V. Student Evaluation

V.A. Annual Evaluations

The annual evaluation is a comprehensive and systematic method of monitoring student progress that also provides students feedback regarding their work in the program. Program Area Training Committees evaluate the progress of first-year students at the end of the first semester and all students at the end of each year. The evaluation process is designed in part to ensure that students complete their degrees within the planned time frame. Students whose progress appears inadequate may be placed on academic probation (V.D.). In addition, unsatisfactory performance, as determined by the annual evaluation, may result in withdrawing the student’s support or dismissing the student from the graduate program. Program Area Training Committees rely on several sources when gathering information concerning students’ academic and professional activities: the Milestone Acknowledgement form, the Annual Activity Report, practicum and/or teaching evaluations (as appropriate), professional behavior and the student’s vita.

V.A.1. Annual Activity Report

Students are asked to complete Annual Activity Report forms by April 15 each year. One copy of the completed Activity Report, accompanied by an updated curriculum vitae, must be submitted to the Assistant Director of Graduate Training for placement in the student’s permanent file. On December 15th, students submit only an updated curriculum vitae to the Assistant Director of Graduate Training for placement in the student’s permanent file.

V.A.2. Vita

The Latin word “vita” (“life”) is usually understood to mean “professional life.” Note that there are many formats for a vita and other examples may be obtained from faculty and other students. Update your vita frequently. Your adviser may be of help if you have questions about constructing your vita. Be certain to include in the vita the date on which it was constructed or modified.

V.B. Process and Outcome of the Annual Evaluations

V.B.1. Process

The student’s Program Area Training Committee, and primary research mentor (even if outside the area committee) review and discuss the student’s evaluation materials. The Program Area Training Committee ensures that written feedback is obtained from any supervisors of the student (e.g., research mentor, teaching supervisor, practicum supervisor) who are unable to attend the evaluation meeting. The written feedback document is signed by all core members of the Program Area Training Committee, and by the student’s primary research mentor. The student normally receives feedback concerning performance during the evaluation period no later than May 15 (or February 1, when students are evaluated at midyear). The student’s adviser, or another core member of the Program Area Training Committee, reviews the feedback with the student.

To accommodate these deadlines and help ensure graduate students receive a holistic evaluation of all the domains of their training in a timely manner, faculty who supervise GTAs should submit their GTA evaluations by the 2nd day of finals week in both the fall and spring semesters.

V.B.2. Outcome

Students whose progress is satisfactory will maintain eligibility for continued funding.

Students whose performance or progress is unsatisfactory may be given probationary (V.D.) status, have their funding terminated (V.C.), and/or be recommended for dismissal (V.E.) from the graduate program.

V.C. Probation and Funding Termination Dates for Major Academic Milestones

V.C.1. Probation and Funding Termination Dates for Doctoral Students

The doctoral programs are designed for students to complete their training in 4 years (or 3 years if the student enters with an approved Master’s thesis), plus an additional year in an internship for clinical students. The department target-date milestones are designed to assist students with their timely progress through the program.

Students may anticipate funding for only 4 years (3 years for students entering with an approved Master’s thesis) of doctoral training. Thus, the Department has established probation and funding termination dates for the accomplishment of three major academic milestones: the thesis proposal and completion and the dissertation proposal. University regulations provide information on time limits for the completion of the dissertation. The Department dates are:

Milestone	Probation date	Funding termination date
Thesis proposal completed	December 15, Year 2	May 15, Year 2
Thesis defense completion	December 15, Year 3	May 15, Year 3
Dissertation proposal completion	December 15, Year 4*	May 15, Year 4*

*Year 3 for students who entered with an approved Master’s thesis.

The thesis or dissertation proposal will be considered “completed” when a copy of the written proposal and the approval materials are placed in the student’s file. The signed proposal must be accompanied, when appropriate, by a list of changes required by the committee that has been approved and signed by the committee chair, in consultation with committee members as needed.

The thesis or dissertation will be considered completed when the electronic document is accepted by the library.

V.C.2. Consequences

Students who do not complete a milestone prior to the probation date will be placed on probation until the milestone is completed. Probation and its termination are automatic.

