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. We have developed a 2-4-6 Plan that outlines on the program’s expectations. Following this outline is vital to remain in good standing in the graduate program. If a student is unable to meet these deadlines and fails to demonstrate consistent, satisfactory progress toward their degree, 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
Below are specific deadlines for key milestones. Ideally students meet these milestones ahead of the deadline.
QP1: Masters Thesis
First Qualifying Paper (QP1) sign on – by November 15th of Year 2.
First Qualifying Paper (QP1) sign off – by June 15th at the end of Year 2.
Meeting the QP1 sign-off deadline is facilitated by students’ participation in the Second-Year Paper (QP1) Seminar
QP2: 2nd Paper Project
Second Qualifying Paper (QP2) sign on – by November 15th of Year 3
Second Qualifying Paper (QP2) sign off – by November 15th of Year 4
Dissertation Project
Dissertation Proposal Defense (Candidacy Exam) – 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 two things. First, the student’s advisor(s) and committee members must confirm that the student is making reasonable progress on the specific writing or research project. Second, the GPD and Graduate Program Committee must determine that reasonable factors (e.g., illness, family issues, visa or travel issues for international students, a demanding project or methodology) are preventing the timely 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. Extensions for qualifying papers depend on approval from the Graduate Program Committee, a committee of tenured and tenure track faculty members that is chaired by the GPD, that review the circumstances of each case.
For requirements that come after the qualifying paper stage of the program (the dissertation proposal defense, dissertation project), 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. Probationary extension requests will be taken into consideration during the required second-year assessment (see the following section).
Program and Faculty Second-Year Assessment of Progress
In their second year of the program, graduate students will be evaluated for academic progress and suitability to continue in the graduate program. This assessment determines whether students continue in the program after the second year. A student is in their second year once they have spent one full academic year in the department.
1. Each fall semester, the GPD will review the grades of all 2nd year students from the Fall and Spring semesters of their first year in the program. The GPD will also solicit updates from the advisor(s) of 2nd year students, including an update on progress toward signing on to QP1 by the deadline. If necessary, QP1 committee members will be given an opportunity to comment on student progress.
The GPD will present any specific concerns to the members of the Graduate Program Committee. Together, they will decide if a student should receive a formal academic warning. Grounds for such a warning include poor grades, two or more incomplete courses in a semester, and/or a lack of demonstrated progress toward signing on to QP1 by November 15th.
2. In the spring semester, the Graduate Program Committee, in consultation with 2nd year students’ advisors, committee members, and the full faculty, will review the progress of all 2nd year students. Students demonstrating insufficient engagement, poor performance, or related issues will receive an “unsatisfactory” evaluation and receive a formal academic warning.
3. Students with 2 academic warnings (e.g., warnings in both the fall and spring of the second year) will be discontinued from the program pending approval from the Graduate Program Committee members and the GPD.
Terminal MA Option: Students who receive 2 academic warnings prior to completing QP1 will be given the opportunity to complete a terminal MA. A terminal MA requires successfully passing QP1. Students opting for the terminal MA under these conditions will not receive funding if research and writing for QP1 continues into year 3. Providing they have all required courses and credits for an MA, they can graduate with an October degree deadline without additional costs to them or the program.
4. All students in their 3rd year will be evaluated during the IDP process for reasonable progress toward QP2 and the dissertation proposal. The students’ advisors and committee members will provide detailed updates on student progress. Failure to meet QP2 or dissertation proposal deadlines may result in an official academic warning and possible discontinuation from the program.
5. 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 discontinuation from the program.
Table 1. Summary of milestones and deadlines.
| Milestones / Requirements | Deadline Dates | Approved Probationary Extension Rules |
| First Qualifying Paper (QP1) Sign-on | November 15 of Year 2 | 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. |
| First Qualifying Paper (QP1) Sign-off |
June 15 at end of Year 2 | 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 (QP2) Sign-on | November 15 of Year 3 | 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 (QP2) Sign-off |
November 15 of Year 4 | Negotiated probationary extension for up to 3 months to complete the QP2 project in a reasonable time given project complexities, if suitable progress is demonstrated. Requires advisor(s), committee, and GPD support with Graduate Program Committee approval. Failure to meet the extension results in an academic warning. |
| Dissertation Proposal Defense (Candidacy Exam) |
November 15 of Year 5 | Negotiated probationary extension 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 | August 15 of Year 6 | Negotiated probationary extensions are allowed if necessary to complete the dissertation in a reasonable timeframe given project particularities, as long as suitable progress is being made. Extensions are negotiated with advisor(s), committee members, and GPD, subject to Graduate Program Committee approval. The School of Graduate Studies (SGS) expects completion within 7 years; exceeding this may result in 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.
