Graduate Student Journey Guide
First steps in your graduate journey
You should read and understand:
- All documents included in your Offer of Admission (e.g., Offer of Admission, Program of Studies form)
- The School of Graduate Studies Registration Guide
- The School of Graduate Studies Policies and Procedures
- The School of Graduate Studies Governing Principles
- The Graduate Studies Calendar and Course Catalogue
Questions? Contact us!
As you plan for and work through your program, you may refer to the sample program Gantt charts that outline timelines for completion of program milestones.
The Academic Schedule includes holiday dates; deadlines for fees payments, adding and dropping courses, application for graduation; and other important related information
Check the School of Graduate Studies Events Calendar for a curated calendar of internal and external experiences that support professional skill development
Check the School of Graduate Studies Defence Calendar for upcoming graduate student final defences
Visit the Notice Board for the latest ULethbridge news and events
Questions? Contact us!
Use the Bookstore to reserve your textbooks. Questions? Contact the Bookstore
- The schedule is subject to change
- Final exams are scheduled based on the time your course is offered and cannot be changed to accommodate holidays or vacations
- Questions? Contact the Student Enrolment and Registrar Services
This space has been created for graduate students who do not have an office space on campus
Questions? Contact the Graduate Students' Association (GSA).
Co-operative education is available to Master of Arts, Master of Science, and Master of Science (Management) students only.
Take your career prospects to new heights—expand your knowledge, gain practical hands-on experience and learn from industry experts
The Co-operative Education program helps you connect with employers and put future career opportunities to the test
Questions? Contact Career Bridge.
- Building career skills is an essential part of your journey as a graduate student at ULethbridge.
- For information about career support visit Career Bridge or to speak with a Career Coach.
The Teaching Centre offers workshops for graduate students on topics such as lesson planning, assessment of student learning, learning styles, classroom management, questioning strategies, professional relations with students and self-assessment.
The intent of the Graduate Student Intellectual Property Guidelines document is to provide a framework to graduate students and their supervisors to address the varied issues associated with intellectual property (IP) that may arise in the graduate education context
Questions? Contact us
All students who plan to travel on ULethbridge activity complete a Personal Travel Form to be entered in Campus Safety's Student Safety Abroad Registry. Registration for personal travel is optional. This policy is available to view online. Questions? Contact Campus Safety.
We're here to help with program-related support and information. Associated Graduate Program Offices within individual Faculties/Schools provide program-specific information and advising. Your Graduate Program Office is available to help you make sure you are on the path to successfully navigating your program.
Managing your graduate journey
Registration
The most important thing to do before the start of each term is register! If you are in a master's or doctoral program, you need to maintain continuous registration for the 12 months of each academic year, which is comprised of three terms (Summer, Spring, and Fall), throughout your program.
Registration Dates & Deadlines
You will need to register via the Bridge prior to the last day for course add/drop for the academic term (see the Academic Schedule). Refer to the Graduate Studies Calendar and Course Catalogue to ensure you satisfy the course requirements for your program before the end of your program.
Questions? Contact us!
Master of Arts and Master of Science students: Register in the Thesis 6000 course for your program each term in addition to any courses required for your program in the Graduate Studies Calendar and Course Catalogue and as determined in consultation with your supervisor(s).
Master of Fine Arts students: Register in the Drama 6002 - Thesis course each term in addition to any courses required for your program in the Graduate Studies Calendar and Course Catalogue and as determined in consultation with your supervisor(s).
Master of Music students: Register in either the Music 6001 - Performance Capstone OR Music 6002 - Thesis course each term in addition to any courses required for your program in the Graduate Studies Calendar and Course Catalogue and as determined in consultation with your supervisor(s).
Doctor of Philosophy students: Register in the Thesis 8000 course for your program each term in addition to any courses required for your program in the Graduate Studies Calendar and Course Catalogue and as determined in consultation with your supervisor(s).
Questions? Contact us!
Applies to students in the Master of Education and Master of Counselling programs. If you are not registering in a class in a particular term, you must still register in a placeholder.
Questions? Contact us!
