New York Medical College

I. PURPOSE

The purpose of this policy is to provide guidance for the establishment of Advisors and Advisory Committees for Ph.D. students enrolled in the New York Medical College (NYMC) Graduate School of Biomedical Sciences (GSBMS) doctorate programs and to describe major roles of Advisors and Advisory Committee Members.

II. POLICY

It is the policy of the NYMC GSBMS that the Academic, Rotation, and Dissertation Advisors, and the members of the Dissertation Advisory Committee monitor the progress of Ph.D. students, provide guidance, offer frequent formative assessment and valuable constructive feedback, and assure successful completion of the program requirements in a timely manner. All faculty members serving as student advisors must be aware of the current GSBMS policies, regulations, and procedures.

III. SCOPE

This policy applies to all GSBMS Ph.D. students, Academic, Rotation, and Dissertation Advisors, Ph.D. Program Directors, and members of Dissertation Advisory Committees.

IV. DEFINITIONS

A. AS: Advance Standing
B. IPP: Integrated Ph.D. Program
C. Ph.D.: Doctor of Philosophy Degree
D. Ph.D. Program Director: GSBMS Graduate Faculty member responsible for the overall academic and administrative oversight of a specific Ph.D. program within the GSBMS. All Program Directors are appointed by the Dean in consultation with the Department Chair.

V. PROCEDURES

A. Academic Advisor

1. The Academic Advisor for first-year students in the Integrated Ph.D. Program (IPP) is one of the Ph.D. Program Directors. The first-year Academic Advisor is assigned to each student upon matriculation by the Associate Dean for Ph.D. Programs in consultation with the Dean.
2. Once the Ph.D. student has declared a program, which should occur in the second year for IPP students, and in the first year for Ph.D. students in Advanced Standing (AS) or M.D.-Ph.D. students, the Ph.D. Program Director for the student’s specific program becomes the Academic Advisor for the student’s remaining time in the program. For IPP students, this may be the same person as their first-year Academic Advisor.
3. The Academic Advisor shall meet with the student at least biannually:

i. Before the beginning of the academic year in July/August;
ii. Before the beginning of the Spring semester in November/December; and
iii. Additional meetings should be scheduled as needed.

4. The primary responsibilities of the Academic Advisor include;

i. Provide guidance to the student regarding GSBMS regulations, guidelines, and procedures.
ii. Advise the student on course selection and academic planning;
iii. Monitor the student’s performance and progress in the program;
iv. Assist the student with the selection of the Rotation Advisor, Dissertation Advisor, and members of the Advisory Committee;
v. Oversee the student’s qualifying exam and submit the Ph.D. Qualifying Exam Report and the Qualifying Examination Assessment Sheet to the GSBMS office (see the GSBMS Policy on Qualifying Examination);
vi. Provide guidance to the student with regard to preparation of the dissertation and dissertation defense; and
vii. In certain cases, Academic Advisor may be asked to prepare and submit to the GSBMS Dean’s office a written progress report consisting of an evaluation of the student’s academic performance, rotation/research evaluation, and potential for continued success in the program.

B. Rotation Advisor for the first-year IPP students

1. The Rotation Advisor is a member of the NYMC GSBMS faculty with mentor status hosting a rotation student in their laboratory for the period of that rotation.
2. Prior to joining the laboratory for rotation, the student must submit the Research Rotation Election Form to the GSBMS office (see the GSBMS Policy on Research Rotations for Ph.D. Students).
3. The primary responsibilities of the Rotation Advisor include:

a. Guide the student’s research activities;
b. Assign reading of relevant research literature; and
c. Provide feedback to the student at the GSBMS office (see Faculty Evaluation of Student Rotation Form).

