Request to change advisor(s) initiated by the student
Approved by HSRP Faculty, March 10, 2024
1. Before making the change
Have someone to turn to – this can be a very challenging and stressful situation, so you need to find support around you before initiating the process. Get advice from the Director of Graduate Studies (DGS) or Graduate Program Manager (GPM) about how to navigate the situation. You can also consult trusted graduate students to learn about the advising style of their advisor, group dynamics in the research lab, and whether their advisor is willing to take on new students. Don’t hesitate to reach out to other faculty members who are expected to hold these discussions confidentially. Gather as much information and support as possible before breaking the news to your advisor.
2. Breaking the news to your current advisor
While having a face-to-face discussion with your advisor would be the best option, it’s not always feasible. No matter which way you decide to pursue to communicate with your advisor, always explain to them your decision to switch advisors and the reasons for that in a respectful, calm, and professional manner. This will facilitate a smooth transition and help you maintain a positive relationship with the current advisor in the future. If you are actively writing papers with your advisor or were tasked with data collection, data analysis, etc., for a project, you need to discuss the process of finalizing these deliverables during your transition.
3. Documentation of reasons for change
You need to provide a brief written request for change that includes the reason(s) for switching your advisor such as a lack of fit between the student and advisor, a change in research focus, a concern, or other reasons. If it is based on a concern, please include a summary of any resolution efforts that were taken. The written request should be submitted to the DGS.
If your advisor is the DGS, then they are ineligible to receive or participate in the review of the request for change. In this situation, you can select another faculty member of the HSRP graduate program to review the request for change.
4. Finding a new advisor
If you wish to remain in the HSRP graduate program at UW-Madison, then you need to identify a new PhD advisor. You can find a new advisor informally through having initial discussions with other HSRP faculty members and getting the approval of one faculty member to serve as your advisor. Otherwise, the following process will take place.
- Director of Graduate Studies or their designee, will serve as your temporary advisor during the transition period.
- Schedule meetings with each faculty member to discuss research topics and
academic progress/timeline. - To assist with identifying a new advisor, the DGS can provide you with a list of faculty members who have indicated their willingness to take on new students.
- If you wish to identify a new advisor in a different graduate program at UW–Madison, then you may explore this option with permission from the Dean of
Graduate Studies and the targeted graduate program. - Once you have identified a new advisor, you are responsible for requesting an official change in your advisor, thesis, or dissertation committee chair. This is accomplished by sending an email with the updated information to the Graduate Program Manager and updating the dissertation committee form (if applicable). The original advisor, and the new advisor as well as the DGS should be cc’d on the email request. If you are not yet a dissertator, you need to email the requested advisor changes to the Graduate Program Manager including the same recipients above. A change in advisor will then be completed.
5. Failure to find a new advisor
- If you were not able to secure a new advisor, then you can voluntarily withdraw
from the program. - In the case where you couldn’t find a new advisor and didn’t voluntarily withdraw
from the program, then the process to withdraw from the graduate program will
be initiated by the DGS of the HSRP graduate program. In this scenario,
withdrawal from the graduate program will be sought on the basis of failure to
identify an advisor, as outlined by the Graduate School Policy: Advisor
6. Funding for the student while in the graduate program
If the student changes advisors, the HSRP program will honor funding commitments (primarily length of funding) made to the student as outlined in the letter of acceptance to the HSRP program, and as long as the student meets the satisfactory progress criteria and is in good standing in the HSRP program. The criteria for being in good standing is based on their annual progress report.