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Introduction

Students should look upon graduate research as an opportunity to develop fully as a researcher and scholar under the mentorship of the supervisor, advisory committee and the department. It should also be seen as a vehicle to explore and advance career options both within and outside the academy. Ultimately, students are individually responsible for their course of study and conducting, communicating and defending their proposed research plan and outcome.

By embarking on a program of study at the graduate level, students make a commitment to strive for academic achievement and to contribute meaningfully to the intellectual life of the department, Faculty and University. Their primary academic responsibility as graduate students is to meet the requirements of their degree programs in a timely manner. Ìý

When initiating a graduate program, graduate students are committing to engage in a partnership with their supervisor (if applicable) that will be most successful if it is built on mutual trust and respect. Students should seek the advice of their supervisor regarding their program of study and give serious consideration to that advice particularly with regard to research topic.Ìý Students and supervisors are strongly encouraged to discuss the financial and physical resources available to complete the research plan. Students are ultimately responsible for producing a thesis or major paper which is the student’s own work, meets the standards for academic quality of the department and University, and reflects a capacity for independent scholarship in the discipline.

Regulations/procedures

Similar to departmental representatives and supervisors, graduate students’ experiences will be best when students have an understanding of the regulations and procedures that govern their graduate studies.Ìý Therefore, students should:

3.1Ìý ÌýBe knowledgeable and remain updated on department, Faculty and University regulations, Policies.Ìý These include those listed inÌýsection 1.2.

3.2ÌýÌýÌýHave knowledge of theÌýÀ¶Ý®ÊÓƵ policies (and Tri-Agency Policy)Ìý(Office of Research)Ìýand procedures associated with research integrity.ÌýStudents also have a responsibility to follow theÌýÌý(Government of Canada).

3.3Ìý ÌýEnsure that their research complies with Ethics Review procedures when it involves human subjects, animals or animal or human tissues, as defined by the Office of Research – Office of Research Ethics.Ìý

3.4Ìý ÌýFamiliarize themselves with the offices and services on campus (as described in Section 1.2) as well as the organization of offices/individuals involved in the administration of their graduate program. A list ofÌýcampus resources for graduate studentsÌýcan be found on the Graduate Studies and Postdoctoral Affairs website.

3.5Ìý ÌýCommunicate regularly with those who can provide timely and informed advice, including graduate co-ordinators, members ofÌýGraduate Studies and Postdoctoral AffairsÌý(GSPA), theÌýÌýor theÌýUniversity Secretariat.

3.6Ìý ÌýHave knowledge of and meet all appropriate deadlines and regulations associated with registration, fee payment, award applications and graduation requirements, as specified by the department, Faculty and University.

3.7Ìý ÌýBe committed to providing educational leadership to students as a Graduate Teaching Assistant when employed as such.

3.8Ìý ÌýBe responsible for developing a sound research plan with achievable timelines and milestones. Students should seek the advice of and co-ordinate with their supervisor during the planning process and throughout its execution.Ìý A students' timeline may include the completion dates ofÌýmilestones in master's and doctoral programs.

3.9 ÌýKeep a systematic and accessible record of their research work and results and be able to report to their supervisor and advisory committee (where applicable) on their progress.ÌýStudent researchers are fully accountable for demonstrating authenticity of research findings at any time. Documentation of the research findings must be carried out through responsible means for the relevant discipline/field.

3.10Ìý ÌýCo-ordinate with their supervisor and advisory committee (as applicable) to receive feedback on all stakeholders’ perception of the student’s progress.Ìý Additional guidance onÌýhow progress shall be assessedÌýcan be found in the Graduate Studies Academic Calendar.

3.11Ìý ÌýEstablish mutual expectations with their supervisors and advisory committee (as appropriate) on anticipated review times for students’ written submissions including theses, major research papers, draft journal articles and other research output. A timeframe of two to three weeks depending on the complexity of the document is commonly applied.

3.12Ìý ÌýCommunicate to their supervisor and/or advisory committee aboutÌýrelevant University deadlinesÌý(Important dates), including tuition refund or convocation dates.Ìý In some instances, accelerated schedules may be achieved to accommodate students’ program completion.

3.13Ìý ÌýComply with the regulations governing academic integrity and complete theÌýGraduate Academic Integrity Module (AIM)Ìý(Graduate Studies Academic Calendar)Ìýin the first academic term.

3.14ÌýÌýÌýHave knowledge of the definitions ofÌýenrolment statusÌý(e.g. full-time to part-time, part-time to full-time, inactive, full-time off campus, co-op, exchange or voluntary withdrawal from your program) and the processes by which changes to their status can be made.

3.15Ìý ÌýBe informed of the possible outcome enrolment status changes (i.e. loss of funding). Students should also be aware ofÌýresidency requirementsÌý(Graduate Studies Academic Calendar) for their degree.

3.16ÌýÌý±«²Ô»å±ð°ù²õ³Ù²¹²Ô»åÌývoluntaryÌýor required toÌýwithdraw decisionsÌýand how the required to withdraw decision can be addressed underÌýPolicy 70Ìýthrough either aÌýpetitionÌýor grievance.