C. Dissertation Advisor

1. The Dissertation Advisor is the Principal Investigator of the research laboratory the student has joined for their doctoral research. The Dissertation Advisor must be a member of the NYMC GSBMS faculty with mentor status.
2. Within one month of joining the laboratory, the student must submit the Ph.D. Research Lab Placement Request Form to the Graduate School office.
3. The primary responsibilities of the Dissertation Advisor include:

a. Help the student select a research topic, independent research project, train the student in a research methodology used for the project;
b. Assign reading of relevant research literature;
c. Together with the student, develop the Individual Development Plan which should be reviewed and updated annually;
d. Encourage the student’s scientific productivity (e.g., grant application, preparation of publications, etc.) and participation in career and professional development opportunities (e.g., national and international research conferences);
e. Provide a supportive and intellectually stimulating environment;
f. Critically review the student’s progress in the program, openly communicate constructive critique and guidance to the student; and
g. Provide guidance to the student with regard to preparation of the dissertation and dissertation defense, critically review and provide constructive comments on drafts, supervise the completion of any final revisions recommended by the Dissertation Committee, and/or the Academic Standards Committee

D. Dissertation Advisory Committee

1. The Dissertation Advisory Committee is selected jointly by the Ph.D. student and their Dissertation Advisor in consultation with the Academic Advisor (i.e., Program Director) within the first semester after the student passes their qualifying exam. This usually occurs in the third year for IPP students, and in the second year for AS Ph.D. students or M.D.-Ph.D. students (see the GSBMS Policy on Qualifying Examination).
2. The composition of the Dissertation Advisory Committee is:

a. Four to five members of the NYMC GSBMS faculty from different programs/departments who are selected based on their expertise, which must be relevant to the student’s dissertation project, rather than department/program affiliation;
b. One external member who is not a part of NYMC GSBMS faculty can be a member of the Dissertation Advisory Committee upon approval of the Dissertation Advisor and the Academic Advisor. External members must possess appropriate academic or professional qualifications (e.g., PhD, MD, or equivalent) and demonstrated expertise in the dissertation’s subject area;
c. The Dissertation Advisor cannot be a member of the Dissertation Advisory Committee to avoid any potential conflict of interest, but should attend all of the committee meetings and receive all deliverables; and
d. The Chair of the Dissertation Advisory Committee should be selected in discussion between the student, Dissertation Advisor and the Academic Advisor.

3. Once the Dissertation Advisory Committee is established, the student must submit the Ph.D. Advisory Committee Membership Form to the Graduate School office.
4. Once the student is ready to present a dissertation research proposal, the student and their Dissertation Advisor, in consultation with the Academic Advisor, can modify the composition of the Dissertation Advisory Committee. The updated Ph.D. Advisory Committee Membership Form should also be submitted to the GSBMS Dean’s Office.
5. The Dissertation Advisory Committee shall meet with the student and Dissertation Advisor at least once a year and can be convened ad hoc, as needed. As the student progresses through the program and approaches the dissertation defense, the frequency of committee meetings may increase to biannually. The Dissertation Advisory Committee members may be consulted as often as is necessary, as a group or individually, to provide advice and guidance, or to approve adjustments in the planned research work.

a. During each meeting, the student shall present a research plan and project progress.
b. The Dissertation Advisor shall provide input to the Dissertation Advisory Committee about the student’s accomplishments and areas that need strengthening or further development.
c. During each meeting, the Dissertation Advisory Committee should provide a forum for the student and Dissertation Advisor to discuss any issues.

i. This can be achieved by asking first the Dissertation Advisor and then the student to briefly exit the room for confidential discussion.
ii. Any issues, concerns or disputes raised by the student or the Dissertation Advisor should be submitted to the Dissertation Advisory Committee in writing in advance of the meeting.

