Doctoral Degree Requirements

Course requirements include a minimum of 51 total credits, at least 32 credits at UW-Madison, at least 26 in didactic courses (formal classes or formal seminar).

All ADS Ph.D. students must complete their certification paperwork. The student should submit all completed certification paperwork in a timely manner to the Graduate Program Manager (GPM) for review and approval by the Director of Graduate Studies (DGS). Students should meet with their committee at minimum once per year.

Students must enroll and present in Seminar (900) during their final semester.

The below steps must be completed in a timely fashion (as outlined), or the student will not be allowed to register for following semesters. Working closely with the PI and committee are essential for successful completion of a Ph.D. The certification paperwork must be approved before the request for preliminary warrant is submitted to the Graduate School. Any changes to the certification paperwork must be communicated to the GPM and approved by the DGS.

1. Form a Ph.D. Mentor and Examination Committee (form I) and submit completed form to the GPM (by end of 2nd Semester).
2. Meet with approved committee to approve Plan of Study (form II) and submit completed form to the GPM (by end of 2nd Semester). Regular meetings with Committee are expected.
   1. Complete coursework (except seminar and research) prior to or within the same term as the preliminary examination. Documentation of completion is required before preliminary examination.
3. Schedule (by the end of the 4th semester) and complete preliminary examination (by the end of the 5th semester). Follow specific steps under “Preliminary Examination” below.
4. Confirm Final Ph.D. Examination Committee (form V) and submit completed form to GPM.
5. Complete research and thesis (documentation of completion is required before defense), enroll and present in Seminar (900) during the final semester, schedule final examination, successfully complete Final Defense and Examination. Follow specific steps under “Dissertation & Final Oral Exam/Defense” below.

The Mentor Committee members advise the student on their classes, research, other academic components of the students’ Graduate Program, evaluate satisfactory progress, administer the final oral examination, evaluate the thesis, and sign the degree warrant. The PI chairs the committee. The final warrant request which includes committee membership must be submitted to the Graduate School at least three weeks before the examination date. Please review the Graduate School policy on the role and composition of committees as well as an online tool to determine if the committee meets minimum requirements.

Ph.D. Mentor Committees must have at least 4 members representing more than one graduate program, 3 of whom must be UW-Madison ADS graduate faculty or former UW-Madison ADS graduate faculty up to one year after resignation or retirement. At least one of the 4 members must be from outside the Department of ADS. At least 3 committee members of all doctoral/final oral examination committees must be designated as readers.

All members of a Mentor Committee retain voting rights. The fourth member may be from any of the following categories: graduate faculty, faculty from a department without a graduate program, academic staff (including emeritus faculty), visiting faculty, faculty from other institutions, scientists, research associates, and other individuals deemed qualified by the student’s graduate committee. We recommend that student use the Faculty List for Grad Committees tool when forming the committee.

To receive a doctoral degree, students cannot receive more than one dissenting vote from their committee on the final degree warrant.

The Department of ADS requires Ph.D. students to complete a minor before they can be granted dissertator status. There are two minor options:

Option A External Minor: Requires a minimum of nine credits in a single department/program. Selection of this option requires the approval of the minor department/program. Students interested in an Option A minor should contact the minor department.

Graduate School Minor Information: grad.wisc.edu/documents/minors/

Option B Distributed Minor: Requires a minimum of nine credits in one or more departments/programs and can include course work in the major department/program. Selection of this option requires the approval of your thesis committee.

Option A minors appear on the transcript with the name of the minor (i.e., Statistics).

Option B minor always appears on the transcript as Distributed.

Minors of interest to ADS majors may include the following – Option B (distributed):

• Agriculture and Applied Economics
• Agronomy
• Endocrinology-Reproductive Physiology
• Food Science
• Genetics
• Life Sciences Communication
• Molecular and Environmental Toxicology
• Nutritional Sciences
• Statistics

See a list of all minors available: guide.wisc.edu/graduate/#doctoralminorstext

The department requires all funded students to be enrolled full time. Students funded by another department should check with the payroll and benefits coordinator of that department to learn their requirements for enrollment. Please review the minimum enrollment requirements for additional clarification. You are responsible for following Graduate School policies related to course enrollment requirements and limitations:

• Minimum Enrollment Requirements
• Adding / Dropping Courses
• Canceling Enrollment
• Continuous Enrollment Requirement for Dissertators
• Enrollment Accountability

Degree deadlines are the cut-off dates for a degree and dissertation eligibility in each term, and it is important to keep abreast of these dates when planning to graduate.