Before you change your registered courses, discuss changes with your supervisor(s) and/or program advisor. You may also need to contact the relevant Faculty/School office to ensure courses are timetabled before you can register in them.
Log in to the Bridge to add or drop courses before the add/drop deadline (see the Academic Schedule).
Questions? Contact Student Enrolment and Registrar Services (SEARS).
Taking a Senior Undergraduate Course at the Graduate Level Request
The graduate-level course will need to be timetabled before the student is able to register in it online. Submit within your registration dates and in advance of the add/drop deadline (see the Academic Schedule) to allow sufficient time for the course to be timetabled before the deadline.
Questions? Contact us!
An Independent Study form is required for courses identified as 5990, 5991, 7990 or 7991. Submit your completed form to sgs@uleth.ca from your '@uleth.ca' email for initial approval and then to Student Enrolment and Registrar Services (SEARS) at student.records@uleth.ca for final approval. When the form is approved, the Student Records will register you in the course and notify you that the form has been processed.
Questions? Contact us!
Program milestones
Students in the following programs have a Supervisory Committee:
- Master of Arts
- Master of Counselling and Master of Education (Project routes)
- Master of Education (Thesis route)
- Master of Fine Arts
- Master of Music
- Master of Nursing (Thesis route)
- Master of Science
- Master of Science (Management)
- Doctor of Philosophy
Review the The School of Graduate Studies Policies and Procedures for details about when your Supervisory Committee must be established by and the requirements for membership of your committee. All members of your Supervisory Committee must also be approved and current members of the School of Graduate Studies (see the School of Graduate Studies Governing Principles for details).
Questions? Contact us!
Supervisor - Student Guidelines
This document should be completed by students and supervisors in programs where a supervisor is required. The Supervisor - Student Guidelines are designed to provide a discussion framework for you and your supervisor to use to establish guidelines for supporting and managing your relationships and interactions.
If you are in a program that requires a supervisor to be identified prior to beginning your program, the Supervisor – Student Guidelines document should be completed at the start of your program and then reviewed annually.
If you are in a program that requires a supervisor to be identified after beginning your program, the Supervisor – Student Guidelines document should be completed as soon as your supervisor is identified and then reviewed annually.
Statement of Progress (Student)
Statement of Progress and Standing (Supervisor)
You are required to meet with your Advisors/Supervisory Committees to review your progress and academic performance at least twice per academic year (approximately every six months) and in some academic units once per academic term (see the School of Graduate Studies Policies and Procedures).
- Master of Nursing (Thesis route) students: You are are required to meet with the Supervisory Committee at least once per academic term (Fall, Spring, and Summer).
- Master of Education and Master of Counselling students: You are required to submit Progress and Standing Reports if completing the Project or Thesis
- Master of Education (Counselling Psychology) and Master of Counselling students: You are required to submit an annual progress report specific to your profession
You and your Supervisory Committee conduct a review meeting to discuss and assess your program, work completed and the plan for the upcoming term. You are encouraged to discuss professional development opportunities during these meetings as well.
Submission of this report is a two-part process:
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You submit the Statement of Progress (Student) form which includes details about milestones completed as part of your program and a work plan for the upcoming term. Use this form to request a program extension.
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Your supervisor (or one of your co-supervisors) submits the Statement of Progress and Standing (Supervisor) form which includes a recommendation of your standing in the program with rationale from your Supervisory Committee. Any changes to your planned courses should be reported here.
Questions? Contact us!
School of Graduate Studies Policies and Procedures
Applies to students in the Master of Arts, Master of Education (Thesis route), Master of Science (Management) and Doctor of Philosophy programs. See the School of Graduate Studies Policies and Procedures for details.
The Thesis Proposal Defence is completed prior to submission of the Thesis Proposal. Following the defence appropriate suggestions, changes and/or additions to the proposal are addressed by the student before the Thesis Proposal is submitted.
Questions? Contact us!