3.17ÌýÌýBe familiar with the process forÌýrequesting a program extensionÌýand under what circumstances this may be considered. Submit your request using theÌýRequest of program time limits formÌýby the term deadline as noted.

3.18ÌýÌýReview theÌýpetition processÌýand under what circumstances you may seek an exception to or relief from normal Faculty or University rules and regulations. After reviewing, submit your petition through the form -ÌýPetition for Exception to Academic Regulations - Graduate Students (Form 70A).

3.19ÌýÌýµþ±ðÌýfamiliar with the resources and options availableÌýto them when challenges arise with their current supervisor.Ìý These may include:

• Seeking the advice and intervention of departmental representatives;
• Communicating with and requesting the support of the Faculty Associate Dean, Graduate Studies;
• Entering into conflict resolution efforts with the support of the University resources such as Conflict Management;
• Being aware that there is a provision for changing supervisors.

Wellness

Students must have agency and take responsibility for their own wellness.Ìý Naturally, there will be times when students will benefit from the support services provided by the University.Ìý Students should:

3.20ÌýÌýHave an awareness of the services at the University available to promote physical and mental well-being especially those listed inÌýsection 1.2.

3.21 ÌýÌýUnderstand and take advantage of funding opportunities that support return to wellness, including theÌýmedical leave, as administered by GSPA.

3.22 ÌýÌýHave knowledge ofresources on campus that provide accommodations (i.e.ÌýAccessAbility Services) and understand their right to seek accommodations without disclosing disabilities to their supervisor.ÌýEngage theÌýOffice of ResearchÌýto create IP arrangements that differ from University Policy.

Intellectual propertyÌý

Graduate students share responsibility in ensuring common understanding with other university stakeholders with regard to intellectual property (IP).Ìý In the area of IP, students should:

3.23ÌýÌý Be informed about and adhere toÌýPolicy 73Ìý(Secretariat)Ìýon the ownership of intellectual property.

3.24ÌýÌýÌýEngage their supervisor(s) in discussions that allow for students and supervisors to come to an agreement, in writing, of their current and future ownership of IP.

3.25ÌýÌýÌýWork within theÌýÌý(Government of Canada).

Thesis/research paper publications

The preparation of a student’s thesis or research paper is often a time during which students require the most support.Ìý Further, common expectations between students and their supervisor(s) are critical in this time period.Ìý To maximize the likelihood of positive experiences for students and supervisors, students should:

Ìý3.26Ìý Discuss, prior to the submission of a thesis/research paper, a draft of the submission with their supervisor.Ìý The conversation should at a minimum address:

3.27 ÌýÌýÌýComply with a responsibleÌýstandard of conduct in researchÌý(Office of Research) while publishing/disseminating research materials/findings related to their graduate research (Policy 73Ìý(Secretariat) and conventions in the field should be followed).Ìý Note thatstudents may not submit a paper for publication as co-authored without agreement of the co-author(s), including the supervisor, nor submit without consultation with the supervisor a paper authored by the student (solely or jointly with others) if the research project involved use of University facilities or was part of the student’s academic program. In such cases, institutional affiliation should be mentioned. Conventions of the field regarding authorship may vary.Ìý In addition, students should be aware of predatory journals and conferences.ÌýÌýÌýhas resources and staff to help students recognize these organizations.

• The appropriate use of and recognition for any editing services that may be used in the preparation of the document.
• How the supervisor wishes to review drafts, by providing comments on individual components, or reacting to a draft of the full document;
• The expected review time for the supervisor to provide comments;
• The supervisor's intention to review any original data associated with the submission.Ìý Note that students must comply with supervisor’s request for access to student’s data.
• Those colleagues or agencies who have contributed to the scholarship contained in the work or the funding of the research activity.Ìý These contributors should be acknowledged in the thesis or research paper.
• How the student’s contributions will be articulated for those theses that contain elements that are not sole-authored by the student.

Communication/absence

ÌýAs with supervisors, graduate students will from time to time be physically absent from campus.ÌýÌý In these cases, students should:

3.28ÌýÌýÌýDiscuss plans with supervisors prior to being absent from campus for brief periods (e.g. vacation); include how communications and responsibilities will be managed during the absence.Ìý Considerations should include the student’s own academic progress as well as any research activities that the student’s absence may influence.

3.29ÌýÌýSatisfy the requirements ofÌýPolicy 30Ìý(Secretariat)Ìýif the students are serving as a Graduate Teaching Assistant.

3.30 ÌýÌýBe informed that anÌýinactive statusÌý(Graduate Studies Academic Calendar) can be applied when extended absences are necessary or possible.Ìý Students may be inactive for up to two consecutive terms when students wish to pursue work opportunity not related to the thesis, or when temporary financial difficulties preclude the student’s continued enrolment.Ìý International students who are studying with a student visa should consult immigration specialists to understand the implications of inactive terms on their current and future immigration status.Ìý

3.31ÌýÌý Be informed of,Ìýand take advantage of,Ìýmedical or parental leavesÌýwhen warranted.

