Managing Your Program

Supervisor Responsibilities: MSc programs 

• Foster academic excellence. 
• Establish a supervisory committee early in the student’s program and convene a meeting, at least once annually, to evaluate the student’s progress, with input from the student and colleagues wherever appropriate. 
• Assist the student in the development of academic and research programs. 
• Arrange and chair meetings of the Supervisory Committee and record its assessment of academic and research progress in writing. Send copies to the student, committee members, and Graduate and Postdoctoral Studies Office after each meeting. 
• Arrange examinations (examiners, time, date, room, etc.). 
• Provide adequate research facilities and funding to support the student’s research project. 
• Assist and direct the student in the preparation of the thesis. 
• Have sufficient familiarity with the field of research to provide guidance and/or a willingness to gain that familiarity before agreeing to act as Supervisor. 
• Respond to written work submitted by the student in a timely and thorough manner, with constructive suggestions for improvement and continuation. The turnaround time for comments on written work should not normally exceed 3 weeks. 
• Make arrangements to ensure continuity of supervision when absent for two months or longer. 
• Within the norms appropriate to the discipline, make reasonable arrangements to ensure that the research resources needed for the thesis project are available to the student and, when necessary, assist the student in gaining access to facilities or research materials. 
• Help to ensure that the research environment is safe, healthy and free from harassment, discrimination and conflict. 
• When there is conflicting advice or when there are different expectations on the part of co-supervisors or members of the Supervisory Committee, endeavor to achieve consensus and resolve the differences. 
• Assist the student to be aware of current program requirements, deadlines, sources of funding, etc. 
• Encourage the student to make presentations of research results within the University, as well as to outside scholarly or professional bodies, as appropriate. 
• Help the student plan the work, set a time schedule and adhere as closely as possible to that schedule. Encourage the student to complete their program of studies when it would not be in their best interest to extend it. 
• Appropriately acknowledge the student’s contributions to presentations and published material, in many cases via joint authorship. 

Supervisor Responsibilities: PhD programs 

• In addition to the responsibilities above, 
• Ensure that recommendations for external examiners of doctoral theses are made to the Graduate Program Advisor and forwarded to the Associate Dean, Graduate and Postdoctoral Studies, in the Graduate and Postdoctoral Studies Office in a timely manner; make other arrangements for oral examination of the thesis and assist the student to comply with any changes that need to be made after the oral examination. 

The Co-Supervisor 

Co-supervisors are expected to carry out the responsibilities of supervisors in the event that the other co-supervisor is unable to continue. They are expected to have experience on serving on successful graduate student committees before they will be approved to co-supervise. Approval to be a sole supervisor is rare for non-G+PS members. 

DOWNLOAD: the Graduate Student – Supervisor Expectations Document for information on the expectations of both the graduate student and supervisor. 

The Supervisory Committee 

Every research master’s or doctoral student must have a supervisory committee, consisting of the supervisor and at least two other individuals (for doctoral students) or at least one other (for master’s students). The purpose of the supervisory committee is to provide support to both student and supervisor by broadening and deepening the range of expertise and perspective in the research area. Some programs assign a faculty member from outside the committee as chair; otherwise, the supervisor chairs the committee.  

The committee’s role is to provide support by broadening and deepening the range of expertise and experience available to you and your supervisor. The committee offers advice about and assessment of the student’s work. 

In general, graduate students who establish their supervisory committees early in their programs and who meet with their committees regularly, tend to be provided with more effective support throughout their degree progression. 

PLEASE READ: Important G+PS Resources on Supervision for information on the roles and responsibilities of the student, supervisor, program Graduate Advisor, and the Supervisory Committee. 

Student Responsibilities 

In joining the supervisor-student relationship, a student is expected to commit the time and energy needed to learn and engage in the research and to disseminate it in the thesis (or other venues) as appropriate. They are expected to take responsibility for their learning and completing their program. Students need to be aware of, and follow, the regulations of the degree program and university, including the deadlines associated with specific academic milestones. 

DOWNLOAD: the Graduate Student – Supervisor Expectations Document for information on the expectations of both the graduate student and supervisor. 

PLEASE READ: Important G+PS Resources on Supervision for student-specific information on getting off to a good start with your supervisor, the ongoing student-supervisor relationship, and addressing potential challenges (conflict management).  

Registration 

Graduate students must maintain continuous registration throughout their degree program. Students must be registered in at least one course each term (Winter terms 1 & 2, Summer term) to be considered registered.  

