Graduate Students, Supervisors and Committees
Registration, course, and degree requirements → Graduate students → Supervisors → Committees → Progress and Standing Reports →
A complete Registration Guide is available online. Graduate students register every academic term via the Bridge throughout the tenure of their programs.
For course selection, each graduate student should consult with her/his Advisor. Planned, in progress, and completed course work is included in the student’s next progress and standing report (see Progress and standing reports on pg. 21).
Deadlines
Graduate students must register every term no later than the last day of add/drop. There are three (3) academic terms:
- Spring (January to April)
- Summer (May to August)
- Fall (September to December)
For the last day of registration for each academic term, refer to the Academic Schedule.
Failure to register
Students who do not register in either a course or a placeholder in each academic term will be considered to have administratively withdrawn from the program unless a Leave of Absence has been granted.
For a student to re-enter their program, the student must obtain written permission from the School of Graduate Studies Dean or designate.
Course requirements—including the required number of credit hours and specific course requirements—for graduate degrees are outlined in the relevant program section of the Graduate Studies Calendar and Course Catalogue.
Students are responsible for ensuring courses outlined in the Graduate Studies Calendar and Course Catalogue and any outlined in the offer of admission from School of Graduate Studies are successfully completed.
A student who has not completed all degree requirements—including final submission and approval by the Dean of Graduate Studies (or designate) of program-specific culminating activity—must request a program extension and, upon approval, must register for the next academic term.
Independent Study courses:
Where the Graduate Studies Calendar and Course Catalogue does not specify otherwise, the following policies apply.
For Independent Study courses:
- No more than one (1) Independent Study course may be taught by the student’s supervisor.
- No more than two (2) Independent Study courses may be taught by the same instructor.
- When Independent Study courses are taught by a Supervisory Committee member, a second reader must be named from outside that Supervisory Committee.
To register in an Independent Study course, contact the relevant graduate program office first.
The student must obtain approval from their Advisor (if applicable) and submit a completed Independent Study Enrolment form (available at the Registrar’s Office) to the relevant graduate program office.
Senior undergraduate level courses taken at the graduate level:
Submit a Request to Take a Senior Undergraduate Course at the Graduate Level form to take a senior undergraduate level course at the graduate level.
Degree requirements for all graduate programs, including details regarding minimum individual courses and cumulative grade point averages for each program, are outlined in the Graduate Studies Calendar and Course Catalogue.
Failure of a course
Where the Graduate Studies Calendar and Course Catalogue does not specify otherwise, the following policies apply.
A student who obtains a failing grade in a course may repeat the course one (1) time to receive at least the minimum passing grade for the program.
NOTE: For master’s programs, the minimal pass for graded courses is ‘B-’ and failure is ‘C+’ or below. For doctoral programs, the minimal pass for graded courses is ‘B’ and failure is ‘B-’ or below.
A graduate student may repeat a course once to: (1) improve the course grade; (2) improve the GPA; and/or (3) meet graduation requirements. Graduate students should consult their Advisor, before repeating a course.
A student registered in a program must obtain approval from the relevant Graduate Program Committee to substitute a course. The student, in consultation with the Advisor, must forward the course substitution request to the relevant graduate program office for approval consideration by the relevant Graduate Program Committee prior to registering for the term academic term
Independent Study courses will not normally be approved as replacements for regular graduate course offerings. Under exceptional circumstances, such a substitution may be recommended by a Departmental Graduate Education Committee or, in Faculties without DGECs, by a Department or Area Chair or equivalent. These requests must be approved by the Graduate Program Committee as well as by the Dean or Dean’s designate.
Academic probation
A student whose performance in the program is judged unsatisfactory by the relevant Graduate Program Committee may be placed on probation in the next academic term of study. Academic probation will start at the beginning of an academic term and will be assessed no earlier than four (4) weeks prior to the end of that academic term. Students who remain on academic probation for two (2) consecutive academic term may be required to withdraw from the University.