Doctoral students who do not complete a milestone prior to the funding termination date will be ineligible for Departmental funding in the following year. In addition, the Graduate Training Committee (GTC) will recommend that the student’s Program Area Training Committee dismiss the student. If the student is not dismissed, the student may become eligible again for funding in a subsequent year. The counting of a student’s years in the program continues unless the student receives an approved leave of absence (see Section III.H).

V.D. Probation

V.D.1. Grounds for Probation

The WVU Graduate/Professional Catalog provides a definition of probation and explains the consequences for students of being placed on probation. Information on procedures for removing students from probation also can be found in the Graduate/Professional Catalog.

Students may be placed on probation by their Program Area Training Committee for reasons related to academic or professional performance in addition to failing to meet the milestone dates described above. Specific grounds for probation include, for example, not removing an incomplete grade by the deadline and receiving one grade of C or lower.

V.D.2. Procedures 

University procedures require that letters notifying students of placement on probation include specific elements (described in the WVU Graduate/Professional Catalog). In the Department, when a Program Area Training Committee places a student on probation or removes a student from probation, the Program Area Coordinator sends a draft of the probation letter to the Director of Graduate Training to bring to the Graduate Training Committee for review. If the letter is approved by the Graduate Training Committee, the letter is then routed to the Associate Dean for Research and Graduate Studies for final approval. After the letter has been approved at both the departmental and college level, it is returned to the Program Area Coordinator. The Program Area Coordinator should then send the official and dated letter to the student and the Director of Graduate Training (for placement in the student’s file). The Director of Graduate Training may provide approval in lieu of full GTC review for form letters such as missed milestone.  At the Department level, students may appeal being placed on probation by providing written grounds (typically via email) to the Department Chair. Appeals to the Department Chair must be submitted within 10 days of being notified of placement on probation. Students should consult the WVU Graduate/Professional Catalog for information about probation and appeal procedures at the Department, College and University levels.

V.D.3. Consequences of Probation

Students who miss the probation date for a milestone in a particular year or who are on probation for other reasons at the end of an academic year will receive lower priority for the next year’s assignments of teaching (including summer), practica, and offices (to the extent practicable).

V.E. Student Dismissal and Resignation

V.E.1. Grounds for Dismissal 

The following conditions are grounds for dismissal of a student:

• Unsatisfactory performance or progress as determined by Program Area Training Committee annual evaluation.
• Major deviation from the approved Plan of Study including timetable for graduation.
• Failure of prelims.
• Failure to be recommended for admission to doctoral candidacy by either the Program Area Training Committee or the Department faculty.
• Failure to form a Thesis or Dissertation Committee.
• Unauthorized leave.
• Failure to complete all graduation requirements within 5 years following advancement to doctoral candidacy
• Academic misconduct, as outlined in the WVU Graduate/Professional Catalog, course syllabi, and/or program area supplements to the handbook. Examples include: plagiarism (including unauthorized use of artificial intelligence), cheating, fabrication/falsification, and facilitation.
• Two or more grades of “C” or below.
• Failure to remove two or more concurrent incompletes (i.e., incompletes that are on the student’s transcript simultaneously) by the deadline. See Section III.E.2 for more detail about incompletes.
• Failure to meet the academic and professional standards described in this Handbook.
• Violation of any of the institutional, academic, or behavioral standards described in the WVU Graduate/Professional Handbook, the American Psychological Association code of ethics, or codes of ethics specified for the student’s Program Area (see Program Area Supplements).

V.E.2. Procedures for Dismissing a Student

Discussions of potential dismissal can be prompted from any source (e.g., faculty member, GTC, any other party). Formal recommendations for dismissal are initiated by Program Area Training Committee. The training committee writes a memo to the GTC specifying the grounds for dismissal of the student. Recommendations are reviewed by the GTC. The GTC votes on whether to accept or to reject the recommendation. The Director of Graduate Training records the vote and notifies the student of the decision in a memo specifying the grounds for dismissal, effective date of dismissal, and, in the case of delayed dismissals, conditions that must be met in the interim. The Director of Graduate Training copies the training area and the Department Chair on the memo. 