View the following for additional information: Graduate School Deadlines.

Academic exceptions are considered on a case-by-case basis and should not be considered a precedent. Deviations from normal progress are highly discouraged, but the program recognizes that there are cases extenuating academic and personal circumstances. Petitions for course exceptions/substitutions or exceptions to Satisfactory Academic Progress shall be directed to the DGS and will be considered by the Research and Graduate Education Committee (RGEC).

The following procedures apply to all petitions:

1. The specific requirement/rule/expectation pertinent to the petition must be identified.
2. The PI must provide written support for the petition to the GPM and the DGS. The request should include a justification statement and a detailed explanation of the substitution proposed to meet the requirement.
3. All course work substitutions and equivalencies will be decided by the DGS.

More generally, the DGS, in consultation with the PI and committee, may grant extensions to progress requirements for students who face circumstances as noted in university regulations, including childbirth, adoption, significant responsibilities with respect to elder or dependent care obligations, disability or chronic illness, or circumstances beyond one’s personal control. The petition should provide evidence of plans and ability to return to conformance with the standard and to acceptably complete the program. The normal extension will be one semester; anything beyond this will be granted only in the event of highly extraordinary circumstances. Extensions will be granted formally with a note of explanation placed in the student’s file.

The following requirements are under the purview of the UW Graduate School and cannot be modified:

• Composition of the Graduate Committee.
• Standards defining Satisfactory Academic Progress.
• Minimum credit requirement.

While most student participation in the program is continuous, students may find it necessary to take a temporary leave of absence. Graduate students may request a leave of absence for one semester or for one year by sending an email to the GPM outlining the timeline for the leave and general reasons. The PI must agree that the student is leaving in good standing and may re-enter the program in a reasonable stated length of time. The DGS will review all leave of absence requests.

If a student is granted a one semester leave of absence, the milestone due dates and terminal deadlines are pushed back one semester. If a student is granted a full year leave of absence, all due dates and deadlines are pushed back one year. Students may be granted a leave of absence for no more than one year at a time.

Students who do not register for more than one semester (Fall or Spring) will be considered inactive by Graduate School standards and must apply for re-entry.  Students who take a leave of absence and are in good standing are likely to be approved for re-entry upon return. Prior funding guarantees may or may not continue to be in effect and will be decided on a case by case basis. A leave of absence is not required for summer term as summer term is not a required term of enrollment if a student is not being paid as a graduate assistant or fellow.

Re-entry

Graduate students who leave the program in good standing for more than one term (not including summer) may request re-entry to the program by completing the Graduate School application for re-admission. Department leadership will review the request based on the information provided at the time the student plans to return.

The Graduate School outlines the policy for readmission for previously enrolled graduate students.

Time Limits

In addition, the Graduate School specifies time limits for completion of current coursework and research.  Students who take a leave of absence or re-enter into the program should be aware of these policies.

1. ≥ 2 months before the anticipated meeting date student contacts committee members to establish a date, time, and location for the exam and reserves a room for a 4-hour time block.
   • If the meeting is to be held virtually (via web conference), the student should send the meeting date/times to their PI for scheduling the virtual meeting. The student will ascertain which web-based conferencing system the PI will use to host the meeting and gain competency in presenting materials using that web-based platform.
2. ≥ 1 month before the scheduled meeting the student should complete and submit forms IV and V of the Ph.D. Requirements in Animal Sciences or Dairy Science form and the PhD Prelim Warrant Request form to the ADS GPM at least four weeks prior to the oral exam date.
3. Student should complete written examination questions prepared by each of the Mentor Committee members and ≥2 weeks prior to exam date distribute an electronic copy of written exam to committee members.
4. Prepare materials (suggestions/approximate times below):
   • 15 minutes: a presentation providing overview of coursework, grades, and thesis
   • 90 minutes: student meets with committee to answered questions
   • 20 minutes: committee meets in a closed-door session to determine the exam outcome
   • The meeting is expected to take 2-3 hours, but should not exceed 4 hours