d. At the end of each meeting, the Dissertation Advisory Committee shall recommend actions for the next period. The Dissertation Advisory Committee can make recommendations to the Academic Standards Committee and the Dean, suggest additional coursework, provide guidance for the experimental work, and indicate when the student is ready to begin writing the dissertation.
e. The Chair of the Dissertation Advisory Committee shall prepare and submit a Ph.D. Student Advisory Committee Report to the GSBMS Dean’s office within a week after the meeting. The Chair should also forward the copies of this report to the student and their Dissertation Advisor.
f. Once the Dissertation Advisory Committee approves the dissertation research proposal (see GSBMS Guidelines on Preparation of Dissertation Research Proposal), the Chair must complete and submit the Ph.D. Dissertation Research Proposal Approval Form. Upon approval, the student is authorized to proceed with the proposed research under the guidance of the Dissertation Advisor.
g. Once the Dissertation Advisory Committee members agree that the student’s Dissertation research is complete, and the student is ready to defend their dissertation, the Academic Advisor or the Dissertation Advisory Committee Chair shall submit the Ph.D. Dissertation Completion Form to the GSBMS Dean’s office.
h. Upon successful defense of Ph.D. dissertation, all committee members must sign the Defense of Ph.D. Dissertation Certificate Form initiated by the student for submission to the GSBMS office.

6. The primary responsibilities of the Dissertation Advisory Committee members include:

a. Provide guidance to the student with regard to the proposed doctoral research project;
b. Approve the dissertation research proposal, when it is satisfactory, and any subsequent modifications (see Guidelines on Preparation of Dissertation Research Proposal);
c. Resolve any conflict or issues that arise during program completion by the student, and, if necessary, mediate any disagreements between the student and the Dissertation Advisor;
d. Prepare progress reports which form part of the documentary basis for decisions of retention, promotion, or dismissal from the program
e. Ensure timely defense and graduation of the student (see Ph.D. Program Timeframe to Completion Policy and Policy on Graduation Requirements and Deadlines) and, if necessary, serve as an advisory committee to the Dean on the candidate’s progress;
f. Authorize the student to proceed with writing the dissertation, critically review the written dissertation and offer suggestions for improvement, if necessary. Once the student is ready to defend their dissertation, the Dissertation Advisory Committee will be the recipient of the student’s final thesis; and
g. Examine the student during defense of their dissertation.

E. Policy Summary

Advisor/Committee	Academic Advisor	Rotation Advisor	Dissertation Advisor	Dissertation Advisory Committee
When assigned	Prior to student’s arrival (1^st-year IPP), and/or upon declaring a program (2^nd-year IPP, 1^st -year AS Ph.D. and M.D.-Ph.D.)	In the 1^st year of IPP program, before each rotation	Upon declaring a program (2^nd-year IPP, 1^st -year AS Ph.D. and M.D.-Ph.D.)	First semester after the student passes qualifying exam (3^rd-year IPP, 2^nd -year AS Ph.D. and M.D.-Ph.D.)
Assigned by	IPP Program Director in consultation with the Dean (1^st-year IPP)	Academic Advisor with approval of the Dean	Decision of the student and Academic Advisor with approval of the Dean	Proposed by the student and the Dissertation Advisor in consultation with the Academic Advisor with approval of the Dean
Membership	Ph.D. Program Director	NYMC GSBMS faculty member with mentor status hosting a rotating student	Principal Investigator (NYMC GSBMS faculty member with mentor status) of the laboratory the student joins for dissertation research	4-5 NYMC GSBMS faculty members (excluding the Dissertation Advisor), 1 optional external (non-NYMC) member
Meetings Frequency	Biannually (Fall, Spring, and/or Summer)	Continuous during one rotation period	Continuous until student’s graduation	Annually with an increase to biannually later in the program
Primary Duties	Course selection; Policy advisement; Selection of Advisors and Advisory committee members; Support with qualifying exam and preparation of dissertation; Student evaluation	Set rotation goals; Supervise rotation activities in the lab; Assign readings; Rotation evaluation	Supervise dissertation research and thesis preparation; Supports professional development; Assists with Individual Development Plan	General advisement; Assess research progress, readiness for dissertation writing and defense; Conflict resolution; Assist with preparation of thesis; Examine during dissertation defense

VI. EFFECTIVE DATE

This policy is effective immediately.

VII. POLICY MANAGEMENT

Executive Stakeholder: Dean, Graduate School of Biomedical Sciences
Oversight Office: Dean’s Office, Graduate School of Biomedical Sciences