• Continuous registration: Please ensure you are continuously registered every term. If you are nominated for any awards, they will only be processed and paid out if you are registered.
• Students in research/thesis-based programs who are not required to take any courses must be registered in a thesis or dissertation course.  
• Thesis courses: Here is a list of thesis course codes for both MSc and PhD students. Pease be sure that you have registered in the correct course with the correct course code, as applicable: 

Graduate Program	Thesis Courses
	MSc	PhD
Applied Animal Biology (AABI)	AANB 549 003	AANB 649 003
Food Science (FOOD)	FOOD 549 003	FOOD 649 003
Human Nutrition (HUNU)	HUNU 549 003	HUNU 649 003
Integrated Studies in Land and Food Systems (ISLFS)	LFS 549 003	LFS 649 003
Plant Science (PLNT)	PLNT 549 003	PLNT 649 003
Soil Science (SOIL)	SOIL 549 003	SOIL 649 003

PLEASE READ: Important G+PS Resources on Course Registration 

Graduate Student Progress 

Leaves & Extensions 

Leave of Absence 

A leave of absence is normally granted when a student is best advised for personal, health, or other reasons (including financial need) to have time completely away from academic responsibilities. The leave period is not included in the time period for completion of the degree. An approved leave of absence will begin on the first day of a given term with a period of 4, 8, or 12 months. Note that a leave must be taken in 4-month blocks of time, i.e for a minimum of one term. The total duration of all leaves of absence granted in a graduate program is normally limited to 24 months for a doctoral student and to 12 months for a master’s student, except for a Leave to Pursue a Second Program of Study. The period of leave is not counted toward the time required for completion of the degree. It is understood that students with on-leave status will not undertake any academic or research work, or use any of the University’s facilities during the period of leave. Students must inform the University immediately upon return. Retroactive leaves will only be approved in highly exceptional cases.  

Award holders on leave 
Students cannot receive awards while they are on a leave of absence. Students will receive the balance of their awards when they return to full-time registration status. Award Holder’s Guide: Leave from Program 

PLEASE READ: Award Holder’s Guide – Leave from Program 

Categories of Leaves 

Parental Leave 
A graduate student who is bearing a child or who has primary responsibility for the care of an infant or young child is eligible for parental leave. Parental leave is normally limited to 12 months per childbirth or adoption (including multiples). 

• Parental Accommodation 
  The Parental Accommodation policy makes it possible for a student to maintain full-time student status during an eight-week period surrounding the arrival of a new child under the age of six (newborn or newly-adopted), with all the benefits of such status, by standardizing a minimum level of academic accommodation during that period. Requests must be made no later than 30 days before start date. 

PLEASE READ: Graduate Student Parental Accommodation Policy for important details, including  modification of time-limits and retaining awards. 

Leave for Health Reasons 

A graduate student who encounters a health problem that significantly interferes with the ability to pursue their course of study is eligible for a leave for health reasons. 

Requests for a leave for health reasons must be accompanied by appropriate supporting documentation from the clinician providing primary care for the health problem. A leave for health reasons is normally limited to 12 months. 

Professional Leave

A graduate student who wishes to suspend his or her course of study in order to take a relevant work professional development experience may be eligible for professional leave.  Professional leave is normally limited to 12 months. 

Personal Leave

A graduate student who encounters personal circumstances that significantly interfere with the ability to pursue his or her course of study may be eligible for personal leave. Personal leave is normally limited to 12 months. 

Leave to Pursue a Second Program of Study

Following consultation with their program advisor and graduate supervisor, a graduate student may apply for a leave of absence from one program to pursue a second course of study. Leave for a second program of study may exceed 12 months. 

PLEASE READ: On-Leave Status for important details for each category of leave. 

Time to Completion 

LFS graduate students are encouraged to complete their MSc degree within 24 months and their doctoral degree within 48 months of continuous study.  

University regulations establish a 5-year time limit for the completion of a master’s program and 6-year time limit for the completion of a doctoral program. If a student transfers from a master’s program to a doctoral program without completing the master’s degree, the start time for the doctoral program will be from the date of first registration in the master’s program. 

Professional program (MFRE, MFS, MLWS, MND),  

PLEASE READ: Duration of Program for more details 

Program Extensions

Extenuating circumstances not of the student’s making may justify allowing the student additional time to complete his or her degree program. A request for a one year’s extension will be received favorably if it is fully justified and supported by the student’s Graduate Advisor. 

A student should discuss the possibility of an extension with his or her Supervisor and Graduate Advisor. Each request must be accompanied by a completed Request for Extension form and a memo from the supervisor or graduate advisor justifying the request for extension, including a written report from the last Supervisory Committee meeting and a schedule (Extension Timeline) showing how the program will be completed in the extension period requested. Extensions must correspond with the beginning and end of term. 

PLEASE READ: Extension for important details on program extensions. 

Transfers

Transfer from Master’s to Doctoral Programs Without Completing Master’s Requirements 

Students may be eligible to transfer from a master’s program into a related doctoral program (“fast track“) if they meet the following requirements: 

• Hold a bachelor’s degree, and have completed a minimum of one year of study in a master’s program with 9 credits at the 500-level or above and of first class standing (80% or better). 
• Students entering the doctoral program after partial completion of the master’s degree must, during the first two years of study at the graduate level, complete a total of 12 credits with a first-class average (of which at least 9 credits must be at the 500-level or above and at least 9 credits must be of first-class standing) to maintain registration as a doctoral student. 
• Students must also clearly demonstrate research ability or potential and have the supervisory committee approval 

Transfer from Doctoral to Master’s Programs 

Students may apply to transfer from doctoral to master’s programs. Transfers may be approved if they meet the following conditions: 

• Ideally, the transfer is initiated early in the student’s doctoral program. 
• The transfer should be justified on the grounds of its appropriateness for the student’s personal or professional goals. These should be discussed by the student and his or her advisor. 
• Transfer requires the full agreement of both student and graduate program. 