1. The student can get feedback on their Individual Development Plan (IDP) and career development plans.
2. The student presents their overview of coursework, grades, and thesis updates.
   • During the presentation, the student responds to questions by the Committee. The questions can be based on anything directly or tangentially related to the presentation.
   • The PI, as a voting member of the Committee, will be present for the exam but should only participate as an observer during the oral exam (i.e., the PI should not field questions or coach the student in any way during the examination).
   • The PI is permitted to ask questions of the student during the examination.
3. The committee verifies that all program requirements are met.
4. After the presentation, the Committee will determine the exam outcome (Pass; Request Written Revisions; Request Written Revisions and a repeat of the Oral Defense; or Fail) concerning the student’s performance and document feedback on ADS Preliminary Examination Evaluation form.

1. The student will gather electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.
2. The PI will provide written feedback compiled from the committee members on the ADS Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.

1. The PI will provide written feedback compiled from the committee members on the ADS Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
2. The student will notify that GPM that the committee is requiring revisions.
3. Once the student has completed revisions, the revised answers will be provided to the committee for approval. Once revisions have been approved, the PI will fill out a new ADS Preliminary Examination Evaluation form indicating “written revisions accepted by committee” in the “Feedback/Comments from the Committee” box, sign, and send to the student and GPM. If the student does not pass the second exam, follow steps under After the Exam (Fail).
4. The student will gather electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

1. The PI will provide written feedback compiled from the committee members on the ADS Preliminary Examination Evaluation form to the student and the GPM within 1 week of the student completing the exam.
2. The student will notify that GPM that the committee is requiring revisions and a repeat of the oral defense.
3. The student will schedule a new defense with their committee and revise the written examination according to committee feedback.
4. Once the student has successfully repeated their defense and the committee has approved the revisions, the PI will ensure a new ADS Preliminary Examination Evaluation form is filled out, signed, and returned to the student and GPM. If the student does not pass the second exam, please follow steps under After the Exam (Fail).
5. The student will gather electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

1. If the preliminary exam is not successfully completed after two attempts, the student cannot continue in the ADS Program.
2. Discuss the recommendations with the PI and the Committee.
3. The PI will ensure the ADS Preliminary Examination Evaluation form is filled out, signed, and returned to the student and the GPM.

ENROLLEMENT REMINDER: As a dissertator, students must register for exactly 3 graduate level credits each semester to maintain continuous registration. Students must be registered during the semester in which they finish their degree. Students must enroll and present in Seminar (900) during their final semester.

Dissertator is a unique fee status for students who have completed all requirements for a doctoral degree except for the dissertation. To be eligible for dissertator status, a student must:

• Pass the preliminary examination;
• Satisfy the doctoral minimum graduate residence credit requirement;
• Complete all minor requirements;
• Complete all program requirements except the dissertation;
• Clear all incomplete grades or progress grades in non-research courses (progress grades in 990 research may remain);
• Earn at least a 3.0 cumulative graduate GPA;
• Return the signed and dated preliminary exam warrant to the GPM.

Dissertator status is effective at the start of the semester following completion of all dissertator requirements for the doctoral degree except for the dissertation. All dissertator requirements must be met before the first day of classes to be a dissertator for any given semester.

Students will receive an email from the Graduate School when they are granted dissertator status. This email contains important information about the rules of being a dissertator. It is very important that students follow all the rules of being a dissertator otherwise they may lose their dissertator status.

The three most important rules of being a dissertator are:

• Students must maintain continuous registration by enrolling for exactly three credits every fall and spring (and summer if funded) until they graduate, otherwise they will be assessed a degree completion fee.
• Students enroll for three credits of research or a required departmental seminar.

Students have five years from the date they passed prelims to defend and deposit their dissertation. If a student does not meet this requirement, they may be required to pass their prelim exam again before they will be allowed to receive their Ph.D. degree.

Questions regarding dissertator status rules and requirements may be answered by the Graduate School’s Dissertator Status policy.

The Department of ADS does not have distinct formatting requirements, however, ADS has developed a Dissertation Template to assist you in writing.

Students should follow the Graduate School’s requirements which can be found at “Formatting Requirements for your Doctoral Dissertation.”

