Supervisors

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

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.

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 decisions are not to be made lightly as they may have serious consequences for the student, including the potential for the student to be required to withdraw from the program if the student is unable to secure a new supervisor. When the discontinuation of a supervisory relationship is contemplated, the procedures of Appendix 1 are to be followed.

In cases where a student is co-supervised, if one co-supervisory relationship is ended, the remaining co-supervisor would normally be expected to assume full supervisory responsibility. 

Although the situation is somewhat different, students in programs where the supervisor is assigned post-admission also have a responsibility to secure a supervisor in a timely way. Failure to do so may result in the student being required to withdraw. Students should consult their Graduate Program Office for help and advice on securing a supervisor.