Transfers between programs involving a change of discipline must be treated as new admissions. 

Important: Transfers from doctoral to master’s programs may have implications for student funding. 

Transfer Between Closely-Related Programs 

In exceptional cases, a student may transfer from one degree program to another, with an academic justification from the graduate program advisor or department head of the new program and the approval of the Dean of the Faculty of Graduate and Postdoctoral Studies. 
 
PLEASE READ: Transfer Degree or Program for important details and relevant required forms. 

Academic Concession 

An Academic Concession can be granted for a student when an unexpected situation or circumstance prevents them from completing graded work or exams. 

Program Termination 

Withdrawals

Students may wish to discontinue their programs for personal reasons, or may be required by the University to withdraw from their programs. Review the different types of withdrawals: 

Required to Withdraw for Academic Reasons 
A graduate student may be required to withdraw if academic progress has not been satisfactory. 

• The Comprehensive (PhD only) or Final Oral Examination is failed.
• A student who is not admitted to PhD Candidacy within a period of 36 months from date of initial registration will be required to withdraw from the program.
• Progress is considered unsatisfactory because of poor performance in coursework, research, or other academic endeavors.
• Circumstances arise which make it unlikely that the program will be successfully completed within a reasonable time period.  

Voluntary Withdrawal 
A student who does not complete formal withdrawal procedures will be liable for all assessed fees until such procedures are completed. Retroactive withdrawal requests will not be approved by the Faculty of Graduate and Postdoctoral Studies unless the Graduate Program confirms in writing that the student did not attend or use any university resources as of the requested effective date of withdrawal. 

The academic record will indicate “Voluntary Withdrawal”, and will include the date of withdrawal and a standing of “W” in all courses not completed on that date. 

Withdrawal for Non-Registration 
Students who fail to register and/or are absent without leave from their program (or, for programs that do not offer formal leave, without appropriate permission) for two or more consecutive terms will normally be withdrawn from the program. The academic record will indicate “Withdrawal – did not register.” Graduate programs must document that attempts were made to contact the student using email, mail, and registered mail, and must state clearly that if no response is received from the student by a stated date, the student will be withdrawn. 

Required to Withdraw for Non-Academic Reasons 
The Faculty of Graduate and Postdoctoral Studies reserves the right to require a student to withdraw from a program of study if the Faculty, in consultation with the home graduate program, considers the student to be unsuited to proceed with the study or practice of the chosen discipline or field of study. 

The decision to withdraw a student for non-academic reasons is made by the Dean of the Faculty of Graduate and Postdoctoral Studies. 

PLEASE READ: Withdrawal for important details, including withdrawal policies and procedures. 

Academic Progress & Grading Practices 

Academic Progress 

The progress of all students working toward their PhD or MSc will be reviewed regularly and at least once each year by the home graduate program and the Dean of the Faculty of Graduate and Postdoctoral Studies. A student may be required to withdraw if progress has not been satisfactory as shown by coursework, the comprehensive examination, advancement to candidacy (PhD students only), progress on the thesis/doctoral dissertation, or other requirements of the graduate program or the Faculty. 

Grading 

Doctoral students: A minimum mark of 68% must be obtained in all courses taken by a student enrolled in a doctoral program. When repeating a failed required course, a minimum mark of 74% must be obtained. Higher minimum marks may be required by individual graduate programs. 

Master’s students: While the minimum passing grade in any single course taken by a student enrolled in a master’s program is 60%, a maximum of 6 course credits with grades in the C to C+ range (60-67%) may be counted towards the requirements of a master’s program. Some graduate programs may require a higher passing grade for specific courses. 

A student who obtains a grade of less than 68% in more than 6 credits will normally be required to withdraw for inadequate academic progress. The student will be informed of unsatisfactory academic progress in writing before any action regarding withdrawal is taken. 

For doctoral students registered in the Faculty of Graduate and Postdoctoral Studies, Fail (F) for individual courses is defined as below 68%. Some graduate programs may require a higher passing grade for specific courses. 

Academic Decisions – Appeals 

Students who wish to protest decisions relating to their academic studies may do so. The protest should be made initially as near the source of difficulty as possible, presumably an instructor, and progress to the head of the department concerned and then to the dean of the faculty. There is a standing committee of the University Senate, the Committee on Appeals on Academic Standing, that reviews all appeals made to the Senate, the senior academic authority in the University. Following are the policies and procedures of this Committee.