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Graduate Student Research Progress Tracking Report

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Graduate Student Research Progress Tracking Report

Page 1 of 3
updated July 2019

Check all that apply: This form is a(n)

Research progress reporting for Doctoral thesis students at McGill is mandatory. This report must be completed in full at least annually at face-to-face meetings between thesis students, their supervisors, and supervisory committee member(s). This report may also be supplemented with unit-specific details or documents (see page 2). Units can also use this report for Master’s students in non-thesis research programs if this is a Unit-wide practice.

In cases where the student has missed an established progress report deadline and has not responded to the Unit within 4 weeks after being contacted by the Unit, the report may be completed in the student’s absence, and progress may be judged unsatisfactory.

The student, supervisor(s), and academic unit must retain copies of this form. It must also be made available to members of the supervisory committee and university administrators authorized to view student records upon request.

External award holders must use this form for annual progress reports, including the box on page 3. Submit a copy to GPS Graduate Funding.

Please contact a GPS Associate Dean regarding any questions about progress reporting.

STUDENT’S NAME

DEGREE AND YEAR

SUPERVISOR’S NAME

CO-SUPERVISOR’S NAME (IF APPLICABLE)

Check all that apply: This form is a(n)

For a first report, students complete the Objectives box only. For subsequent reports, students complete all boxes on this page.

OBJECTIVES and timelines jointly agreed upon by student and supervisor(s) for next meeting in month(s) (e.g., courses, ethics approval, required training, chapter, data collection, initial thesis submission)

PROGRESS toward stated objectives, other accomplishments, and/or student’s notes on progress (e.g., conference presentation, award, submitted article, rationale for priorities). To ensure that students have a voice in this report, and to support or counterbalance the evaluation on p. 2, only the student may report on progress in this box.

I have completed: Coursework    Lab safety training    Ethical approval

STUDENT’S SIGNATURE

DATE

SUGGESTIONS (if applicable) for meeting the objectives above (e.g., reading, drafting, training, talking with another expert)

Graduate Student Research Progress Tracking Report

Page 2 of 3
updated July 2019

SUPPLEMENTARY DETAILS (Optional)

Use this box to include additional details according to the norms of the student’s academic unit (e.g., funding status; other supervisory committee meetings).

EVALUATION of progress toward objectives (to be completed by supervisor)

Research plan Research skills Requisite knowledge* Research accomplishments Overall
Satisfactory
Unsatisfactory
Not applicable

*Requisite knowledge is often developed through coursework, which may be commented on in the box below. However, unsatisfactory progress in coursework alone cannot lead to an unsatisfactory progress report because a separate Failure Policy governs coursework. Please see the Failure Policy in Graduate Studies on the University Regulations and Resources website, starting at www.mcgill.ca/study.

†A first overall unsatisfactory report must lead to a follow-up progress tracking meeting, not sooner than 4 months after the first report and not later than 6 months after the first report. DEADLINE FOR FOLLOW-UP REPORT: .

Failure to meet overall objectives on two Reports (not necessarily successive) constitutes unsatisfactory progress towards the degree and, if recommended by the academic unit, the student will be withdrawn from the University.

EXPLANATION of the evaluation, and comments on related areas, such as coursework, lab work, etc., as appropriate.

SUPPLEMENTARY DETAILS (Optional)

Use this box to include additional details according to the norms of the student’s academic unit (e.g., funding status; other supervisory committee meetings).

Graduate Student Research Progress Tracking Report

Page 3 of 3
updated July 2019

External Award Holders must complete this box and email a copy of the entire progress report to GPS Funding, copying their supervisor to the email.

Tri-Council Agency:    Start date of award:

A) Award holders who are registered full-time must limit the number of hours of employment to 180 hours per term.

B) Award holders are responsible for reporting any changes in program when they occur because it may affect ongoing eligibility (i.e., leaves of absence, change in supervisor or research, change in registration, etc.).

C) There were changes to my student status in the past year:

Anyone listed above who does not agree with the statements and evaluation in this Report must attach an explanation.

If any document has been attached to this report, please check here:

In case of disagreement, the student or supervisor should consult the Unit’s Graduate Program Director or a GPS Associate Dean.

GPD approval is required on all Progress Tracking Reports; attendance at meeting is not. If the GPD is the supervisor, the Chair must sign here.

GPD (Chair) Name:

Signature:

Regulation on Conflict of Interest - **If anyone checks YES, the form must be submitted to the Dean of GPS with an explanation. If there is any doubt, contact the appropriate GPS Associate Dean.

“Conflicts of interest may take various forms and may arise in various contexts. A potential conflict of interest will exist whenever a member of the University community is in a position to influence the conduct of research, academic, human resource, business, financial, governance or other matters in ways that could lead to personal gain for the member or a related party, or give improper advantage to others, to the detriment of the University or other members of the University community.”

“The Regulation recognizes that the existence of a potential conflict situation does not necessarily connote misconduct or preclude the involvement of a member in the situation in which the conflict has arisen – provided the conflict is recognized, disclosed, assessed and addressed. However, it must be recognized that not all conflicts of interest, even if disclosed in a timely manner, will be permitted.”

SIGNATURES (PLEASE PRINT NAMES):

* Mandatory. Must be present to sign together.

I agree with the statements and evaluation in this Report.