V.E.3. Appeals and Grievances (see also the section on Ethical Issues and Grievances )

Program areas or students who are dissatisfied with the decision of GTC on dismissing a student may appeal to the Department Chair. At the Department level, students may appeal decisions made by GTC to the Department Chair. Appeals should specify the grounds for appeal and be sent to the Department Chair by email. Appeals to the Department Chair must be submitted within 10 class days of being notified of the GTC’s decision. Students should consult the WVU Graduate/Professional Handbook for other details about grounds for dismissal and appeal procedures at the Department, College, and University levels.

V.E.4. Procedures for Resignation

Students may choose to resign from the doctoral program in psychology for a number of reasons. To resign, the student submits a memo to the Director of Graduate Training. The Area Coordinator needs to be “cc”ed (carbon copied) on this memo. The memo includes the effective date of the resignation and a few sentences that explain the reason for the resignation. If the date of resignation is not immediate, the Area Training Committee specifies the conditions under which the student is allowed an extended resignation date. These conditions are reviewed by the Graduate Training Committee. The Director of Graduate Training normally offers to meet with the student before accepting the resignation. After accepting the student’s resignation, the Director of Graduate Training gives the memo to the Assistant Director of Graduate Training to file in student records.  The Assistant Director of Graduate Training submits a request to the Registrar’s Office to change the student to non-degree status.

V.F. Awards

V.F.1. Philip E. Comer Award for Graduate Student Teaching

Purpose. The Comer Award recognizes outstanding teaching by students enrolled in the doctoral programs in the Department of Psychology. The award commemorates the exemplary contributions made by Dr. Comer to the teaching mission of the Department and University. 

Eligibility. Graduate students are eligible for nomination in their third through fifth years, if they entered the program with a Bachelor’s degree, and in their second through fourth years, if they entered the program with an approved Master’s degree. 

Nominations. Nominations are due October 15. Only self-nominations by students are allowed. Nominations are submitted electronically to the Assistant Director of Graduate Training for review by the Graduate Training Committee. Nominations should include: (a) copies of summaries of student ratings for all courses taught at WVU (end-of-semester evaluations only), (b) list of names and email addresses for all WVU teaching supervisors, (c) sample teaching materials developed by the nominee (may include syllabi, exams, lecture notes/slides, handouts, etc.), and (d) a memorandum of nomination which specifies in 500 words or less how the student meets the criteria described below (e.g. teaching excellence relative to all students, and with regard to their developed materials or activities). All materials must be collated into a single PDF that includes a cover page with a table of contents.

Selection of Awardee. Any number (including zero) of students can be selected for the award each year. Award recipients are selected by the Graduate Training Committee, in consultation with the Undergraduate Training Committee. 

Criteria: 

1. Teaching excellence relative to all graduates of our program, not simply relative to students graduating in a particular year. 
   
   
2. Originality/excellence of student-developed teaching materials and/or activities.

V.F.2. Don Hake Award for Outstanding Graduate Student Career

Purpose. To recognize doctoral students whose careers represent the ideals of scholarship, citizenship, and professionalism. The Outstanding Graduate Student Award was initiated in September 1986 in memory of Don Hake.

The Department may choose not to give the Hake Award every year. The nominees should be outstanding relative to all graduates of our program, not simply relative to students graduating in a particular year. However, in the noncompetitive spirit demonstrated by Dr. Hake, no upper limit is placed on the number of students who may receive the award in any year.

Eligibility. Graduate students who have had their dissertation proposal approved and who are in year 3 if they entered with an approved master’s thesis and year 4 if not are eligible.

Nominations. Nominations are due February 15th. The Director of Graduate Training will solicit nominations for the award. Nominations may be made by the Area Training Committees or by individual faculty members. The nomination letter should specify the source of the nomination.

The Nominator assembles the following information for presentation to the GTC. Note that students should not be told that they are being nominated for this award. Items a and b below are available in student’s files.

1. The student’s current vita
2. Evaluation letters for each year the student has been in the department (faculty are not responsible for gathering their evaluation letters, the Assistant Director of Graduate Training will compile the evaluation letters for all nominees)
3. One-page (or less) memorandum of nomination in which the student’s performance in each area of concern is summarized, including at least scholarship, citizenship, and professionalism (see definitions below).
4. Additional letter of support from other faculty (not required).