An Advisor who recommends a student for probation will provide the relevant Graduate Program Committee with:
- A Progress and Standing Report form
- A detailed evaluation of the student’s performance and an outline of the conditions of probation
- A detailed plan to transition the student out of probation including outlining specific tasks, duties, and responsibilities for the student.
The student and Advisor/Supervisory Committee must hold a progress and standing meeting and submit a Statement of Progress and Standing form at least four (4) weeks before the end of the academic term in which the student is on academic probation to review performance related to the conditions of probation. When the student has met the conditions of the probation, the Advisor will provide a written assessment of the student’s progress to the relevant Graduate Program Committee. Once approved, the student will regain good standing in the program in the subsequent academic term.
Refer to the Graduate Studies Calendar and Course Catalogue for policies related to academic probation and required withdrawal from the University.
Changes to program requirements
Any changes or deviations from course and/or program requirements for all graduate programs outlined in the Graduate Studies Calendar and Course Catalogue must be reviewed and approved by the relevant Graduate Program Committee. Students must satisfy the Degree Requirements as outlined in the Graduate Studies Calendar and Course Catalogue.
Refer to the Graduate Studies Calendar and Course Catalogue for course withdrawal policies.
(Master of Arts, Master of Science, and Master of Science (Management) students only)
The Co-operative Education/Internship Option is available to students in the Master of Arts, Master of Science, and Master of Science (Management) programs. Refer to the Graduate Studies Calendar and Course Catalogue for detailed information.
For full details on program fees and payments, refer to the Fees section in the Graduate Studies Calendar and Course Catalogue.
Graduate award and scholarships: www.ulethbridge.ca/graduate-studies/award-opportunities
Scholarships, awards, and bursaries application system: www.ulethbridge.ca/bridge (under Student menu)
Financial FAQ: www.ulethbridge.ca/graduate-studies/financial-faq
Graduate Students
Full-time and part-time status
Student status impacts tuition, fees, and program milestones timelines, residence requirements, and time limits. See the Graduate Studies Calendar and Course Catalogue for details.
A full-time student who is engaged in employment outside a graduate program more than 10 hours per week is encouraged to discuss their circumstances with the Advisor(s).
In studying at the graduate level, students must strive for high levels of academic achievement and contribute to the intellectual life of the University. Graduate students must commit to the efficient completion of the program. The responsibilities of graduate students at the University include the following plus additional responsibilities and any Codes of Conduct outlined in the appendices:
Regulations and requirements
1. Ensure registration is accurate and does not lapse.
2. Pay all required fees by the deadlines set out in the Academic Schedule.
3. Meet all degree requirements within program time limits.
4. Understand and comply with degree requirements, fees, funding applications, and deadlines.
5. Conform to all University, departmental, and program requirements, legislation, and policies.
6. If receiving awards, scholarships, and/or assistantships, the student must maintain eligibility and meet the performance standards and deadlines of relevant funding organizations.
Academic and ethical standards
7. Commit to the highest levels of academic achievement.
8. Develop the knowledge and skills needed to successfully pursue the academic and research program
9. Uphold ethical standards in research methodology, scholarship, clinical practice (if applicable), code of professional conduct (if applicable), and the reporting of research results to ensure completeness and accuracy of research and findings.
10. Acknowledge the contributions of other scholars including fellow students, the instructor/supervisor, faculty members, funding agencies, and others to presentations and publications, including joint authorship, if appropriate.
11. Uphold the academic and non-academic standards outlined in the Graduate Studies Calendar and Course Catalogue.
12. Help ensure a research environment free from harassment, discrimination, and conflict.
Communication and planning
13. Recommended completion of the Student-Supervisor Guidelines with the Advisor, if applicable.
14. Keep regular, open communication with, and seek advice from the Advisor through regularly scheduled meetings at mutually agreed upon times. See Progress and standing reports on pg. 21.
15. Meet with the Advisor when requested and provide documentation to report progress and results.
16. Develop a realistic schedule for completion of the program within time limits, including specific timelines, process, and program milestones/requirements in consultation with the Advisor.
17. Approach first the Advisor and then the Chair of the relevant Graduate Program Committee with any perceived problems or changes in circumstances that could affect performance.
