Tracking Progress to Candidacy

To help programs track their doctoral students’ progress in fulfilling the 36-month candidacy requirement, we have made this Excel Candidacy Tracker available to graduate program staff. The worksheet works well as a stand-alone document, or can be incorporated into your existing excel worksheets.

Fields in Columns A to E are entered manually. Fields in Columns F to J are automatically calculated based on information entered in Columns C, D and E.

Slide your mouse over the cells with a red dot on the upper right corner to view the explanations noted below. If you are entering more students (i.e. you have more than 7 students), copy and paste the formulas from the cells above the same columns.

Explanations

Column C: Program Start Date

Program start date is the initial registration date. If a student transfers from a master's program to a doctoral program without completing the master's degree, the commencement of the doctoral program will be from the date of first registration in the master's program.

Column D: Leave of Absence

The leave period isn’t included in the time period for completion of the degree. Leave, not including parental leave or leave to pursue concurrent programs, for master's or doctoral students, is limited to one year. A leave will begin normally on the first day of term, for a period of four, eight or 12 months.

Enter the number of months the student was granted Leave.

Column E: Candidacy Date

  1. All required course work has been successfully completed
  2. The comprehensive examination has been passed
  3. The research supervisory committee has approved the thesis proposal

Column F: Time in Program

Formula: DAYS360(C2,TODAY())/30-D2
Calculates the length of time the student has been in the degree program taking into account the leave of absence.

Column G: Projected Candidacy Requirement Fulfillment Date

The projected three-year date when the candidacy requirement must be fulfilled.

Column H: Code Red

If the student is 36 months into the doctoral program but has not completed the candidacy requirement, a headcount “1” will appear in Column G, Code Red. Grad program staff should inform the students and the responsible supervisors that the student will be required to withdraw from the program or request for an extension stating the exceptional circumstances.

  • Formula: IF($E2="",IF($F2>36,1,IF($F2>=24,"", "")),"")

Column I: Code Orange

If the student is 24 months into the doctoral program but has not completed the candidacy requirement, a headcount “1” will appear in Column H, Code Orange. Grad staff should warn students when they are in the code orange category.

  • Formula: IF($E2="",IF($F2>36,"",IF($F2>=24,1, "")),"")

Column J: Comments

A message is activated at 24 months warning that the student must fulfill the candidacy requirement soon! You may adjust the 24 months to a different number of months by changing the number in the equation. If the student has been in the program for more than 36 months, a more severe message will pop up.

  • Formula: IF($E2="",IF($F2>36,"Failed to meet the 36-month candidacy requirement, will be required to withdraw!!!",IF($F2>=24,"Warning! Must fulfill candidacy requirement within "&(1080-(DAYS360($C2,TODAY())))+$D2*30&" days!", "")),"")

If the student is 36 months into the doctoral program but has not completed the candidacy requirements, “Failed to meet the 36-month candidacy requirement, will be required to withdraw!” will appear.

If the student is 24 months into the doctoral program but has not completed the candidacy requirements, a message “Warning! Must fulfill candidacy requirement within N days” will appear, where n is the number of days between now and the candidacy deadline for the particular student. N changes automatically on a daily basis.

Cell A30

Total number of students in Code Red category (failed to meet the 36-month candidacy requirement).

  • Formula: COUNT(G2:G29)

Cell B30

Total number of students in Code Orange category (must fulfill candidacy requirement soon).

  • Formula: COUNT(H3:H29)