All nomination materials (with the exception of evaluation letters) must be compiled and emailed to the Assistant Director of Graduate Training on or before the nomination deadline.

Selection of Awardees. Nomination materials will be made available for faculty review in the Student Records Office. All faculty will be invited to rate and comment on the nominees. Ratings and comments will be treated confidentially and reviewed by the GTC. The awardees will be selected from among the nominees based on the information in the nomination packet and any ratings and comments received. The selection is an item of student business, and therefore the student representative will not take part in any aspect of the procedures.

Criteria. Nominees are expected to be outstanding in each of the following areas:

1. Scholarship includes research and performance in courses, seminars, teaching, practica, or other applicants of basic knowledge in psychology. “Research and Other Scholarly Activity” is broadly defined in the Department’s Faculty Activities Report. In general, Awardees are expected to have published and presented their research.
2. Citizenship is defined by the quality of a person’s participation in a community, such as the department, university, city or profession. The good citizen participates actively in departmental affairs and may participate in the concerns of the university, city or profession. The Department is a community of student and faculty scholars and of professional staff. Its community affairs include but are not limited to the following: committee work; advancement of its members (e.g., by mutual cooperation in research, help in writing, if authorized, and sharing of expenses for professional travel); opportunities for learning (e.g., by developing seminars and by participating in colloquia); opportunities for research (e.g., by sharing of laboratory space, equipment, and skills); and extracurricular activities (e.g., departmental parties and picnics). The good citizen of any community also improves or at least maintains the quality of life in the community.

Professionalism means conformity to the ethical and behavioral standards of one’s profession.

Ethical standards are specified by at least three professions: (a) the standards of psychological research and/or service delivery specified, for example, by the American Psychological Association or Society, the Association for Behavior Analysis, the Society for Research in Child Development, and the Gerontological Society of America; (b) the standards of a university instructor specified, for example, by some of these organizations and by the American Association of University Professors; and (c) the standards of a university student specified in the West Virginia University Student Handbook and the Department of Psychology Graduate Handbook.

V.F.3. The Barry Edelstein Graduate Student Research Award

Purpose. To encourage graduate students to publish their master’s theses and recognize the best published thesis each year.

Eligibility. Graduate students in the Ph.D. program whose thesis has been published or is in press. The graduate student must be the first author on the publication and the research must have been conducted at WVU. Students must be full time students in the Ph.D. program at the time of nomination. Students who have exceeded five years of training (four years if entering the program with an approved master’s thesis) are ineligible. Students may apply for the award only once.

Nominations. Nominations should be submitted no later than February 15 of the academic year in which the award is to be given. Only self-nominations are allowed. Nominations are submitted by the student via email to the Director of Graduate Training and the Assistant Director of Graduate Training for review by the Graduate Training Committee. Other supporting information (e.g., letters of recommendation) will not be considered. Nominations should include (a) the published manuscript based on the master’s thesis, and (b) a one-page or less letter of nomination. If the manuscript is ‘in press,’ a copy of the editor’s letter indicating that it has been accepted for publication without changes should accompany the nomination. The nomination letter should include (a) how the study contributes to the field (e.g., its strengths, what makes it unique), (b) a brief description of the journal and why it was selected (e.g., it is the flagship journal in the field and so has a high impact, etc), (c) the date of ETD approval, and (d) the date the manuscript was submitted to the journal in which it was published.

All nomination materials (with the exception of evaluation letters) must be compiled and emailed to the Assistant Director of Graduate Training on or before the nomination deadline.

Selection of Awardee. The awardee will be selected by the Graduate Training Committee from among the nominees based on the overall quality and merit of the document. Up to Two awards of $1,500 each will be awarded each year. The award will be presented at the annual Department of Psychology award ceremony.