18. Inform the Advisor of any absences—in advance, if possible—and follow University policies and procedures for requesting a Leave of Absence.
Ownership of data, information, and equipment
19. Comply with the University’s policies regarding intellectual property and the ownership of data and information.
20. If applicable, follow the contractual agreements with other agencies or individuals regarding the ownership of data, information, and equipment.
21. Keep accurate notes, so others can replicate experiments.
22. If appropriate, upon finishing the program, provide the instructor/supervisor with documentation that allows others to continue the research, and leave the work area clean.
For expected standards of academic and non-academic performance, refer to the Graduate Studies Calendar and Course Catalogue.
Some graduate programs have expected standards of professional conduct. Refer to the relevant program section in the Graduate Studies Calendar and Course Catalogue (www.ulethbridge.ca/ross/academic-calendar).
When circumstances prevent a student from continuing their program as approved, the student may submit a request for a Leave of Absence for consideration. Detailed information about program-specific policies is available in the Graduate Studies Calendar and Course Catalogue.
Members of the School of Graduate Studies who are supervising graduate students should inform the School of Graduate Studies of all study leaves or extended absences from campus. During such absences, supervisors ensure that an alternative Supervisory Committee member is designated as an acting supervisor (all changes to the Supervisory Committee must be approved by the relevant Graduate Program Committee), and that the School of Graduate Studies is informed.
For the regulations regarding criteria for membership, processes for membership, and duties and responsibilities of members of the School of Graduate Studies, refer to the School of Graduate Studies Governing Principles.
Supervisors must:
- Be Members, Associate Members or External/Emeriti Members of the School of Graduate Studies. Only Members can be a student's sole supervisor. Others require a Member as a co-supervisor.
- Be currently active in a research area related to the student’s research interest
- Possess research expertise in the student’s research area
Master of Education and Master of Counselling
In addition to the criteria above, supervisors must meet at least one of the (1) of the following criteria:
- Previously supervised a thesis at the University or elsewhere
- Previously been a member of at least two (2) Thesis Examination committees, or served as an External Examiner for at least two (2) theses
- Previously served as co-supervisor for a University thesis
If the proposed supervisor does not meet any of the above criteria, one (1) member of the Supervisory Committee must meet the criteria and serve as the co-supervisor.
In general, the role of the supervisor is to act as both an academic mentor, and an evaluator of the student’s performance. The supervisor must provide professional guidance and help the student acquire the skills and knowledge necessary to plan and conduct original research.
The supervisor’s responsibilities include:
Commitment, mentorship, and respect
1. Make a commitment to supervise the student throughout the program and help the student to achieve the highest levels of academic achievement.
2. Ensure the student has adequate supervision at all times during the program.
3. Give the student ongoing guidance on expected academic standards and the nature of research.
4. Be open and accessible to the student.
5. Give the student advice and constructive criticism in support of high academic standards.
6. Respect the student as a junior colleague in research.
7. Acknowledge the student’s contributions to presentations and publications, including joint authorship, if appropriate.
8. Respect the University’s policies on intellectual property and the ownership of data and information.
9. Help ensure there are sufficient financial and material resources to perform the research and support the student. Where required, write statements of commitment of financial support for the student.
Regulations and requirements
10. Conform to all University, departmental, and program requirements, legislation, and policies.
11. Understand and help ensure student compliance with all program regulations and requirements, including degree requirements, coursework, program process, fees, funding applications, deadlines, time limits, and culminating activities.
12. Communication and planning
13. Recommended completion of the Student-Supervisor Guidelines with the student at the start of the program and discuss expectations and program requirements.
14. Keep in contact with the student and meet with the student and Supervisory Committee through regularly scheduled meetings at agreed upon times
15. Hold regular progress and standing meetings to evaluate and report on student progress and fulfill all duties related to completing the Statement of Progress and Standing form (see Progress and standing reports on pg. 21).
16. Help to develop a realistic schedule for completion of the program within time limits, including specific timelines, process, and program milestones/requirements in consultation with the student.