B. Dissertation Completion Maximums
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.
C. 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 prior to fall 2025 continue to follow the 3-6-9 plan but with stricter attention paid to the guidelines vs. deadlines as originally designed.
D. REQUIREMENTS FOR PROGRAM COMPLETION: 2-4-6 PLAN
a. As part of earning the Ph.D., students first earn an MA. One cannot complete the Ph.D. without first completing the MA requirements. To earn an MA, students must complete:
- 6 required courses with a grade of B or above
i. Soc. 501 - Sociological Research Methods
ii. Soc. 503/504 – Second Year Paper (Master’s Paper) Seminar
iii. Soc. 515 - Classical Sociological Theory
iv. Soc. 516 - Contemporary Sociological Theory
v. Soc. 541 - Statistical Methods in Sociology
vi. Soc. 542 – Statistical Methods in Sociology II
Note: 541 and 542 MUST be taken in sequence - 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 F 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.
- First-year student Proseminar (701/702) (Must register with the Graduate Program Coordinator. Counts as one research credit per semester, held every second week throughout the academic year)
- Attendance at all or close to all departmental Colloquium events.
- Pass QP1 (also known as the Second-Year Paper or Master’s Thesis)
Upon completion of the above, a student is eligible to earn an MA.
b. Having earned the MA, students move on to the remainder of the Ph.D. requirements. To earn a Ph.D. students must:
- Satisfy all requirements for the M.A. degree
• Complete one additional required methods course with a grade of B or above
• Student can choose methods/statistics course from the following list (or newly approved methods courses in Sociology as they arise). These currently include:
o Soc. 520 – Comparative Historical Methods
o Soc. 573 – Ethnographic Methods
o Soc. 615 – Qualitative Research Methods
o Soc. 616 – Social Network Analysis
o Soc. 617 – Computational Sociology
o Soc. 6xx – Multilevel and Longitudinal Data Analysis
o Students may request to use an intermediate/advanced statistics courses at RU-Newark in the Criminal Justice program to fulfill this requirement
o An approved methods course offered in one of the other Social Science departments at Rutgers—New Brunswick - Complete 5 additional elective courses. One 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 3 courses from outside the department may be taken for credit over the course of the student’s entire career in the department.
- Complete 1 semester of a Writing Seminar (703) for research credits, if needed (see section V, subsection E below for more details on the Writing Seminar).
- Complete 24 research credits (these do not substitute for course or Independent Study credits. See section V. 4 below for more details.). Students should register for about 20 of these while still on a funding package. Once the funding package ends, students pay for research credits out of pocket.
- Pass QP2 (also sometimes called the Second Qualifying Paper (see section VI on Qualifying Papers for details)
- Pass the dissertation proposal defense
- Complete the dissertation with a successful defense
- Submit all required materials to the School of Graduate Studies
E. 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 at least one week before the start of the semester. Independent studies are considered as equivalent to seminars in workload and hence they count as elective courses for degree requirements. RA work or co-authored projects are not equivalent to an independent study. Students can 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 Doctoral 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 must finalize all incompletes BEFORE defending their dissertation proposal.
Excessive Incompletes: Any student with two or more Incompletes in any given semester will be given an official academic warning and may face discontinuation from the program. Further, SGS requires that a student with two 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. It is generally not possible to get credit for courses critical to cohort building and department-specific Ph.D. training, such as Soc 501 and Soc 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.
F. Second Year Paper (QP1) Seminar (503/504) and Writing Seminar (703)
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 (QP1) Seminar for course credit (503 fall semester/504 spring semester – each for 1.5 credits). Soc 503/504 is expressly designed to assist students in the process of researching and writing their QP1. Students on fellowship will normally take three courses in addition to this seminar. Students on TAship in their second year may elect to take only two courses plus this seminar.
The Writing Seminar. After the Second-Year (QP1) 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. 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.
F. Research Credits (Read carefully)
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. While on a funding package, these credits are paid for by the department. Once the package expires, students pay for these credits out of pocket.