Criteria:

1. Potential impact on the field
2. Originality/creativity
3. Importance of questions addressed
4. Use of existing theory, research, or both
5. Extent to which methodological elements (e.g., sample, measures, data analysis) are adequately described
6. Quality of interpretations and conclusions

V.F.4. Department of Psychology Graduate Student Award for Outstanding Service 

Purpose. To encourage graduate students to publish their master’s theses and recognize the best published thesis each year.

Eligibility. Graduate students in the Ph.D. program whose thesis has been published or is in press. The graduate student must be the first author on the publication and the research must have been conducted at WVU. Students must be full time students in the Ph.D. program at the time of nomination. Students who have exceeded five years of training (four years if entering the program with an approved master’s thesis) are ineligible. Students may apply for the award only once.

Nominations. Nominations should be submitted no later than February 15 of the academic year in which the award is to be given. Only self-nominations are allowed. Nominations are submitted by the student via email to the Director of Graduate Training and the Assistant Director of Graduate Training for review by the Graduate Training Committee. Other supporting information (e.g., letters of recommendation) will not be considered. Nominations should include (a) the published manuscript based on the master’s thesis, and (b) a one-page or less letter of nomination. If the manuscript is ‘in press,’ a copy of the editor’s letter indicating that it has been accepted for publication without changes should accompany the nomination. The nomination letter should include (a) how the study contributes to the field (e.g., its strengths, what makes it unique), (b) a brief description of the journal and why it was selected (e.g., it is the flagship journal in the field and so has a high impact, etc), (c) the date of ETD approval, and (d) the date the manuscript was submitted to the journal in which it was published.

All nomination materials (with the exception of evaluation letters) must be compiled and emailed to the Assistant Director of Graduate Training on or before the nomination deadline.

Selection of Awardee. The awardee will be selected by the Graduate Training Committee from among the nominees based on the overall quality and merit of the document. Up to Two awards of $1,500 each will be awarded each year. The award will be presented at the annual Department of Psychology award ceremony.

Criteria:

1. Potential impact on the field
2. Originality/creativity
3. Importance of questions addressed
4. Use of existing theory, research, or both
5. Extent to which methodological elements (e.g., sample, measures, data analysis) are adequately described
6. Quality of interpretations and conclusions

V.F.5. Department of Psychology Graduate Student Award for Diversity, Equity, and Inclusion

Purpose. Diversity, inclusion, and equity are core components we all should strive to promote within ourselves and others. The purpose of this award is to recognize doctoral students whose careers represent the ideals of diversity, equity, and inclusion (DEI) within the realms of research, teaching, clinical work, and/or service. The nominees should be outstanding relative to all students in our department with respect to the areas of diversity, equity, and inclusion. To foster a noncompetitive spirit, no restriction is placed on the number of students who may receive the award in any year. However, the department may choose not to give the Graduate Diversity & Inclusion Award every year.

Eligibility. This inclusive award is open to all graduate students. Graduate students in any year of their program are eligible to self-nominate.

Self-Nominations. Nominations are due February 15th. The Director of Graduate Training will solicit self-nominations for the award. The student assembles the following information for presentation to the Graduate Training Committee.

1. The student’s current curriculum vitae
2. Evaluation letters for each year the student has been in the department (students are not responsible for gathering their evaluation letters, the Assistant Director of Graduate Training will compile the evaluation letters for all nominees)
3. One-page (or less) memorandum of describing the student’s performance in the areas of diversity, inclusion, and equity (see definitions below).
4. The names and email addresses for three individuals familiar with the student’s DEI-related activities who have agreed to endorse the nomination. Names and email addresses should be listed at the bottom of the memorandum of nomination. The student must seek advance permission from the three individuals to include their names.

All nomination materials (with the exception of evaluation letters) must be compiled and emailed to the Assistant Director of Graduate Training on or before the nomination deadline.

Selection of Awardees.

Criteria. Nominees are expected to be outstanding in one or more of the following areas:

1. Diversity constitutes the presence of different perspectives. (e.g., race, gender, religion, sexual orientation, ethnicity, and [dis]ability). In general, nominees are expected to proactively draw on a variety of diverse perspectives to inform research, teaching, clinical work, and/or service.
2. Equity is the promotion of justice, impartiality, and fairness. Topics related to equity center on understanding the root causes of disparities within our society. For example, exploring the fairness within procedures, processes, and distribution of resources is related to equity.
3. Inclusion ensures that diverse and marginalized groups actually are welcomed, invited, and able to participate fully in all opportunities within an organization or group. Inclusion focused on behaviors and social norms that make sure people feel welcomed.