Submit your Thesis or Project Proposal
Students in the following programs are required to submit a Thesis or Project Proposal:
- Master of Arts - Note: Master of Arts students are required also to submit an initial Thesis Proposal and a full Thesis Proposal
- Master of Counselling
- Master of Education
- Master of Fine Arts
- Master of Music
- Master of Nursing (Thesis and Project routes)
- Master of Science
- Master of Science (Management)
- Doctor of Philosophy - Note: For this program, the supervisor submits the Thesis Proposal form
- Doctor of Philosophy (Education) - Note: For this program, the supervisor submits the Thesis Proposal form
The deadline to submit your Thesis or Project Proposal is available in the School of Graduate Studies Policies and Procedures
Questions? Contact us!
Comprehensive Examination Request
All students in the Doctor of Philosophy program must take and pass a comprehensive examination and the exam is due by the end of your second year in the PhD program.
Submit your request at least four (4) weeks prior to the scheduled date of the comprehensive examination, unless specified otherwise in approved program area Comprehensive Examination guidelines.
Questions? Review the School of Graduate Studies Policies and Procedures and the approved program area Comprehensive Examination guidelines.
Still have questions? Contact us!
Culminating Activities - Thesis, Project, Capstone
Consult with the Office of Graduate Studies and Research in Education to determine which culminating activity is the best fit for you
The Capstone is conducted in a supportive seminar environment that draws on the participant’s experience in the graduate program in order to synthesize the student’s learning in the creation of a significant contribution to scholarship and/or professional practice.
A Project is generally intended as an application to an existing methodology or procedure. Often, students will use the project as a demonstration or as an implementation of something that does not currently exist in their system. Thus, it is more practice oriented, even though it must have solid grounding in the literature. Students engage in a systematic inquiry of a topic relevant to their profession. This inquiry is grounded in theory and research but typically focuses on practice. Methods of inquiry may be both qualitative or quantitative.
A Thesis is theory-oriented, and begins with the posing of a question that will in some way contribute to the building or validating of theory. Considerable depth is expected in the review of literature, the application of a disciplined and clearly described methodology for dealing with the research questions, a thorough description of the results of the work (both descriptive and connotational), a synthesis of the research finding with extant literature, and implication of the research for both theory and practice.
Carefully review the forms, guidelines and reference information regarding your culminating activity. It is critical that students orient themselves to the process.
Refer to the School of Graduate Studies Policies and Procedures and the Graduate Studies Calendar and Course Catalogue for detailed information.
Questions? Contact us!
Program management
Change of Supervisory Committee form
- Students in the following programs have a Supervisory Committee:
- Master of Arts
- Master of Counselling and Master of Education (Project routes)
- Master of Education (Thesis route)
- Master of Fine Arts
- Master of Music
- Master of Nursing (Thesis route)
- Master of Science
- Master of Science (Management)
- Doctor of Philosophy
- See the the School of Graduate Studies Policies and Procedures for details about when your committee must be established by and the requirements for membership of your committee.
- All members of your Supervisory Committee must also be approved and current members of the School of Graduate Studies. See the School of Graduate Studies Governing Principles for details.
- Questions? Contact us!
Statement of Progress (Student)
If you need to extend your program beyond the maximum time limit for program completion, the Dean of the School of Graduate Studies may approve an extension to your time limit for up to 12 months. To request an extension you must submit a Statement of Progress (Student) with rationale for the request attached, including a detailed timeline for program completion.
You will be required to withdraw from your program if you do not complete your program within the time limit.
Questions? Contact us!
- A Leave of Absence is approved to a maximum of three terms. See the Graduate Studies Calendar and Course Catalogue for details.
- Tuition and applicable funding will cease during the leave and resume upon your program registration when you return from a Leave of Absence
- Questions? Contact us!
Graduate Program Office contact information
Contact your supervisor and the appropriate Graduate Program Office of your return to your program of study.
Questions? Contact us!
Verification of Enrolment Letter
- You must be registered in courses for this feature to work
- This document is usually required for RESP’s, scholarships etc.
- Questions? Contact Student Enrolment and Registrar Services (SEARS).
Any research project with human or animal participants requires ethics review and approval. The approval or waiver must be obtained prior to the recruitment and data collection phases of the study.