The remaining 4 research credits are spread out during the remainder of a student’s time in the department. Students MUST use at least 1 research credit each semester while completing their dissertation as an ABD. Hence, students need to accurately estimate the total time to degree completion. Once a student is All-but-Dissertation (ABD), only 1 credit is required to be a full-time student. However, after your funding package has ended you will be responsible for paying for the research credits used. Plan carefully to allocate your research credits throughout the program. SGS does NOT allow students to exceed 24 credits. It is important not to exceed 24 total research credits through the completion of the Ph.D.
Below is the suggested research credit timeline for a student who completes the Ph.D. at the end of their 6th year. Note that this timeline will vary based on individual circumstances that students can discuss with the Graduate Program Director or Program Coordinator.
Table 1. Suggested Allocation of Research Credits for a 6-year program
| Year in Program | Fall Semester | Spring Semester |
| 1 | 1a | 1a |
| 2 | 1 | 1 |
| 3 | 3 | 3 |
| 4 | 3 | 3 |
| 5 | 2 | 3 |
| 6+ | 2 | 1 |
| Total | 12 | 12 |
a. Proseminar
After year 2, 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 their 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 (Satisfactory). 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 over the course of the semester.
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 (e.g., failing to register for research credits while ABD) 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. SGS sets the rules regarding tuition. At present, SGS requires a fee of one credit of tuition for each semester the student is re-admitted until they complete the program. One may request a waiver of the fee if one can demonstrate extreme hardship or severe temporary disability. Ask the GPD for details.
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 ($150/semester) 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. They retain access to email and have access to the library. 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 reaches PhD candidacy, they must register for at least 9 credits per semester 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 “Paperwork Procedures for QP, Dissertation, and Degrees” on the Forms 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 Independent Development Plans (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 (called the Annual Review). 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.
The Annual Review requires that the student and their advisor complete the IDP form. 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 or deadline, the GPD, in consultation with the Graduate Program Committee, will issue an academic warning and place the student on probation. Probation requires a written work plan from the student, with the full involvement of the student’s advisor(s) and committee members. The work plan will specify 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, in consultation with the student’s advisor and the Graduate Program Committee, 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. They can be implemented on a case-by-case basis.
If the student has not completed the required work by the Annual Review Meeting, the GPD and Graduate Program Committee will move to discontinue the student from the program. See section IX for details on warnings and discontinuation.
With each Annual Review, students and their advisors will receive an annual review letter as part of the IDP noting satisfactory or unsatisfactory progress regarding their progress on these benchmarks, in addition to other comments. To continue in the program, students must show sufficient promise to be able to conduct original, self-directed research with limited, but essential guidance from their advisor(s) and committee members.
C. Discontinuation for Other Reasons and Leaves of Absence/Matriculation Continued
Students 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.
2. Leaves: If facing extenuating circumstances that prevent them from participating in the program, students who have not yet reached ABD status may register as Matriculation Continued (MC) (maximum 2 semesters) after consulting with their advisor and with the permission of the Graduate Program Director. It carries a fee ($150 per semester). Students who are ABD may request a formal leave of absence or LOA (maximum 12 months). LOAs are rare and given only under special circumstances. Pre-ABD students may also request an LOA.
Important: MCs and LOAs do not pause the elapsed time on a student’s funding package. Funding is lost for those semesters away and cannot be banked for the future. This is due to how funding is allocated to the department from the University and is out of the department’s control.
The University stipulates that when a student takes an LOA, they formally withdraw from the program and lose all formal affiliation with Rutgers University. Students cease to have access to email and the libraries, etc. After an LOA, a student re-enters the program upon consulting their advisor(s) and with the permission of the GPD who then asks SGS to register them.
Note: Students on MC or LOA cannot bank their funding. Additionally, they cannot work as a TA or be under a fellowship. And they cannot keep their health insurance during the period of leave.
To begin the leave or MC process: Send an email to the GPD and Graduate Program Coordinator. To end a leave/MC, send an email to the GPD and Graduate Program Coordinator.
3. Receiving Two formal academic warnings from the graduate program will result in discontinuation from the program.
4. 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.”
5. 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”.
6. 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. See section V for rules regarding incompletes.
7. Academic Integrity: Every student is expected to demonstrate professional behavior at the highest levels and academic integrity. 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. Serious violations of academic integrity include plagiarism. See the School of Graduate Studies link for more detailed information on academic honesty and integrity. https://policies.rutgers.edu/B.aspx?BookId=11914&PageId=459231
8. Students should be cautious about using generative AI and disclose AI use (including material that was edited or re-worked) to instructors, advisors, committee members, and in all publications and presentations.
< Previous Section: VIII. Faculty & Student Communication and Support | Next Section: X. Forms >