Appendix 1: Discontinuation of a Supervisory Relationship

Entering into a supervisory relationship is a commitment, on the parts of both supervisor and student, to see a student’s program through until the student either completes or exits the program. Under exceptional circumstances however, a supervisory relationship may be discontinued while a student is still enrolled in the program. These circumstances include

• The supervisor leaves the University’s employment or suffers a serious illness that requires them to step away from their duties supervising students. Particularly for supervisors who leave the University for reasons other than illness, co-supervision should be considered to provide the student some degree of continuity. If co-supervision is not possible, the academic unit in which the student is enrolled will make all reasonable efforts to assist the student in finding a new supervisor.

• A change in the student’s research directions so substantial that the current supervisor is unable to direct the student’s research. Such a major change may only be undertaken with the approval of the relevant Graduate Program Committee, who will require evidence (including an updated research proposal) that the new research direction is sustainable and can be supported by the relevant unit.  At the discretion of the relevant Program Committee, a student may be required to take additional courses, repeat assessments or, in some cases, to reapply for admission to the program.  
  
  A change in research directions requiring a change in supervision should normally be avoided by having the student and supervisor work closely together in developing the research proposal. Adding a co-supervisor will often be preferable to discontinuing the supervisory relationship. 

• Irreconcilable interpersonal conflicts. A change in supervision would, in almost all cases, follow reasonable efforts to resolve the conflict. In extreme cases, procedures described in University policies on Harassment and Discrimination, Sexual and Gender-Based Violence Prevention, or the Student Code of Conduct may take precedence over conflict resolution procedures described herein.

A supervisory relationship may not be discontinued for any of the following reasons:

• Inadequate student progress. Supervisors have a responsibility to organize progress and standing meetings on a regular basis where guidance can be provided to students who are struggling. However, when a student is making inadequate progress, documented in Progress and Standing reports, supervisory committees have the responsibility to recommend withdrawal from the program.

• Loss of research funding. When a supervisor has made funding commitments in good faith but research funding that previously supported graduate students and their research is lost, they are encouraged to discuss their situation with their Faculty Dean, the Office of Research Services, and the School of Graduate Studies.

In all cases, discontinuation of a supervisory relationship requires the approval of the Dean of SGS in consultation with the Dean to whom the supervisor reports.

Unless a different procedure is to be followed based on University policies and to the extent that circumstances allow, the following steps must be taken prior to considering discontinuation due to interpersonal conflict:

• The supervisor or student must document and communicate with each other concerns that might lead either to seek discontinuation of the supervisory relationship. Copies of these documents may be requested by the DGEC Chair, Program Coordinator or Associate Dean at a later stage in the process.

• The supervisor or student will discuss their concerns with

  • Other members of the supervisory committee.

  • The DGEC Chair (where this position exists), Program Coordinator or Associate Dean of the Faculty where the student and supervisor are based.

• In consultation with the supervisory committee, DGEC Chair, Program Coordinator or Faculty Associate Dean, as appropriate, the student and supervisor will normally seek solutions that do not involve discontinuation of the supervisory relationship. These may include

  • Mediation by a third party, e.g. a DGEC Chair or Program Coordinator.

  • Appointment of a co-supervisor who will facilitate communication between the student and the original supervisor.

  • Greater involvement of one or more supervisory committee members in various aspects of a student’s program.

  • Directing a student to appropriate supports (Counselling Services, professional development, etc.).

  • Directing a supervisor to appropriate supports (counselling, mentorship, SGS workshops, etc.).

A similar procedure, with appropriate adaptations, should be followed if a student wishes to pursue a major change in research directions that the supervisor cannot support. In particular, there is a responsibility on the part of both student and supervisor to communicate about both the reason(s) for pursuing a new direction and the supervisor’s concerns about the change, to consult widely before committing to a new research direction, and to seek solutions that do not require the supervisor to exit the supervisory relationship.

Absent alternative resolution, and with the approval of the Dean of SGS, the supervisory relationship will be discontinued. The effective date of discontinuation will be the date on which notification is sent from the Dean of SGS to the student and supervisor. This notification initiates a four-month period during which

• The student must find themselves a new supervisor. The remaining members of the supervisory committee, supported by the DGEC Chair, Program Coordinator or Faculty Associate Dean, will provide advice to the student and may facilitate conversations with potential supervisors, but the onus is on the student to secure a new supervisor.

• The Chair of the DGEC, Program Coordinator, Faculty Associate Dean or delegate will be appointed as interim supervisor in order to ensure continuity of process. The duties of the interim supervisor will be limited to

  • Facilitating access to relevant and necessary facilities during the transition period (e.g. office space).

  • Ensuring that the student is aware of the timeline for securing a new supervisor. This will typically require periodic check-ins.

  • If a new supervisor is found during the four-month period, ensuring that the change of supervisory committee form is properly filled out and submitted.

  • If the student is unable to find a new supervisor, entering a Progress and Standing recommendation of “required to withdraw” at the conclusion of the four-month period.

If a student is unable to secure a new supervisor during the four-month period, they would normally be required to withdraw from the program immediately. However, with the permission of the Dean of SGS, a student may be allowed to stay in the program until the end of the current academic term in order to complete any courses in progress.

• If the supervisor has left the University without making arrangements for continued support of the student, any funding commitments made by the supervisor in the letter of offer or in subsequent written communications with the student will be honored during the four-month transition period.

• If the supervisor initiated the separation, the supervisor will continue to provide any funding to which they had previously committed during the four-month transition period.

• If the supervisory relationship is being discontinued at the student’s request or due to a student-initiated change in research directions, neither the supervisor nor the University is obligated to continue funding to which the supervisor had previously committed. However, these situations may be reviewed on a case-by-case basis by SGS.