News for Students and Supervisors
November 2, 2021: Human Research Ethics Update
March 28, 2022: Update for students completeing in the Spring 2022 Term
September 2, 2021: Final Thesis Examination Protocol
April 14, 2020: COVID-19 student finance FAQ
Human Research Ethics Update
November 2, 2021
We are very pleased to advise that the human participant research studies that you and your students undertake will not be stalled or delayed, even though the operations of the UL Human Participant Review Committee are currently on hold. The University of Alberta has generously agreed to expand its ethics support for UL researchers from all human health research to all human participant research conducted by UL faculty and students. Very importantly, the Research Ethics Office (REO) has offered to work with us using our existing REB application forms for all research that does not require review by the Health Research Ethics Board (HREB) administered by the UA at least until January 2022
Until further notice, please follow these processes.
If your research involves patients, health care personnel, facilities or resources, recipients of health care services and/or access to health information under the control of a data custodian (as defined in the Health Information Act of Alberta) whether or not it has been reviewed by the REB at another institution, you will continue to apply to HREB using the UA online system (see the instructions below for Health Research – Existing Process)
For all other human participant research including new studies AND amendments and renewals for already approved studies, please complete the applicable UL ethics application forms available and send them and all relevant attachments to ulethics@ualberta.ca. Senior staff in the Research Ethics Office will manage the pre-review and communication with the applicants and REB members. Any general questions about ethics requirements and review processes should also be sent to ulethics@ualberta.ca. To assist with the transition, we will be inviting two of our current HPRC members to work with the Research Ethics Office and its REB.
Student Researchers: As per existing UL processes, UL students should name themselves as Principal Investigator and have their supervisors listed and sign off on their applications for REB review.
Health Research - Existing Process
University of Lethbridge researchers conducting health research (as defined above) will use the ARISE system to apply to HREB. To use the ARISE system, applicants will first need to request a Guest CCID from the University of Alberta Research Ethics Office. Complete the "create new person ID form" (attached) and email it to reoffice@ualberta.ca. If you are planning on submitting an application for review or require a renewal or amendment to your existing protocol, please request a guest CCID as soon as possible because it takes 1-2 business days to process the request.
Student Researchers: For HREB applications, UL students must be listed as a Co-Investigator with their supervisor named as the Principal Investigator of the ethics application in ARISE.
Additional resources are below and questions about working in ARISE can be sent to reoffice@ualberta.ca
- Getting Started for University of Lethbridge Researchers – instructions specifically for UofL applicants
- Getting Started in ARISE – general instructions for using the system
- ARISE Help & Video Tutorials – additional resources
Please reach out to ORIS@uleth.ca if you have any other questions or concerns.
Update for students completeing in the Spring 2022 term
March 28, 2022
Timeline for May Completers in the Master of Arts, Master of Science and Doctor of Philosophy (Arts & Science and Health Sciences majors) programs
Completing your degree in the Spring 2022 term:
In the event you are hoping to complete your graduate program by the end of the Spring 2022 term, the following information will help you prepare for the months ahead. Students completing in May can confer their degree in Summer or later.
Depending on which graduation date you want to qualify for, consider the following two timelines.
Scenario 1: If you plan to confer your degree in Summer, plan ahead and work backwards:
- The final date for Decanal Approval of your thesis in the online repository is May 5, 2022.
- This means that the final date by which we can receive the Recommendation of the Award of the Degree (RAD) form is April 28, 2022. The RAD form is the one signed and submitted to SGS once your supervisor has approved any revisions to your thesis made after your defence.
- For May completers we do recommend completing the oral defence before April 14. Most students need at least a couple of weeks to complete revisions after their defence. Please discuss this timeline with your supervisor to ensure there is sufficient time for completing revisions.
- To have your defence date approved, you will need to submit the Request for Final Thesis Examination form to sgs@uleth.ca at least 2 weeks ahead of the date of your defence for master’s programs and PhD programs. Prior to submitting the request form, you must ensure all the required signatures are present, including your Supervisory Committee and your Defence Chair.
- By the same deadline (depending on your program), you must also submit your final copy of your thesis to SGS via email (sgs@uleth.ca). This is the version of your thesis sent out to your Thesis Examination Committee and used at your thesis oral defence.
*You must apply to graduate, even if you do not intend on attending convocation. YOU DO NOT NEED TO DEFEND BEFORE APPLYING FOR GRADUATION. For more information, and instructions on how AND WHEN to apply, please see the Convocation webpage.
**If you will not be able to make the deadlines above, you will not be eligible for Spring (June) convocation. However, if the RAD form is approved prior to Summer add/drop, you will not have to register for an additional term.
