Policy 4.2: Supervisory Committee for Graduate Students – UW Graduate School Skip to content

Policy 4.2: Supervisory Committee for Graduate Students

This section outlines the policy for the supervisory committee of master’s students and doctoral students.

As a general principle, each student working toward a graduate degree at the University of Washington is guided by a faculty supervisory committee. This committee serves an important evaluative and mentoring function for the student throughout the student’s graduate career.

Questions about the timeline and process for appointing a supervisory committees for master’s or doctoral students should be directed to the Graduate School’s Graduate Enrollment Management Services (GEMS) office. All other questions about supervisory committee appointment or function, as well as concerns about the proceedings of an exam, should be directed to the Graduate School’s Office of Academic Affairs.

4.2.1     The Master’s Supervisory Committee

Appointment of a supervisory committee for students aspiring to the master’s degree is determined by the Graduate Faculty in the degree-offering unit or program. The Graduate Program Coordinator, in consultation with the student and appropriate faculty members, appoints a committee of two to four members. The Chair and at least one-half of the total membership must be members of the graduate faculty.

For any thesis project that may include human or animal subjects, the GPC or GPA must advise the student of the need to  comply with the University of Washington Human Subjects Division and Institutional Animal Care and Use Committee’s requirements, as appropriate, and the student and committee chair must complete the Use Of Human And Animal Subjects For UW Graduate Student Theses And Dissertations form.

4.2.2     The Doctoral Supervisory Committee other than Practice Doctorates

The appointment of a doctoral supervisory committee indicates that the Graduate Faculty in the student’s field find the student’s background and achievement a sufficient basis for progression to the next stage of a program of doctoral study and research.

Doctoral supervisory committee member responsibilities include the approval of a course of study which will fulfill the general course requirements of the student’s major and supporting fields, conducting the student’s General Examination and, when appropriate, recommending advancement to Candidacy.

The doctoral supervisory committee approves the Candidate’s dissertation proposal and guides the student in carrying out appropriate research for the dissertation. The Graduate School does not stipulate the content of the dissertation; guidance on the dissertation is the responsibility of the supervisory committee.

For doctoral committee responsibilities for the General Exam and Final Exam, see Policy 1.1.4.

4.2.2.1     Timeline and Process

  • In order to allow time to identify a suitable Graduate School Representative (GSR), it is suggested that the doctoral supervisory committee be established at least four months prior to the intended date of the General Examination.
  • The appointment of a committee is initiated by the Graduate Program Coordinator (GPC) after consultation with appropriate Graduate Faculty members in the student’s field and with the student.
  • The GPC recommends members of the supervisory committee to the Dean of The Graduate School by entering this information into MyGradProgram (MGP).
  • For any dissertation project that may include human or animal subjects, the GPC or GPA must advise the student of the need to comply with the University of Washington Human Subjects Division and Institutional Animal Care and Use Committee’s requirements, as appropriate, and the student and committee chair must complete the Use Of Human And Animal Subjects For UW Graduate Student Theses And Dissertations form.

4.2.2.2     Committee Composition

  • The doctoral supervisory committee consists of a minimum of four members, at least three of whom (including one Chair and the GSR) must be members of the Graduate Faculty with an endorsement to chair doctoral committees.
  • A majority of the members must be members of the Graduate Faculty.
  • The GSR must be a productive scholar in the GSR’s own research area that may differ from that of the student’s dissertation project.
  • The members outside the GSR must be identified by the student’s appointing department or program as productive scholars in the student’s major field and/or subfields.

4.2.2.3     The Committee Chair

  • The Chair(s) of a committee must be able and willing to assume principal responsibility for advising the student. In addition, the Chair(s) should have adequate time available for this work and should expect to be accessible to the student.
  • Emeritus/a and affiliate faculty may serve as Chair(s) if the above conditions are met.
  • If a committee has Co-Chairs, both serve with equal importance on a student’s supervisory committee and equally share the responsibility for the student’s progress. In the case of Co-Chairs, one Co-Chair must have a Graduate Faculty appointment with doctoral endorsement. The other Co-Chair may be appointed without Graduate Faculty status if the individual has a qualified UW faculty appointment. Qualified faculty appointments in this case are those appointments eligible for continuous or five-year graduate faculty roles. A Co-Chair without qualified UW faculty appointment may be appointed only by petition through the Office of Academic Affairs to the Dean of the Graduate School or the Dean’s designee.

4.2.2.4     The Role of the Graduate School Representative (GSR)

The GSR represents the broad interests of the Graduate School with respect to high standards of scholarly performance. The GSR is a voting member of the dissertation supervisory committee, and as such provides an important service function to the Graduate School and the University.

In all cases, the GSR must meet the following Graduate School requirements:

  • attest to the validity of examinations and indicate approval of the process by which examinations are conducted;
  • ensure that the student is treated in an unbiased manner; and
  • represent the Graduate School in ensuring university-wide standards of scholarly performance.