Research environment
17. Help ensure an environment conducive to research and intellectual growth.
18. Help ensure a research environment free from harassment, discrimination, and conflict.
When there is a conflict that jeopardizes the student/supervisor relationship and it cannot be resolved by discussion between both parties, the student or faculty member should first contact the academic unit and then, if necessary, the relevant Graduate Program Office. The relevant Graduate Program Office will attempt to resolve the problem through mediation and discussion.
If the student or supervisor is unwilling to continue in the student/supervisor relationship, the School of Graduate Studies, in consultation with the relevant academic unit, will endeavor to find alternate supervisory arrangements.
Committees
All graduate-level committee members are required to be Members or Associate Members of the School of Graduate Studies. For the regulations regarding criteria for membership, processes for membership, and duties and responsibilities of members of the School of Graduate Studies, refer to the School of Graduate Studies Governing Principles.
Each of the Graduate Program Committees, acting on delegated authority from Graduate Council or by sub-delegated authority to the Graduate Program Committee Chair, is responsible for the general supervision of its program(s).
For the complete regulations regarding Graduate Program Committees (including membership, duties, responsibilities, and areas of oversight), refer to the School of Graduate Studies Governing Principles.
Membership of the Supervisory Committee
Members of a student's Supervisory Committee may be internal or external to the student's home department or academic unit, with the constraints noted below. Including the supervisor(s), at least two Supervisory Committee members must be Members of the School of Graduate Studies.
|
Program(s) |
Supervisory Membership Requirements |
|
Master of Arts |
Chair: The supervisor(s)* Committee members: A minimum of two (2) and a maximum of four (4) committee members, in addition to the supervisor(s). For students in programs delivered by the Faculty of Health Sciences, at least one (1) committee member must be from the Faculty of Health Sciences. |
|
Master of Education (Thesis route) |
Chair: The supervisor(s)* Committee members: A minimum of two (2) and a maximum of four (4) members, in addition to the supervisor(s).
|
|
Master of Education (Project route) |
Chair: The supervisor(s)* Committee members: A minimum of one (1) and a maximum of two (2) members, in addition to the supervisor(s).
|
|
Master of Fine Arts |
Chair: The supervisor(s)* Committee members: A minimum of two (2) and a maximum of four (4) members, in addition to the supervisor(s).
|
|
Master of Nursing (Thesis route) |
Chair: The supervisor(s)* The supervisor (or at least one co-supervisor) must be from the Nursing area within the Faculty of Health Sciences. Committee members: A minimum of two (2) and a maximum of four (4) members, in addition to the supervisor(s).
|
|
Master of Science (Management) |
Chair: The supervisor(s)* Committee members: Two (2) faculty members, in addition to the supervisor(s)
|
|
Doctor of Philosophy |
Chair: The supervisor(s)* Committee members: A minimum of two (2) and a maximum of four (4) members, in addition to the supervisor(s), who are from a closely cognate area to the program.
|
*In case where there is a co-supervision, the co-supervisors are also co-chairs.
Establishment of the Supervisory Committee
Submit the Establishment/Change of Supervisory Committee form through the SGS Portal to the relevant Graduate Program Office for the initial establishment of Supervisory Committee membership. Once a supervisor has been chosen, the supervisor, in consultation with the student, recommends the composition of the Supervisory Committee.