Questions? Contact the Office of Research and Innovation Services (ORIS).
Graduate Studies Calendar and Course Catalogue
Applicants who intend to transfer from a ULethbridge master's program to an approved doctoral program must satisfy basic criteria before the University will consider approving the transfer. See the Graduate Studies Calendar and Course Catalogue for detailed information.
Questions? Contact us!
Graduate Studies Calendar and Course Catalogue
Graduate students wishing to withdraw from their graduate program at the end of a term may do so by refraining from registering for the subsequent term. Please notify the appropriate Graduate Program Office via email of your decision to withdraw.
Questions? Contact us!
Students who withdraw or who are required to withdraw must successfully apply for readmission by the appropriate deadline.
Questions? Contact us!
Completing your graduate journey
Refer to your program’s section of the Graduate Studies Calendar and Course Catalogue from the year you began your program to review your degree requirements (e.g., the 2023/2024 Calendar applies to students who begin programs in the Summer 2023 (May to August), Fall 2023 (September to December), and Spring 2024 (January to April) terms).
It is your responsibility to ensure you meet all requirements of your program.
It is important to apply for graduation prior to your thesis defence. This will confirm the conferral date that will appear on your official transcript. Keep in mind that your graduation application is free and can be withdrawn at any time if your thesis defence date moves.
See the Convocation site for important deadline dates.
Questions? Contact us!
Carefully review the forms, guidelines and reference information regarding your culminating activity. It is critical for you to orient yourselves to the process. Refer to the School of Graduate Studies Policies and Procedures and the Graduate Studies Calendar and Course Catalogue for detailed information.
Questions? Contact us!
Thesis route
School of Graduate Studies Policies and Procedures
This is normally completed about two months prior to your defence. See the School of Graduate Studies Policies and Procedures for details
Your supervisor will arrange for an External Examiner if one is required or will optionally participate in your Final Thesis or Project Examination.
Your supervisor will need to obtain:
- a curriculum vitae of the proposed External Examiner
- a Conflict of Interest form, completed and signed by the proposed External Examiner
Thesis/Project Submission Regulations
Review the School of Graduate Studies Policies & Procedures and Thesis/Project Submission Regulations to familiarize yourself with the formatting regulations and access resources including the Example Thesis document and Thesis title page template. These resources will help you properly shape your thesis document to prepare it for submission.
Questions? Contact us!
Final Thesis/Project Examination Request
The Final Thesis/Project Examination Request takes time to complete due to the number of signatures and scheduling requirements. The Final Thesis/Project Examination Request must be approved a minimum of five weeks (master’s level) or six weeks (doctoral level) prior to the date of the defence. You should plan to submit your online request at least a week and up to three to four months in advance of the deadline to allow time for review and approval from your Thesis / Project Examination Committee members.
To prepare this form you will need to:
a) Confirm that your supervisor has selected internal/external examiners and a defence chair
b) Set a defence date that works for all parties
c) Book the room and equipment needed for the thesis defence
d) Ensure the PDF of your thesis is ready to be uploaded with your Final Thesis/Project Examination Request
d) Ensure the form is submitted sufficiently in advance to the deadline to acquire the signatures of all Thesis Examination Committee members, including all internal/external examiners and the defence chair before the deadline.
Refer to the School of Graduate Studies Policies and Procedures and Thesis/Project Submission Regulations for detailed information.
Questions? Contact us!
If you wish to delay the publication of your thesis in the University’s Institutional Repository, you must also submit the Embargo on Publication of Graduate Thesis Request before submission of the PDF copy of your manuscript via the e-thesis/e-project submission system.
Now that the proper forms and thesis drafts have been submitted, begin preparing for your thesis defence. To learn more about how a thesis defence is conducted and assessed, review the relevant sections in the School of Graduate Studies Policies & Procedures. Keep in mind that your program is not finished after your defence as the next 3 steps will show.
Assessment of Readiness to Defend
See the School of Graduate Studies Policies and Procedures for details. Applies to graduate students who complete a Final Thesis or Project Examination.