Final Thesis Examination Protocol
September 2, 2021
Scheduling the Final Thesis Examination
The supervisor, in consultation with the student and thesis examination members, will determine whether the student’s Final Thesis Examination will be in-person, virtual, or a blend of in-person and virtual (i.e., some examination members attending in-person and others attending via virtual mechanism). We strongly encourage the supervisor and the student to initiate this discussion early.
The supervisor must provide the details (e.g., in-person, virtual, or blended, room numbers, date, times, etc.) on the Request for Final Thesis Examination form submitted for approval consideration. An appropriately formatted PDF copy of the thesis must be submitted with the Request for Final Thesis Examination form. Submission of the Request for Final Thesis Examination form and the duration of the public presentation and oral examination must conform to the timelines set out in the School of Graduate Studies Policies and Procedures manual.
Preparing for the Thesis Oral Defence
The supervisor must make all necessary arrangements for the final thesis examination. The following procedures outlined for each type of defence are in addition to the procedures listed in the School of Graduate Studies Policies and Procedures manual.
In-person Thesis Defence (subject to Health Order Restrictions and relevant University Policies)
| Activities | Responsibility | Deadlines/Duration |
| Book an examination/classroom for Public Presentation and Oral Defence | Supervisor | At least five weeks prior to the proposed schedule defence |
| Ensure the seating, audio-visual equipment, and other necessary equipment are appropriate in the examination/classroom room | Supervisor | At least five weeks prior to the proposed schedule defence |
| Ensure members of the Thesis Examination Committee understand the examination setup and protocol | Supervisor & Chair | Prior to the date of the defence |
| Ensure the student, all examiners and public attendees are aware of the examination procedures and protocol | Chair | Beginning of Public Presentation and beginning of Oral Defence |
Virtual Thesis Defence
| Activities | Responsibility | Deadlines/Duration |
| Ensure the virtual examination technology (e.g., Zoom) is available for the student and all members of the Final Thesis Examination Committee | Supervisor | At least five weeks prior to the proposed schedule defence |
| Schedule a virtual examination defence (e.g., Zoom). | Supervisor | At least five weeks prior to the proposed schedule defence |
| Ensure the details for the virtual examination (e.g., link and/or login information) is included on the Request for Final Thesis Examination form. SGS forwards this information to the student and all members of the examination committee. The student and supervisor/s forward the link to public attendees. | Supervisor, student & SGS | At least five weeks prior to the proposed schedule defence |
| Ensure the Chair has host permissions and the ability to mute all public attendees during the student’s presentation and oral defence | Supervisor | Prior to the date of the defence |
| Ensure members of the Thesis Examination Committee understand the examination setup and virtual protocol | Supervisor & Chair |
Prior to the date of the defence |
| Make contingency arrangements to address any technology problems during the final thesis examination | Chair | Prior to the date of the defence |
| Ensure the Chair has the permission to unmute the audio feature for attendees during the public Q & A session | Supervisor & Chair | Prior to the date of the defence |
| Make arrangements to ensure the decision adjudication by examiners is closed to the student and public attendees (e.g., student is placed in a breakout room or invited to disconnect from the meeting) | Chair | Prior to the date of the defence |
| Ensure the student, all examiners and public attendees are aware of the examination procedures and protocol | Chair | Beginning of Public Presentation and beginning of Oral Defence |
Blended Thesis Defence (in-person component subject to Health Order restrictions and relevant Univsersity Policies)
| Activities | Responsibility | Deadlines/Duration |
| Ensue all the procedures for both the in-person and virtual thesis defences are followed | Supervisor, Chair & SGS | As per the relevant deadlines listed in the tables above |
Hosting the Public Presentation & Oral Defence
The public presentation and oral defence are open to other students, faculty members, staff members, and members of the community except when a closed defence has been approved by SGS.
The Chair will instruct disruptive attendees to exit the thesis oral defence immediately.
NO audio or video recordings of the public presentation, oral defence, and decision adjudication meeting are permitted. The Chair will inform the student, all members of the examination committee, and all attendees of this requirement.
The Chair will ensure that the policies, processes and procedures outlined in the School of Graduate Studies Policies and Procedures manual are followed.
COVID-19 student finance FAQ
April 14, 2020
The COVID-19 Student Finance FAQ is designed to answer some frequently asked student-aid questions related to the COVID-19 pandemic. This page also outlines some of the support available from the City, Province, and Federal governments available for graduate students at this time. Please consult this page frequently as it may be updated accordingly.