In addition, any graduate program may choose to define the role of the GSR to include one or both of the following:

  • ensure that the student’s mastery of the subject matter is broad and comprehensive;
  • provide additional support for the student as the student navigates the exam and dissertation process.

If a graduate program sets additional expectations for the GSR beyond the Graduate School requirements, the graduate program must clearly articulate these expectations, and the Graduate Program Coordinator (GPC) or designee must communicate them in writing to all parties (student, chair, committee members, GSR) upon appointment of the GSR. The minimum role of the GSR must be defined consistently across all committees in the graduate program.

The GSR’s signature on the committee signature form affirming the decision of the committee communicates to the Dean of the Graduate School that the Graduate School and program-level responsibilities have been met.

4.2.2.5     Graduate School Representative (GSR) Eligibility

  • As with all doctoral supervisory committee members, the GSR is proposed to the Graduate School by the Graduate Program Coordinator in the student’s degree-offering unit and must be a member of the Graduate Faculty with an endorsement to Chair.
  • Faculty members with a primary, joint, or affiliate appointment in the student’s degree-offering unit or the committee chair’s department are not eligible to serve as the GSR.
  • It is vital that a conflict of interest in the selection of the GSR be avoided. Budgetary relationships, personal relationships, or research and/or publication relationships between the GSR and either the student or the committee chair are examples of possible conflicts of interest. (See GSR Eligibility for more information.) The GSR is responsible for ensuring that no such conflicts of interest, or appearance of conflicts of interest, exist, and must attest to this upon request.

4.2.2.6 Reading Committee Timeline and Composition

  • After the General Examination, the Graduate Program Coordinator informs the Dean of The Graduate School of at least three members of the supervisory committee who will serve on the reading committee.
  • At least one of the members of the reading committee must hold an endorsement to chair doctoral committees. The reading committee is appointed to read and approve the dissertation.

4.2.2.7 Function of the Reading Committee

It is the responsibility of the reading committee to:

  • Ensure that the dissertation is a significant contribution to knowledge and is an acceptable piece of scholarly writing.
  • Determine the appropriateness of a candidate’s dissertation as a basis for issuing the Committee Signature Form for a Final Examination.

4.2.3 The Practice Doctorate Supervisory Committee

The appointment of a practice doctoral supervisory committee indicates that the Graduate Faculty in the student’s field finds the student’s background and achievement a sufficient basis for progression in the doctoral program.

Responsibilities of the practice doctoral supervisory committee include: approval of the student’s program of study; criteria for progression, which may include a general examination, certification, or other requirements set by the graduate program; approval and oversight of the student’s project proposal; and approval of the completed project.

4.2.3.1 Timeline and Process

The practice doctoral supervisory committee should be established as soon as possible during the student’s training. The Graduate Program Coordinator initiates the appointment of the committee after consultation with appropriate Graduate Faculty members in the student’s field and with the student. The Graduate Program Coordinator recommends members of the supervisory committee to the Dean of The Graduate School by entering this information into MyGrad Program.

4.2.3.2 Committee Composition

The practice doctoral supervisory committee consists of a minimum of three members. At least two committee members, including the Chair, must be members of the Graduate Faculty with an endorsement to chair doctoral committees, and at least half of the total number must be members of the Graduate Faculty. The following applies to all practice doctoral supervisory committees:

  • Any committee members who are not Graduate Faculty must be identified by the student’s appointing department or program as productive scholars or practitioners in the student’s major field and/or subfields.
  • Co-chairs may be appointed when both serve with equal importance on a student’s supervisory committee and equally share the responsibility for the student’s progress. One Co-Chair must have a Graduate Faculty appointment with doctoral endorsement. The other Co-Chair may be appointed without Graduate Faculty status if the individual has a qualified UW faculty appointment. Qualified faculty appointments in this case are those appointments eligible for continuous or five-year graduate faculty roles. A Co-Chair without qualified UW faculty appointment may be appointed only by petition through the Office of Academic Affairs to the Dean of the Graduate School or the Dean’s designee.
  • The Chair or Co-chairs of a committee must be able and willing to assume principal responsibility for advising the student. In addition, the Chair or Co-chairs should have adequate time available for this work and should expect to be accessible to the student. Emeritus faculty may serve as a Chair if the above conditions are met.
  • A Graduate School Representative (GSR) is not required.

Policy 4.2 revised: October 2021, March 2022; May 2022; December 2022

Policy 4.2.1 and 4.2.3 revised March 2023

Policy 4.2.3.6 and 4.2.4 revised March 2023

Policy 4.2.3.7 and 4.2.3.9 were deleted March 2023, with content moved to Policy 1.1

Policy 4.2 revised October 2023