Criteria for Evaluation:
• Course grades. Attention is given to both the student’s distribution of grades and the overall GPA.
• Progress on Qualifying Papers and on the Dissertation. The department considers the quality of this aspect of the student’s work and the timeliness with which it is completed.
• Incompletes. Carrying Incompletes, and/or a recurrent failure to complete coursework on time, is considered a cause of concern. [See earlier discussion on Incompletes.]
• Other factors. The faculty may also consider additional factors, including for example, a student’s ability to respond thoughtfully to faculty feedback, originality and rigor of a student’s work, the breadth of a student’s course of study, and compliance with the university’s code of ethics.
b. Timing of Reviews: First- and second-year students are reviewed in late March, so that the faculty have more than one full semester of student performance to consider in the evaluation. Students in the third through seventh years are reviewed in the fall semester.
c. Providing Feedback to Students: The Graduate Program Director returns the IDP to the student within four weeks following the Annual Review, summarizing the faculty’s assessment of the student’s progress and offering constructive criticism and guidance for moving forward. Students in years 7 and beyond in the program must also complete an addendum to the IDP required by the School of Graduate Studies [Home Page | SGS Online Development Plan (rutgers.edu) or IDP platform ]. It too is reviewed by the primary advisor and the Graduate Director, with each offering brief comments on the student’s progress towards degree completion.
B. Probation, Formal Academic Warnings, Work Plans, and Discontinuation
If a student fails to meet a guideline, the GPD will place the student on probation with a formal academic warning. The Program may require a written work plan from the student, with the full involvement of the student’s advisor(s) and committee members. The work plan will acknowledge key dates and activities to ensure continuation in the program by completing the necessary task before reaching program deadlines. A follow-up letter from the GPD will indicate either “Satisfactory” or “Unsatisfactory” progress on the student’s work plan. Note: Work plans may be required of any student, whether under the-2-4-6 plan or not, for missing important guidelines and issues related to time to degree. They can be implemented on a case-by-case basis.
If the student has not completed the required work by the Annual Review Meetings, held each fall semester for years 3+, we will also assess the progress of students who have not completed their second-year paper with a review process starting in year 2 by the GPD and the Graduate Program Committee Members. See the 2-4-6 requirements presented earlier. Spring semester review for years 1 and 2 will be conducted along with time devoted to assessing the progress of students in years 4, 5 and 6 regarding their Second Qualifying Paper and Dissertation Proposal Defense. With each review the student and the student’s advisor will receive an annual review letter noting satisfactory or unsatisfactory progress regarding their progress on these benchmarks in addition to other comments. To continue the program, the student must show sufficient promise to be able to conduct original, self-directed research with only limited but likely essential guidance from advisor(s) and committee members. The student will have until the deadline (see above) to complete the required work or face program discontinuation for not fulfilling the qualifying project.
One additional option is Matriculation Continued status, discussed briefly here and in more detail in section XI C below.
C. Discontinuation for Other Reasons, LOAs
Students could face discontinuation from the program for several other reasons in addition to missing essential program deadlines. These include (but are not limited to):
1. Registration Lapses. Any unapproved lapse in registration will be considered a voluntary withdrawal from the program. In extenuating circumstances, students may request a formal leave of absence or register as Matriculation Continued (MC) (maximum 2 semesters) with the permission of the student’s advisor(s) and Graduate Program Director. In addition to MCs students may request formal leave of absences, LOAs. LOAs are rare and given only under special circumstances. Students on funding packages may not request LOAs. When a student takes a LOA they formally withdraw from the program. The student would have NO formal affiliation with Rutgers University. This means the student’s Rutgers email would end as would any access to Rutgers resources such as Rutgers Libraries, etc. It is possible for the student to be re-admitted to the graduate program at a later date with the support of the student’s advisor(s) and committee members along with the approval of the GPD. Note: A student on MC or LOA may not bank their funding. In such cases, the student’s funding is lost for those semesters away.
2. Receiving Two formal academic warnings from the graduate program will result in discontinuation from the program.
3. Ten Year Maximum. The SGS Graduate Student Handbook states: “All students are expected to complete their degrees within 10 years. If a student has been enrolled for 10 years without completing the degree, and the student’s continuation beyond 10 years has not been approved under the foregoing process, the student will be informed that he or she has ninety days to show cause why he or she should not be dismissed from the School of Graduate Studies.”
4. Losing Contact: Any student, including ABDs, who is not in regular contact with their advisor(s) and committee members for a year (2 consecutive semesters) will be viewed as having voluntarily withdrawn from the program. We define regular contact as an in-person meeting, virtual (e.g., Zoom), or phone conversation with follow-up emails at least once each semester between the advisor and student. It is the student’s responsibility to stay in contact with their advisor and committee members and to respond to faculty and program administrator inquiries. Faculty should keep emails and other records of contact with their advisees, in case a student contests discontinuation. Not completing the annual IDP review process is considered as “losing contact”.
5. Excessive Incompletes: Any student with more than 2 incompletes in any semester will receive a formal academic warning from the GPD and may face discontinuation from the program. As noted above, the SGS Graduate Handbook requires that a student with 2 or 1 incomplete(s) has only 1 semester to reduce the student’s incompletes to 1 or none respectively. Any student who has not completed their final incomplete within 1 year will receive a formal academic warning and may face discontinuation from the program.
6. Academic Integrity: Every student is expected to demonstrate professional behavior at the highest levels. Demonstrating academic integrity is essential for one’s career. Failing to perform with integrity in your training will result in at least an official academic warning and possibly being discontinued from the graduate program depending on the severity, such as serious plagiarism and or use of A1 to generate work that is not of your creation is considered dishonest. See the School of Graduate Studies link for more detailed information. https://policies.rutgers.edu/B.aspx?BookId=11914&PageId=459231
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