SafetyÌý

Creating safe environments and conducting activities in ways that promote safety are shared responsibilities among students, supervisors and other stakeholders.Ìý To advance the goal of safety, graduate students should:

3.32ÌýÌý Familiarize themselves and comply with the safety regulations specified by the supervisor, department, Faculty and University [seeÌýPolicy 34-Health, Safety and EnvironmentÌýand other safety polices (41Ìý&Ìý60) on the Secretariat website].

3.33ÌýÌýÌýComplete all required training in a timely manner. TheÌýSafety OfficeÌýprovides consultation and support services to the University community on matters relating to environmental and occupational health safety, including Fieldwork Risk andÌýworking alone.

3.34ÌýÌýÌýKnow that theÌýSexual Violence on Campus: Foundations for Prevention and Support (À¶Ý®ÊÓƵ LEARN) module is helpful for identifying supports and resources for the prevention of sexual violence.

3.35ÌýÌýÌýBe proactive in seeking opportunities to maintain and enhance their safety training when regulations or expectations change, or when new safety risks arise.

TravelÌý

Graduate students may engage in off-campus activities for a variety of purposes including conducting (field) research or disseminating the results of their scholarly activities.Ìý Students have the responsibilities to prepare themselves such that the risks associated with travel are reduced and students are well-positioned to respond to unexpected challenges.Ìý Moreover, students should make the University aware of their travel plans so that support or information can be provided to students who are away from campus should the need arise.Ìý To achieve these goals, students should:

Ìý3.36ÌýÌýÌýHave knowledge ofÌýPolicy 31Ìý(Secretariat) that governs University sanctioned travel, and follow the requirements and recommendations of that Policy.

3.37ÌýÌýProvide contact information, emergency contacts and location and duration of travel to their supervisor for documentation.

3.38ÌýÌýÌýBe proactive in assessing the risk associated with travel including both the destination and the activities that are anticipated to take place.Ìý Risk can be categorized as low or significant.ÌýLow riskÌý(Safety Office)Ìýare activities for which it is expected that participants will encounter hazards that are no greater than what they encounter in their everyday lives. When a student anticipates experiencing what are deemed to beÌýsignificant risksÌý(e.g. industrial sites, remote regions etc.), the student is required to complete ÌýtheÌýFieldwork Risk Management FormÌýfrom theÌýSafety Office.Ìý Students should also consult with their supervisor and other resources to develop and document a risk mitigation plan.

3.39ÌýÌýÌýFamiliarize themselves and comply with regulations and preparation requirements for travelling abroad (see À¶Ý®ÊÓƵ International -ÌýInformation for Students).Ìý Students should complete theÌýPre-departure Travel FormÌýatÌýÀ¶Ý®ÊÓƵ InternationalÌýand be aware ofÌýÌýfor the international destination.

Financial supportÌý

Funding and access to financial resources are of critical importance to graduate students’ well-being.Ìý Students will often receive financial support from various sources and that may change over the course of their studies.Ìý Students’ primary responsibilities around funding are three-fold: to understand the nature of their funding – the amount and the timing – such that they are able to plan effectively to support themselves during their studies; to seek to identify funding sources for which the students may qualify; and to meet the requirements of the activities for which the students are being supported.Ìý For these goals, students should:

3.40ÌýÌýActively engage with their supervisor, their department and other university or external sources to identify funding opportunities.Ìý The University strongly encourages students to explore their eligibility for Tri-Agency funding.

3.41 ÌýÌýMeet the terms and conditions of the contractual agreement(s) with a supporting agency/department and Faculty and the relevant guidelines for financial support.ÌýPolicy 30Ìý(Secretariat) provides guidelines, and procedures related specifically to graduate student teaching assistantships.ÌýÌý

Change of supervisor or committee membershipÌý

In some instances, students may wish to change their supervisor or a member of their advisory committee.Ìý Naturally, these instances create disruption in students’ academic progress and may result in trying situations for the student and the supervisor.Ìý The University is eager to support students and supervisors in the resolution of challenges such that these academic relationships can be restored to a situation that is positive and productive for all stakeholders.Ìý Every effort should be made to resolve a conflict before resorting to formal procedures as defined inÌýPolicies 70ÌýandÌý33Ìý(Secretariat).Ìý When the student does elect to seek a change in supervisor, the student should:

3.42 ÌýÌýFollow the guidelines in the Graduate Studies Academic Calendar regardingÌýUniversity Responsibilities Regarding Supervisory RelationshipsÌýthat outlines the steps for dissolution of the supervisory relationship.

3.43ÌýÌýÌýHave prepared a summary of the student’s current academic status – terms in program, completed progress towards the degree, remaining requirements, etc. – that can then be shared with other potential supervisors.

3.44ÌýÌýÌýHave considered and contacted those who may serve as the new supervisor or the new advisory committee member.