For master's students, the Assessment of Readiness to Defend forms are submitted at least one week before your defence by the members of your Thesis/Project Examination Committee.
For doctoral students, the Assessment of Readiness to Defend forms are submitted at least two weeks before your defence by the members of your Thesis/Project Examination Committee.
Thesis / Project Examination Report
Applies to graduate students who complete a Final Thesis Examination. This form is completed by the Chair of your Final Thesis or Project Examination immediately following your defence.
Questions? Contact us!
Recommendation of the Award of the Degree form
Once your thesis is revised and the corrections are approved, your supervisor will submit the Recommendation of the Award of the Degree upon completion of all degree requirements. It is advisable to confirm with your supervisor that the form has been submitted.
When your changes are approved:
- Your supervisor (or one of your co-supervisors) will need to submit the Recommendation of the Award of the Degree form
- You email the SGS an up-to-date CV and a current working copy of your ULethbridge transcript
Refer to the School of Graduate Studies Policies and Procedures for detailed information. Students who do not have final approval and have not completed all degree requirements will be required to register for the next term.
Questions? Contact us!
Submit the final version of your Thesis document to OPUS (Open ULethbridge Scholarship) after your Recommendation of the Award of the Degree form receives final decanal approval and you've submitted your up-to-date CV and current working copy of your ULethbridge transcripts, you will receive an email to your ULethbridge account (e.g., name@uleth.ca) indicating that you may register for an e-thesis/project account.
When your OPUS account is set you, you then submit the PDF copy of your Thesis via the e-thesis submission system. See the Thesis/Submission Regulations page for details.
Questions? Contact us!
Project route
Thesis/Project Submission Regulations
Review the School of Graduate Studies Policies & Procedures and Thesis/Project Submission Regulations to familiarize yourself with the formatting regulations. These resources will help you properly shape your project document to prepare it for submission.
Questions? Contact us!
If your program includes a Project Presentation, now it is time to begin. To learn more about how a project presentation is conducted and assessed, review the relevant sections in the School of Graduate Studies Policies & Procedures. Keep in mind that your program is not finished after your presentation as the next steps show.
You may receive minor or major revisions to your project paper that will need to be addressed and approved by your supervisor and graduate committee. These revisions need to be addressed before your Project supervisor is able to submit the Recommendation of the Award of the Degree form. This process may require multiple rounds of revisions, so make sure to address the revisions in a timely manner to make the process more efficient.
Recommendation of the Award of the Degree form
Once your thesis is revised and the corrections are approved, your supervisor will submit the Recommendation of the Award of the Degree upon completion of all degree requirements. It is advisable to confirm with your supervisor that the form has been submitted.
When your changes are approved:
- Your supervisor (or one of your co-supervisors) will need to submit the Recommendation of the Award of the Degree form
- You email the SGS an up-to-date CV and a current working copy of your ULethbridge transcript
Refer to the School of Graduate Studies Policies and Procedures for detailed information. Students who do not have final approval and have not completed all degree requirements will be required to register for the next term.
Questions? Contact us!
Submit the final version of your Project document to OPUS (Open ULethbridge Scholarship) after your Recommendation of the Award of the Degree form receives final decanal approval and you've submitted your up-to-date CV and current working copy of your ULethbridge transcripts, you will receive an email to your ULethbridge account (e.g., name@uleth.ca) indicating that you may register for an e-project account.
When your OPUS account is set you, you then submit the PDF copy of your Thesis via the e-thesis submission system. See the Thesis/Submission Regulations page for details.
Master of Nursing graduates must submit their project document to the Program Advisor in Health Sciences.
Questions? Contact us!
Capstone route
Review the School of Graduate Studies Policies & Procedures and Thesis/Project Submission Regulations to familiarize yourself with the formatting regulations. These resources will help you properly shape your project document to prepare it for submission.
Questions? Contact us!
Members of the Capstone will participate in a symposium or presentation in which they will present their final capstone papers and your instructor will grade your presentation. See the School of Graduate Studies Policies & Procedures for detailed information.