Has a conflict of interest arisen in respect of any of the parties signing?** (See examples)

DATE

* STUDENT’S NAME

Yes No

Yes No

STUDENT’S SIGNATURE

* SUPERVISOR’S NAME

Yes No

Yes No

SUPERVISOR’S SIGNATURE

* CO-SUPERVISOR’S NAME (if applicable)

Yes No

Yes No

CO-SUPERVISOR’S SIGNATURE (if applicable)

* COMMITTEE MEMBER’S NAME

Yes No

Yes No

COMMITTEE MEMBER’S SIGNATURE

OTHER MEMBER’S NAME (Role: )

Yes No

Yes No

OTHER MEMBER’S SIGNATURE

OTHER MEMBER’S NAME (Role: )

Yes No

Yes No

OTHER MEMBER’S SIGNATURE

OTHER MEMBER’S NAME (Role: )

Yes No

Yes No

OTHER MEMBER’S SIGNATURE

Anyone listed above who does not agree with the statements and evaluation in this Report must attach an explanation.

If any document has been attached to this report, please check here:

In case of disagreement, the student or supervisor should consult the Unit’s Graduate Program Director or a GPS Associate Dean.

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What the Graduate Student Research Progress Tracking Report Is

The Graduate Student Research Progress Tracking Report is an administrative record used to document a graduate student's research activities, milestones, supervision meetings, and progress toward degree requirements. It typically captures project title, advisor and committee input, IRB or funding status, completed tasks, next steps, and any deviations from the approved research plan. Departments use the report for annual reviews, funding compliance, and degree clearance; students use it to record achievements and track deadlines. Copies are retained by the department and student for audit, advising, and accreditation purposes.

Why This Tracking Report Matters for Students and Departments

A consistent progress report creates an auditable timeline of research milestones, supports funding and IRB compliance, and clarifies expectations between students and advisors.

Why This Tracking Report Matters for Students and Departments

Who Completes and Reviews the Report

This form is completed by the graduate student and reviewed by advisors, committee members, and departmental administrators.

  • Graduate students preparing candidacy or annual updates, documenting tasks and timelines for advisors.
  • Faculty advisors and committee members who verify progress and record recommendations.
  • Department administrators and graduate school staff who track compliance and compile program-level data.

Departments may also route the report to graduate schools, research offices, or funding sponsors depending on local policy.

Core Sections to Include in a Professional Progress Report

A complete report is structured to support advising, compliance, and recordkeeping. Each section should be concise and verifiable so it can be used for reviews, audits, and degree decisions.

Project Title

Concise research title that matches IRB, funding, and departmental records for consistent identification.

Advisory Committee

List members and roles so approvals and signatures can be tracked against committee documentation.

Milestones

Completed and upcoming milestones (e.g., coursework, candidacy, data collection, analysis) with dates.

IRB / Compliance

Status of human-subjects approvals or other regulatory clearances and key expiration dates.

Funding

Active grants or assistantships tied to the project and any reporting obligations.

Signatures

Student and advisor signatures plus dates to attest to accuracy and next steps.

Required Information Elements at a Glance

Student: Name and ID
Advisor: Primary advisor
Project: Title and summary
Milestones: Dates and status
Compliance: IRB/funding status
Signatures: Signed and dated

Step-by-Step: Filling Out the Report

Follow these sequential steps to complete the report accurately and ensure timely review by advisors and administration.

  • 01
    Prepare Materials: Gather IRB, funding, and previous reports.
  • 02
    Complete Fields: Enter personal and project details.
  • 03
    Attach Documents: Add approvals, abstracts, and data summaries.
  • 04
    Obtain Signatures: Get advisor and committee approvals.

Configuring an Online Review Workflow

When automating routing, define the fields and approval sequence so submissions move to the right reviewers without manual steps.

Field Configuration
Initiator Student submits form
Primary Reviewer Advisor receives for review
Secondary Reviewer Committee members receive in order
Archive Department database stores final copy

Where to File or Send the Completed Report

Choose the correct destination based on departmental policy; many institutions require both departmental and graduate school copies.

  • Department Office: Primary operational record
  • Graduate School: Official academic record
  • Research Office: Funding and compliance checks
  • Student Copy: Personal record for progress tracking

Digital Submission and eSignature Considerations

Use an eSubmission platform that supports secure PDF, audit trails, and optional multi-factor authentication for sensitive data.

  • File formats: PDF, DOCX accepted
  • Authentication: Email or MFA options
  • Audit trail: Timestamps and IP

Common Deadlines and Processing Expectations

Academic reporting follows semester and annual cycles; specific dates depend on department calendars and funding terms.

Annual Review:

Due by department-specified date each academic year

Candidacy Filing:

Submit prior to candidacy milestone

IRB Renewal:

Before IRB expiration date

Funding Reports:

Align with sponsor reporting periods

Degree Clearance:

Complete before final semester deadlines

Key Milestones in the Progress-Report Cycle

A clear milestone sequence helps students and advisors plan actions and approvals for timely degree progress.

01

Initial Submission

Student completes and submits the report for advisor review.

02

Advisor Review

Advisor verifies progress and requests clarifications if needed.

03

Committee Meeting

Committee discusses progress and records recommendations.

04

Final Filing

Department archives the approved report for records and degree processing.

Common Mistakes to Avoid

  • Missing or inconsistent student identifiers that prevent matching to institutional records.
  • Omitting IRB or funding identifiers required for compliance and audits.
  • Using ambiguous milestone descriptions that complicate committee evaluation.
  • Failing to obtain required signatures before final submission to the graduate school.

Penalties and Risks of Inaccurate Reports

Delayed Graduation: Possible
Funding Loss: Sponsor review risk
IRB Noncompliance: Regulatory exposure
Administrative Hold: Registration restriction
Audit Flag: Records review
Reputational Risk: Advisor and student

Representative eSignature Pricing and Feature Comparison

Compare typical starting prices, trial availability, bulk send, audit trail, HIPAA accommodations, and envelope limits across common providers to evaluate fit for institutional workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, signatures, corrections, and data handling for the Graduate Student Research Progress Tracking Report.


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