GPC Workshop

Welcome!

June 18, 2015

Updates from Graduate and

Postdoctoral StudiesDr. Laura Nilson, Associate Dean

Graduate and Postdoctoral Studies

Dr. Heather Goad, Associate Dean Graduate and Postdoctoral Studies

Graduate Student Progress Graduate Student Progress TrackingTracking

Updated Regulations on Graduate Student Research Progress Tracking

Details re: consequences of unsatisfactory evaluation

Updated Graduate Student Research Progress Tracking Form

Single FormIn line with changes in Failure Policy,

Regulations on Progress Tracking

Regulations on Graduate Student Regulations on Graduate Student SupervisionSupervision

Mandatory Supervisory committees for Doctoral Students (supervisor + minimum 1 other member)

Mandatory orientation for incoming graduate students

GLO (Grad Life Orientation) is being piloted

Mandatory orientation for new supervisors Content and delivery mode in development

Important Resource: Supervision Website

Changes to the Ph.D. Comprehensives Changes to the Ph.D. Comprehensives PolicyPolicy

Revised by GPS, June 2015Will be in new e-Calendar, end of July 2015

Presentation and organization of information

More information on procedure to be followed in the event of failure

Removal of information covered in other university documents/policies (e.g. plagiarism, reread policy)

Changes to the Failure PolicyChanges to the Failure Policy

Approved by Council of GPS, February 2015 Will be in new e-Calendar, end of July 2015

Presentation and organization of information

Better integration and clarification of conditions under which students can be withdrawn from the university

Conditions for possible readmission added

Updates from Management of

Academic Records

Rodica Vascan Shelley JardineRecords Administrators

Management of Academic RecordsEnrolment Services

Today’s AgendaToday’s Agenda

Graduate Failure Policy

Readmission vs. Reinstatement

General Reminders

Graduate Failure Policy Graduate Failure Policy

New procedure in place receive failure recommendationso Two new web forms

Recommendation Following a First FailureRecommendation Following a Second Failure

o Expectation is that the department is meeting with the student prior to submitting a form

o Student receives an official email notification for both first and second failures when web form is submitted The email notification for the first failure replaces the ES

letter as the official notification

o ES will continue to issue a letter for withdrawals due to a second failure

Graduate Failure Policy – Graduate Failure Policy – cont’dcont’d

Request for deferrals is separate from this processEmail or web form?o All supporting documentation (e.g. medical note)

must be sent as PDF attachment Forward to gradstudentrecords.es@mcgill.ca

Rereads are handled by GPS (Maggie Do Couto)o http://www.mcgill.ca/gps/students/registration/

reread

Readmission vs. Readmission vs. ReinstatementReinstatement

Readmission – following a university withdrawal OR two (2) year gap or longer from last registration

Reinstatement – less than two (2) years from last registration and no university withdrawal

Reminder - Same process for both categories – ES web forms and no application feeo Reinstated students continue to be charged

reinstatement fees for previous unregistered term

o Requests should be submitted before the start of term

Readmission vs. Reinstatement – Readmission vs. Reinstatement – cont’dcont’d

Students on time limitation should apply for reinstatement/readmission ONLY at the time they submit their thesis (to the Thesis Office)

o If the thesis submission deadline is missed, the request for readmission/reinstatement will not be processed

Students applying must be reminded that valid legal documentation (international and Canadian) is required at the time of readmission/reinstatement

o E.g. study permit and CAQ for internationalo E.g. proof of citizenship for Canadian

General RemindersGeneral Reminders

Information Sheet for GPCs on web formso Updated version now available here

Departmental recommendationo A recommendation from the GPD that provides the

necessary justification for the Graduate Associate Deans and Enrolment Services to facilitate rendering a decision• E.g. a request for late course withdrawal requires

detailed justification on why the student did or did not attend the class, and missed the regular course withdrawal deadlines. It also requires confirmation from the Professor on the student’s attendance and the work completed.

General Reminders – General Reminders – cont’dcont’d

Web forms that require supporting documentation will remain incomplete and cause delayso E.g. medical notes must be sent as PDF

attachments• Forwarding the web form confirmation with the

attachmento Medical notes are confidential

• Students can request confidentiality of their medical condition by contacting the Associate Dean of Graduate and Postdoctoral Studies for advice before submitting their request

General Reminders – General Reminders – cont’dcont’d

Courses taken outside the department (graduate level)o Step 1 – Student requests a permit override from the

department offering the courseo Step 2 - Student registers for the course in Minerva

Courses taken outside the department (undergraduate level)o Step 1 - Student requests a permit override from the

department offering the course

o Step 2 – Student submits a web form to have the course added to their record

Updates from International Student

Services

Pauline L’Ecuyer Director

Immigration UpdatesImmigration Updates

Immigration 101

Immigration services at ISS

Research trainees

Immigration Requirements for Immigration Requirements for StudentsStudents

Certificat d’Acceptation du Québec (CAQ) - MIDI

Study Permit – CIC

Entry Visa – Certain countries only - CIC

Processing times: CAQ – 4 weeksStudy Permits – 1-3 months (in-Canada: 86 days)

Recent Changes (June Recent Changes (June 2014)2014)

No more off-campus work permit

Study Permit = obligation to study + permission to work

Compliance reporting on students’ status to CIC

Work RegulationsWork Regulations

20 hours (on or off-campus) per week while studying

full-time (including summer for thesis students)

Full-time during scheduled breaks

Social Insurance number: within first 3 days of work

- Study Permit must include remark re: permission to work

Post-Graduation Work Permit:- Open Work Permit for 3 years (max)- Must apply within 90 days of confirmation of

graduation/completion of program

Services at ISSServices at ISS

For students in degree programs, Visiting & Exchange, PostDocs (Jan. 2014)

In-person drop-in for immigration advising (Skype option)

Emails (be patient)

Phone inquiries (very limited)

Orientation: Info sessions 2 Advisors, 4 days at Service Point in August Meet & Greet (August 31st – Sept.4) Reception for new students (Sept. 10th) Post-arrival orientation (ISLP)

Health Insurance Administration/Advising

International Student International Student ServicesServices

Caroline Guay (Orientation, Leadership, Buddy, Communications, Immig.)

Anastasia Koutouzov (Health Insurance, Office Management, Immig.)

Melissa Paulmier (Immigration Advisor, LLB)

Melissa Shohet (Intern, Communications and Student Development)

Stefi Brazzeal (Advisor, MasterCard Foundation Scholarship Program)

Pauline L’Ecuyer (Director)

www.mcgill.ca/internationalstudents/

Research Research TraineesTrainees

Temporary workers (CIC)

Imm 5802 Restricted to: International Experience Canada

Award Recipients

Services at ISS : for GPCs only, no direct service to trainees

Contact: Melissa Paulmier 8394

Updates from

Student Funding

Karen Kirouac Associate Director

Systems Infrastructure and SupportScholarships & Student Aid

Thank you!Thank you!