Opportunities to demonstrate achievement in the areas of DEI are diverse and expansive; however, awardees must be outstanding relative to all graduates of our program with respect to the area of diversity, equity, and inclusion. For example, serving on the diversity committee does not constitute meeting this requirement, but research production, community activism, extracurricular teaching, and DEI-centered clinical work could demonstrate meeting the threshold of outstanding achievements. Below are some examples of achievements that could be considered outstanding DEI achievements.

1. Activities centered on improving the lives of diverse communities. This may include research products (e.g., presentations, publications, projects) focused on specific marginalized or underrepresented populations. Clinical work centered on providing a needed service to underrepresented and minoritized groups.
2. Work that promotes a culture of inclusion. For example, nominees may engage in service projects that cultivate a pipeline of diverse talent in the community. Additionally, nominees may also serve groups dedicated to improving the representation of diverse groups (e.g., professional groups). Furthermore, nominees may produce and disseminate research that promotes inclusion of underrepresented and diverse groups within science.
3. Teaching and mentoring are committed to supporting and increasing diversity within our department, community, or profession. This may include creating or organizing work groups centered on DEI issues, organizing DEI learning opportunities (e.g., volunteer teaching or developing DEI-focused seminars), and supporting underrepresented minoritized individuals.

Activism and service efforts addressing DEI concerns that promote equality and empower marginalized communities. These activities could be in university or community settings and may include organizational or hands-on advocacy and service work (e.g., leadership positions in service groups or peaceful demonstrations).

V.F.6. Fremouw Thesis Award (Clinical Students Only)

This award will be presented annually. It includes funding, typically at least $500, that is deposited into the recipient’s WVU account. The funds can be used for anything the student wishes. The exact amount and number of awards available will vary from year to year, and the award need not be given every year. The award will go to clinical students who have successfully proposed their master’s thesis and have participated in Departmental services. The Clinical Training Committee will select the recipients from among the eligible students, with final approval of the Graduate Training Committee. The award is in honor of the Fremouw Family: William Fremouw, Professor Emeritus (1975 -2016), wife Ann and daughters Leah and Dana, all of whom attended West Virginia University.

Purpose. To encourage clinical graduate students to propose their master’s thesis on time and participate in Department service.

Eligibility. Graduate students in the Ph.D. program in Clinical Psychology whose master’s thesis has been proposed on time (by December 15 of the student’s second year) and who have participated in Department service are eligible. Students can apply only once - during their third academic year in the clinical program. Students must be full-time in the Ph.D. program at the time of application.

Applications. Applications by the students should be submitted in the fall semester, not later than December 15 of the student’s third academic year. Applications are submitted by the student via email to the Director of Clinical Training. Applications will be reviewed by the Clinical Training Committee. Applications should include (a) the approved thesis proposal and (b) a one-page or less letter. The letter should include 1) descriptions and significance of service to the department and (2) how the thesis study is expected to contribute to the field (e.g., its strengths, what makes it unique). 

All application materials must be compiled and emailed to the Director of Clinical Training on or before the application deadline.  

Selection of Awardee. The award need not be given every year. The awardee(s) will be selected initially by the Clinical Training Committee from among the students who submitted applications. The applications of those selected will be forwarded to the Graduate Training Committee for final approval. The selection will be based on the overall quality and merit of the thesis proposal, and the quantity and significance of service to the department. The award will be presented at the annual Department of Psychology award ceremony. 

 Criteria:  

1. Potential impact on the field 
2. Originality/creativity 
3. Importance of questions addressed 
4. Use of existing theory, research, or both 
5. Extent to which methodological elements (e.g., sample, measures, data analysis) are adequately described 
6. Thesis proposal must be approved by December 15th of the second year, which is the definition of “on time.” 

Department Service 

1. Quantity of and breadth of service to the department 
2. Significance of service to the department