PhD processes

Choosing a mentor & lab

One of the first major decisions you'll make in grad school is which lab to join, and it's not a decision to be made lightly. In your first year you're expected to complete at least two lab rotations, while these allow the PI's to gauge whether you're a good fit in their lab, it's also the perfect time for you to gauge whether the lab environment and PI's mentoring style is a good fit for your needs.

The following may assist in making your decision:

• Identify the type of environment and mentoring style you need to thrive.

  • Do you prefer a PI that checks in once a month, or a more hands-on approach with weekly meetings? 

  • Do you need a collaborative lab environment, or one with more of a competitive culture? 

  • Would a large lab with a structured hierarchy suit you best, or a smaller lab in which all members have similar authority?

• Does the lab have a good track record with retaining members? Why, why not? Note: the pandemic might affect this, as people may have decided to move closer to family. 

• How well are grad students prepared for life post-PhD? Does the PI encourage gaining skills you are interested in, such as teaching or mentoring?

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Additional information, and advice, can be found here. While it is mandatory to rotate in two labs, students often have complete three, whether it's to learn a new technique, or to find the perfect fit. However, as of 2022, the deadline for first year students to choose their thesis labs is August 1st. 

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Qualifying exams (updated May 2022)

The qualifying exam consists of two portions: a written project proposal in the format of an F31 grant, and an oral defense of the proposal. The qualifying exam committee includes two standing members specific to each major and two ad-hoc members selected for their expertise on the content of the project proposal. A non-scoring Moderator is also involved, conveying feedback from the committee to the student regarding the complete proposal, and acting as Chair during the oral defense.

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Students can receive one of three scores for their project proposal (unsatisfactory, conditional pass, and pass). If a student's proposal is deemed unsatisfactory the student will not proceed to the oral defense. Oral defenses consist of a 20 minutes presentation, and a 90 minute question and answer session. Here, students can receive one of four scores (unsatisfactory, insufficient with option to repeat, conditional pass, and pass). The final outcome is determined based on the scores of both the written and oral portions. The details are below. 

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The qualifying exam process deadlines are below.

August 1st: Identify a primary mentor. 

September 1st: Submission of the Specific Aims page, ensuring selection of appropriate ad-hoc members for the QE committee.

November 7th: Final submission of complete proposal. 

December: Oral defense.

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IMPORTANT NOTE: While mentor input is expected, students are highly encouraged to reach out to 1) faculty members other than their primary mentor, 2) their peers, and 3) members of Moffitt cores for advice on the written proposal. Additionally, CBSO will be organizing mock oral exams for interested students. We encourage you to take part in these, as both the presenter and potentially a member of the audience, in order to familiarize yourself with the process and the stress that is inherent in oral defenses. More information regarding CBSO hosted QE preparation sessions will be sent in August. 

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Putting together your PhD committee

Your PhD committee is a panel of experts that should advise and guide you through your PhD. It's best to choose members with complementary experience, to cover any ‘gaps’ in expertise that your PI has with regards to your specific project. For instance, if your research combines tumor biology and immunology and your PI is primarily a tumor biologist, you may want to have at least one immunologist on your committee. However, they are also there to protect students against unfair treatment from their PI, such as a PI refusing to let their student defend despite having completely all the requirements. The Cancer Biology PhD program has certain requirements for committee members, which should be communicated to you following your qualifying exam. 

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Preparing for PhD committee meetings

Scheduling: Discuss prospective dates with your PI and aim to e-mail your committee members at least a month in advance to coordinate a date and time. Doodle polls with multiple options available, as well as the option to zoom, are highly recommended. 

 

Time: Schedule the meeting for 2 hours and book the venue accordingly. However, limit your presentation to 40-45 minutes. The meeting should be a discussion, with your committee asking questions. Often, you’re asked to step out while the committee talks amongst themselves, and with your PI. Following this you may be called back in while your PI steps out, and you’ll be given an opportunity to raise ANY concerns you have regarding your PI. Remember the committee is there to protect you during the PhD process.

 

Meeting Day: Arrive early to set up and ensure you have no technology issues. Remember your laptop charger, and a notebook in which to write down notes, comments or ideas that may come from the discussion.

 

Other: Before your meeting, request the PhD committee meeting form from the Cancer Biology Program Administrator. This will need to be completed by your committee members after the meeting and submitted.

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