Setting up Committee or Supervisor Meetings as Milestones or Requirements

Supervisory Meeting Scheduling and Documentation

Prograds helps you ensure that required supervisory meetings occur by treating them as Milestones or Requirements. This approach streamlines scheduling, documentation, and communication for students, supervisors, and admins.

How It Works

Required meetings (annual, or ideally more frequently) are set up as milestones or requirements, each with ideal and deadline dates.

If these are general Program requirements, applicable to all students, you can include them in the program Milestones or Requirements

Programs can include built-in instructions and upload any relevant forms for each meeting.

But if supervisors want to add more meetings, they can do so….

To do this, go to the student’s Progress Page and click the plus icon next to Requirements. This will bring up a pop-up box that will allow you to set a title, date, notes, and add files.

Faculty can log in and review the student’s progress before the meeting. All the info they need is there, including links to the student’s work if the student has used the Working On and Events areas on the Student Progress Page .

Once a meeting is completed, it can be marked as complete by the student and then approved, with all of these actions tracked in an audit trail.

Students, supervisors, or program staff can add notes or upload files directly to the meeting record.

Upcoming and overdue meetings are automatically included in monthly email reminders sent to students and supervisors.

Information Is Current and Available to Faculty

Supervisory committees have direct access to Prograds, where they can view dashboards for their students and access individual progress pages. This eliminates the need for administrative staff to manually distribute information or documentation—everything is available in one place for all committee members.

Best Practices

Define all required meetings as milestones or requirements at the program level.

Set them up with the required approvals.

Don’t simply replicate annual meetings forms that have been around for decades. Reimagine the frequency and the documentation required. Consider a student log in a shared document rather than 20th-century pdf forms. You can recommend to faculty and students our blog post on using a log: Tech-enabled PhD supervision for better doctoral student progress | CMS 1.0

Attach any necessary forms or instructions to each meeting.

Encourage supervisors and students to use the notes and file upload features to keep records complete and accessible.

Example

Here’s an example where an Annual Meeting is a Requirement.

In the Program Requirements list in program settings it looks like this.

In the Requirements tab on the Admin Tools page, it looks like this, showing all the students with that requirement.

And when you create and edit it, it looks like this.

If you need help setting up meeting requirements or have questions about best practices, please contact Prograds support.