Helpful Links for Writing your Research Proposal and Dissertation:

• The UW Writing Center’s Writing Handbook
• Rules on writing ethics and plagiarism
• Completing Your Doctoral Degree
• Doctoral Degree Checklist: Timeline & Deadlines

Depositing Your Dissertation:

Students must deposit their dissertation and graduation forms with the Graduate School by the degree deadline. It may take up to three months after graduation term for a degree to be posted to a student’s record.

1. At the beginning of the semester, students must enroll in Seminar (900) during their final semester. Students must present their research during their final semester in this course.
2. ≥ 6 weeks before the anticipated meeting date student contacts committee members to establish a date, time, and location for the exam and reserves a room for a 4-hour time block.
   • If the meeting is to be held virtually (via web conference), the student should send the meeting date/times to their PI for scheduling the virtual meeting. The student will ascertain which web-based conferencing system the PI will use to host the meeting and gain competency in presenting materials using that web-based platform.
3. ≥ 1 month before the scheduled meeting the student should submit Proposed D. Final Examination Committee (form VI), Requirements to be met prior to Ph.D. Final Examination (form VII), and the Ph.D. Final Warrant Request form to the GPM at least four weeks prior to the oral exam date.
4. Student should submit thesis to all members of Mentor Committee ≥2 weeks prior to the exam date.
5. Student should submit to the GPM (via email) a seminar notice of the final PhD Defense that includes the Thesis Title, Abstract, Author, Date, and Location at least 1 week prior to the defense date.
6. Prepare materials (suggestions/approximate times below):
   • The open session consists of a formal public seminar (approximately 45-50 min) followed by a short public question and answer period
     • 45 minutes: presentation of thesis which must be acceptable from both scientific and literary standpoints.
     • 15 minutes: question/answer period where anyone can participate
   • The closed session immediately follows the open session and consists of an examination period wherein only the examinee and Mentor Committee are present
     • 90 minutes: student completes oral examination with committee
     • 15 minutes: committee determines the exam outcome and notifies student
     • The meeting is expected to take 2-3 hours, but should not exceed 4 hours

1. Present the seminar on dissertation research and answer questions from the public.
2. Defend the thesis orally in a closed session with the committee.
3. After the examination, the committee will determine the outcome (Pass; Request Written Revisions; Request Written Revisions and a repeat of the Oral Defense; or Fail) concerning the student’s performance and document feedback on ADS Final Defense Evaluation form.

1. The student must complete the Graduate School steps.
   • Final grade reports must be completed for all courses in progress when student deposits the dissertation.
2. The student will request electronic signatures on the Graduate School Warrant. Students should request the signatures following the student instruction sheet.
3. The PI will provide written feedback compiled from the committee members on the ADS Final Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.

1. The PI will provide written feedback compiled from the committee members on the PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.
2. The student will notify that GPM that the committee is requiring revisions.
3. Once the student has completed revisions, the revised thesis will be provided to the committee for approval. Once revisions have been approved, the PI will fill out a new PhD Final Dissertation and Defense Evaluation form indicating “written revisions accepted by committee” in the “Feedback / Comments from the Committee” box, sign, and send to the student and GPM.
4. The student must complete the Graduate School steps.
   • Final grade reports must be completed for all courses in progress when student deposits the dissertation.
5. The student will gather electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

1. The PI will provide written feedback compiled from the committee members on the PhD Final Dissertation and Defense Evaluation form to the student and the GPM within 1 week of the student completing the exam.
2. The student will notify that GPM that the committee is requiring revisions.
3. Once the student has completed revisions, the revised thesis will be provided to the committee for approval. Once revisions have been approved, the PI will fill out a new PhD Final Dissertation and Defense Evaluation form indicating “written revisions accepted by committee” in the “Feedback / Comments from the Committee” box, sign, and send to the student and GPM.
4. The student must complete the Graduate School steps.
   • Final grade reports must be completed for all courses in progress when student deposits the dissertation.
5. The student will gather electronic signatures on the Grad School Warrant. Students can find information about how to do this on the student instruction sheet.

1. If the Final Exam is not successfully completed after two attempts, the student cannot continue in the ADS Program.
2. The student must discuss recommendations with the PI and the Committee.
   1. The PI must communicate the recommendations to the GPM.
3. The PI will ensure the PhD Final Dissertation and Defense Evaluation form is filled out, signed, and returned to the student and the GPM.