Table 4: Establishment of the Supervisory Committee by program
|
Program(s) |
Supervisory Membership Establishment |
|---|---|
|
Master of Arts |
The supervisor is identified at the application stage and the other members of the Supervisory Committee are identified and approved no later than six (6) weeks from the beginning of the first academic term for full-time students and 12 weeks from the beginning of the first academic term for part-time students. For students in the Economics major, the supervisor is identified no later than the end of the first academic term. The other members of the Supervisory Committee are identified and approved no later than the end of the second academic term. |
|
Master of Education |
The student is responsible for approaching a prospective supervisor. |
|
Master of Education |
The student is responsible for approaching a prospective supervisor. |
|
Master of Fine Arts |
A supervisor is identified by the home department at the application review stage. All members of the Supervisory Committee are confirmed and approved within the first term of study. |
|
Master of Nursing |
The student’s supervisor is identified and approved after completion of Nursing 5110. The supervisor, in consultation with the student, recommends Supervisory Committee members to the Master of Nursing Advisory Committee, no later than eight (8) weeks following completion of Nursing 5110. |
|
Master of Science |
The supervisor is identified at the application stage and the other members of the Supervisory Committee are identified and approved no later than one (1) academic term from the beginning of the student’s program. The Supervisory Committee composition recommended by the supervisor is reviewed by the respective Departmental Graduate Education Committee, which then recommends appointment of the Supervisory Committee to the Master of Science Program Committee. |
|
Master of Science |
The supervisor is identified at the application stage and the other members of the Supervisory Committee are identified and approved no later than two (2) academic terms from the beginning of the student’s program. The Supervisory Committee composition recommended by the supervisor is reviewed by the respective Advisory Committee, which then recommends appointment of the Supervisory Committee to the Health Sciences Graduate Program Committee. |
|
Master of Science (Management) |
The student must submit the name of the supervisor (with consent/approval) to the Dhillon School of Business Graduate Programs Office one (1) month prior to the completion of the Integrative Management Studies Module (December 1 of the first year of study for full-time students). The supervisor, in consultation with the student, recommends Supervisory Committee members to the Dhillon School of Business Graduate Programs Committee, no later than the end of the Major Module I (April 1 of the first year of study for full-time students). |
|
Doctor of Philosophy |
The supervisor, in consultation with the student, recommends the Supervisory Committee members to the relevant Graduate Program Committee when developing the proposed program of studies during the admission process or within the first academic term of the program. |
Close personal relationships
A close personal relationship (e.g. immediate family, including common-law relationships) between a supervisor and Supervisory Committee member can create a perception of bias in committee decisions and should be avoided when possible. However, there will be occasions where the expertise of a member is highly desirable in order to support a student through their program. In such cases, the following measures will be put into place:
- The relationship will be disclosed to the student. The rationale for including a Supervisory Committee member with a close personal relationship to the supervisor will be discussed with the student.
- The minimum complement of the Supervisory Committee laid out in table 3 will be increased by one member. This policy comes into effect on July 1, 2023 and does not apply to Supervisory Committees formed before this date.
Under no circumstances is a Supervisory Committee member to be a person with a close personal relationship with the supervised student.
Changes to an established Supervisory Committee
Submit the Establishment/Change of Supervisory Committee form via the SGS Portal for changes in membership. The relevant Graduate Program Committee reviews and approves changes to membership.
Duties and responsibilities of the Supervisory Committee
Most programs
The overall role of the Supervisory Committee is to support the graduate student by providing academic and research advice and assessing a student’s progress.
The Supervisory Committee’s responsibilities are to:
- Meet at least twice per academic year (approximately every six (6) months) with the student to discuss progress and issues and submit a statement of progress and standing to the relevant Graduate Program Committee (see Progress and Standing Reports on pg. 21).
- Provide constructive feedback and criticism of the student’s ideas, methods, and performance
- Be accessible to the student for ongoing consultation and discussion
- Participate in the Thesis Proposal and Thesis oral defence
- Be a member of the Comprehensive Examination Committee (for doctoral-level students only)
- Be a member of the Thesis Examination Committee
Each member should make every effort to remain part of the student’s Supervisory Committee until the student exits the program.
Master of Education students completing the Project, the Project Supervisory Committee’s responsibilities are to:
- Meet at least twice per academic year (approximately every six (6) months) with the student to discuss progress and issues and submit a statement of progress and standing to the relevant Graduate Program Committee (see Progress and standing reports on pg. 21).
- Provide constructive feedback and criticism of the student’s ideas, methods, and performance
- Be accessible to the student for ongoing consultation and discussion
See Master of Education Project Route on pg. 52.
