Advisory Committee & Meetings

Context of COVID-19

Given the current circumstances, students are encouraged to maintain contact with their Advisory Committee members. Whether or not they believe much progress has been made in their research thus far, students should schedule their committee meetings and meet with the members to discuss their research and work. This is critical given our current circumstances. 



In conjunction with the thesis supervisor (and co-supervisor, if applicable), each IPN student must organize and select the members of their Advisory Committee.

Members of an Advisory Committee must include:

  • Thesis supervisor (and co-supervisor, if applicable);
  • Two (maximum three) other professors who are familiar with the research field of your project. 


Responsibilities of an Advisory Committee

  • Serving as resource people to provide advice and to guide the student during their enrolment in the program; 
  • Meeting with the student to evaluate progress and discuss their research program on an annual basis;
  • Reviewing the written thesis proposal, attending the oral presentation and/or candidacy examination, and attending the student's thesis research seminar (which is to be done prior to the writing of the student's thesis).


Advisory Committee Meetings


An initial meeting with the student and their Advisory Committee must take place within the first year of starting the program. An Advisory Committee meeting consists of the student orally presenting their research and work that has been accomplished to date. The presentation may last about 30 minutes, and will be followed by a question and answer period. Once the meeting has ended, members of the committee will meet in a closed session to evaluate the student's progress.

All members of the Advisory Committee must attend these meetings. The Program Mentor is not expected to attend these meetings, but must be notified of the meetings' occurrence.

Effective as of July 2019, the student's Advisory Committee may ask the student to submit a 'Project Outline' one week before the initial Advisory Committee meeting. The Project Outline will be a one-page overview of the student's project, and will include the main questions to be investigated, the experimental approaches to be used, and preliminary data (if available). In short, the outline must provide the committee members with an idea of what the student's project is about and the direction it is headed toward. The format of this outline is entirely up to the Committee. 

Scheduling Meetings

It is the student's responsibility to arrange the date, time, and venue of their Advisory Committee meetings, and to ensure that all members of the committee can attend. To facilitate the process of scheduling these meetings, you are highly encouraged to use Doodle, a web-based scheduling program. 

Initial & Consecutive Meetings

After the initial meeting, which must take place by the end of your first year of entering the IPN, an Advisory Committee meeting needs to be scheduled at least once every 12 months. Advisory Committee meetings are no longer mandatory once you successfully complete your Thesis Seminar.



Unsatisfactory progress will be noted if the student has shown research deficiencies during the meeting(s), or if the student failed to hold an Advisory Committee meeting. In this case, another meeting must be scheduled within four (4) months.



Students, along with their thesis supervisor (and co-supervisor, if applicable) are responsible for organizing their Advisory Committee by the end of their first semester

As aforementioned, it is mandatory for each IPN student to organize their initial Advisory Committee meeting within the first year of starting the program. Thereafter, the student must organize a committee meeting at least once every twelve (12) months. Meetings cease once the student passes their Thesis Seminar. 

The IPN administrative office must be notified, by e-mail (ipn [at], each time you schedule an Advisory Committee meeting. 



Form Submission  Deadline
PDF icon Advisory Committee Selection

By student,
to ipn [at]

By end of 1st semester
Project Outline By student,
to the Advisory Committee members
At least 1 week before initial meeting
GPS Graduate Student Research Progress Tracking Report

The Progress Tracking Report form, prepared by GPS, must be completed at every committee meeting.
The student is encouraged to complete the 'Progress' and 'Objectives' sections with their supervisor in
preparation for the upcoming committee meeting. The rest of the form will be completed by the Advisory Committee at the meeting itself. The student should e-mail a copy of the report to the IPN admin office, and keep a copy as reference material for the next meeting. 

PDF icon Instructions - Progress Tracking Report

By student,
to ipn [at] 

1st meeting report due right after the initial meeting takes place (by end of 1st year)

Consecutive reports due right after each annual meeting takes place


Important Notes

Ph.D. Candidacy Examination may substitute an Advisory Committee meeting.

Advisory Committee meetings are no longer mandatory after the successful completion of the M.Sc. Thesis Seminar/Ph.D. Thesis Seminar.


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