Membership of the Comprehensive Examination Committee
The Comprehensive Examination Committee is unique to each student and consists of the following members:
- A Chair: A faculty member designated by the Department/Faculty/School, often a Graduate Coordinator or Chair of a Departmental Graduate Education Committee.
- Members of the student’s Supervisory Committee
Establishing the Comprehensive Examination Committee
At least four (4) weeks prior to the scheduled date of a comprehensive examination, unless specified otherwise in approved program area Assessment of Comprehensive Knowledge guidelines, the Supervisor recommends the membership of the Comprehensive Examination Committee to the relevant Graduate Program Committee and submits the Comprehensive Examination Request form through the SGS Portal to the relevant Graduate Program Office for approval by the relevant Graduate Program Committee.
Where possible, the Chair will be from the same discipline and a common chair for all Comprehensive Examinations in the department/program area; however, this may not be possible for all departments. In cases where there is a potential or perceived conflict of interest, an alternate Chair must be recommended by the Department and approved by the relevant Graduate Program Committee.
The Chair of the Comprehensive Examination Committee is a representative of the School of Graduate Studies and is required to be familiar with the policies and procedures related to the examination.
Duties and responsibilities of the Comprehensive Examination Committee
The Comprehensive Examination Committee is responsible for developing, administering and assessing any distinct comprehensive examinations required by a given department or program. The Assessment of Comprehensive Knowledge requirement may in some cases include courses that are evaluated by the course instructor(s).
The Chair of the Comprehensive Examination Committee is a representative of the School of Graduate Studies and is responsible for chairing the oral and written components of comprehensive examinations. The Chair is responsible for submitting a report on the results of the examination to the relevant Graduate Program Office in a timely way.
The supervisor must provide the Chair with a copy of the student’s Thesis Proposal.
Where appropriate, the Supervisory Committee and supervisor will also nominate an External Examiner, usually from the University and within the same discipline.
Membership
All members of the Thesis Examination Committee are voting members, except the Chair.
An additional examination committee member, who has not co-authored one of the papers/manuscripts, must be added to the Thesis Examination Committee when all members of the Supervisory Committee including the supervisor/co-supervisors are co-authors of the papers/manuscripts included in the student’s Thesis.
Unless otherwise indicated in the Thesis Defence section, the Dean of Graduate Studies or designate approves the membership of the Thesis Examination Committee. Exceptions to the Thesis Examination Committee composition can be granted by the Dean of Graduate Studies or designate.
Chair
The Chair is a non-voting member of the Thesis Examination Committee and is a representative of the School of Graduate Studies and, as such, is required to be familiar with the policies and procedures related to the Thesis oral defence.
The Chair is a responsible for
- Chairing the Thesis oral defence to ensure procedural fairness and consistency, and to assist the Thesis Examination Committee to reach an assessment decision (see Making a decision on pg. 44)
- Ensuring the proper process is followed.
- Informing the student of the results of the Thesis oral defence and reporting the results to the relevantGraduate Program Office and the Dean of Graduate Studies immediately following the defence.
The Chair may vote only in cases when the Chair’s vote is necessary to break a tie.
Internal Examiners
The Internal Examiners are usually the members of the student’s Supervisory Committee, including the supervisor(s). If a Supervisory Committee member is unavailable for the thesis examination, an alternate may be appointed on recommendation of the supervisor(s).
External Examiners
Thesis Examination Committees may include a required or optional External Examiner who would be chosen for their expertise in the area of research on the advice of the supervisor via the Final Thesis/Project Examination Request form. When an External Examiner is optional, this examiner is external to the home department/academic unit, and may be either internal or external to the University. In programs where an External Examiner is required, the External Examiner must be external to the University.
The External Examiner must have no academic relationship with the student or the supervisor that constitutes a conflict of interest. A proposed External Examiner will be contacted by SGS with instructions for completing the Conflict of Interest form, to which the Examiner’s curriculum vitae must be attached. External examiners are subject to decanal approval.
A conflict of interest will normally be deemed to exist if, within the last five (5) years, the proposed External Examiner
- Co-authored a publication with,
- Collaborated on a research project with,
- Co-authored a grant with,
- Was a student, postdoctoral fellow, or research supervisor (current or former) of,
- Was a member of the same University as
the (co)-supervisor(s) or student, or if the proposed External Examiner was, at any time,
- A current or former employee/employer,
- A relative,
- A current or former spouse,
- In a business relationship,
- In a personal relationship that could be deemed a conflict of interest,
- In any other position that would create a perceived conflict of interest.
An External Examiner may participate remotely, for example utilizing videoconferencing or teleconferencing technology supported by the University.
Table 5: Thesis Examination Committee Membership by program
|
Program(s) |
Thesis Examination Committee Membership |
|---|---|
|
Master of Arts |
There are at least four (4) members on the Thesis Examination Committee:
|
|
Master of Science |
There are at least four (4) members on the Thesis Examination Committee:
|
|
Master of Education (Thesis route) |
There are at least five (5) members on the Thesis Examination Committee:
|
|
Master of Fine Arts |
There are at least four (4) members on the Thesis Examination Committee:
|
|
Master of Nursing (Thesis route) |
There are at least four (4) members on the Thesis Examination Committee:
|
|
Master of Science (Management) |
There are at least five (5) members on the Thesis Examination Committee:
The Dhillon School of Business Graduate Programs Committee approves the membership of the Thesis Examination Committee. |
|
Doctor of Philosophy |
There are a minimum of 5 members of the Thesis Examination Committee:
|
|
Doctor of Philosophy (Education) |
There are a minimum of five (5) members of the Thesis Examination Committee:
|
Establishment of the Thesis Examination Committee
The Thesis Examination Committee is established following submission of the Final Thesis/Project Examination Request form through the SGS Portal and final approval by the Dean, Graduate Studies or designate. See Scheduling the Thesis oral defence for detailed timelines.
Duties and responsibilities of the Thesis Examination Committee
The responsibility of the Thesis Examination Committee is to assess the completed Thesis, by reviewing the Thesis and conducting the Thesis oral defence in accordance with the procedures developed by the School of Graduate Studies (see Thesis Defence on pg. 37).
The Thesis Examination Committee’s specific responsibilities include the following:
- Reviewing and assessing the completed Thesis, in accordance with the guidelines described in Assessing the Thesis on pg. 41.
- Questioning of the student during the Thesis oral defence.
- Assessing the student, based on the Thesis, and the student’s responses and performance during the Thesis oral defence.
- Providing prompt feedback post-defence if any revisions are required. Comments to be addressed by the candidate will normally be provided to the candidate via the supervisor within one working day of the defence.
Progress and Standing Reports
Students are required to meet to review their progress and academic performance with their Advisors/Supervisory Committees at least twice per academic year (approximately every six (6) months) and in some academic units once per academic term5. Students may wish to discuss professional development opportunities with their Advisor/Supervisory Committee during progress and standing reviews.
Students consult with their Advisors regarding the date, process and requirements for progress and standing meetings; however, Advisors are responsible for calling these meetings. The Advisor submits the Statement of Progress and Standing (Supervisor) form via the SGS Portal with an attached document that identifies critical milestones in the student’s program that, if not reached by the student, flag the need for improvement or remedial action.
Milestones may include, but are not limited to:
- Coursework
- Changes to the student’s program
- Initial Thesis/Project Proposal (if applicable)
- Completion of Thesis/Project Proposal
- Progress on the Thesis
- Comprehensive Examination (doctoral programs only)
If certain aspects of the student’s work require improvement, and either continuation or probation is recommended, the Advisor/Supervisory Committee recommends specific areas for improvement and submits the recommendation with the Statement of Progress and Standing to the relevant Graduate Program Office for review and further recommendation by the Departmental Graduate Education Committee (if applicable) and/or Graduate Program Committee.
If the Advisor/Supervisory Committee recommends either probation or withdrawal of the student, the relevant Graduate Program Committee must review these recommendations, and make a recommendation to the Dean (or Designate) of the School of Graduate Studies. Refer to Academic probation for further details.