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UNIVERSITY OF VICTORIA

DEPARTMENT OF BIOCHEMISTRY AND MICROBIOLOGY

Graduate Program Handbook

Revised February 2018

DEPARTMENT OF BIOCHEMISTRY & MICROBIOLOGY GRADUATE PROGRAM HANDBOOK

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Table of Contents GRADUATE PROGRAM HANDBOOK................................................................................................................. 1

TABLE OF CONTENTS ........................................................................................................................................... 2 REGISTRATION ......................................................................................................................................................................... 4 FINANCIAL ASSISTANCE ......................................................................................................................................................... 4

Student Stipends ....................................................................................................................................................................... 4 Entrance & Productivity Awards ...................................................................................................................................... 4 Eligible Years for Guaranteed Funding ......................................................................................................................... 4 Supervisor-Held Grant Funds ............................................................................................................................................. 5 Research Assistantships ........................................................................................................................................................ 5 Departmental Teaching Assistantships ......................................................................................................................... 5

AWARDS, FELLOWSHIPS, SCHOLARSHIPS & BURSARIES .................................................................................................. 5 Deadlines ...................................................................................................................................................................................................................... 5 University of Victoria Fellowships ................................................................................................................................................................... 6 University of Victoria Graduate Awards ........................................................................................................................................................ 6 President's Research Scholarships ................................................................................................................................................................... 6 Howard E. Petch and David F. Strong Research Scholarships............................................................................................................. 6 Outstanding Graduate Entry Award (OGEA) ............................................................................................................................................... 6 Other University Awards ...................................................................................................................................................................................... 7 External Awards ........................................................................................................................................................................................................ 7

DEPARTMENTAL GRADUATE COMMITTEE .......................................................................................................................... 7 GRADUATE STUDENT SUPERVISORY COMMITTEE & ANNUAL COMMITTEE MEETINGS ............................................. 7 GRADUATE STUDENT RESPONSIBILITIES & ENTITLEMENTS .......................................................................................... 9

Annual Student Progress Report & CV ........................................................................................................................... 9 Safe working environment ............................................................................................................................................... 10 Appeal and Redress .............................................................................................................................................................. 10

PROGRAM REQUIREMENTS .................................................................................................................................................. 10 Supervisor ................................................................................................................................................................................ 10 C.A.P.P. (Curriculum Advising and Program Planning) ...................................................................................... 10 Teaching Assistantship....................................................................................................................................................... 10 Graduate Course Work ....................................................................................................................................................... 10 Biochemistry & Microbiology 580/680 & Department Seminars .................................................................. 11

Objective, Timelines & Expectations: ............................................................................................................................................................ 11 BCMB 580 seminars: ............................................................................................................................................................................................. 11 BCMB 680 seminars: ............................................................................................................................................................................................. 12 Before the 580/680 seminar: ........................................................................................................................................................................... 12 Content & Timing:................................................................................................................................................................................................... 12 Scheduling: ................................................................................................................................................................................................................. 13 Attendance of student supervisory committee members ................................................................................................................... 13 Assessment of student performance ............................................................................................................................................................. 13 Procedures in the case of the 580/680 needing to be re-presented: ............................................................................................ 13 Attendance at seminars: ...................................................................................................................................................................................... 14

Academic Performance & Conditions Requiring Withdrawal ......................................................................... 14 TRANSFER FROM MSC TO PHD .......................................................................................................................................... 15

PhD Candidacy Proposal ................................................................................................................................................... 15 OVERVIEW OF PROPOSAL SECTIONS – .............................................................................................................................. 16

Section 1 – Justification of the proposed research ................................................................................................ 16 Section 2 – Execution of the proposed research ..................................................................................................... 17 PhD Candidacy Examination .......................................................................................................................................... 18

THESIS/DISSERTATION DEFENSE ...................................................................................................................................... 20 EXPECTATIONS FOR MSC AND PHD CANDIDATES’ THESIS AND FINAL ORAL EXAMINATION ................................. 20

Thesis Structure ..................................................................................................................................................................... 20


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Introduction .............................................................................................................................................................................................................. 20 Data Chapters ........................................................................................................................................................................................................... 21 Concluding Chapter ............................................................................................................................................................................................... 21 Citations and References ..................................................................................................................................................................................... 21

Expectations for a Master’s Thesis ............................................................................................................................... 21 Expectations for a Doctoral Thesis ............................................................................................................................... 22 Expectations for MSc and PhD Oral Examinations ............................................................................................... 22

DEGREE COMPLETION AND GRADUATION REQUIREMENTS .......................................................................................... 23 PROGRAM REQUIREMENT TIMELINE CHARTS ................................................................................................................. 24

MSc Program .......................................................................................................................................................................... 24 PhD Program (BSc entry) ................................................................................................................................................. 24 PhD Program (MSc entry) ................................................................................................................................................ 25

APPENDIX - FACULTY OF GRADUATE STUDIES GRADUATE SUPERVISION POLICY ............................................... 26


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REGISTRATION Students can register for the graduate program on-line using MyPage. In order to receive

full-time graduate student status (and ID) students must be registered in BIOC/MICR 599/699 each and every term. The student photo ID card can be obtained in the University Centre and also serves as a bus pass, library card and recreation pass. Students can apply for a UVic NetLink ID via the Help Desk website.

FINANCIAL ASSISTANCE Researchers in the Department of Biochemistry and Microbiology have a strong track

record of attracting peer-reviewed funding that allows for the support of a significant number of graduate students. In addition, the Faculty of Graduate Studies and the Province of British Columbia provide generous levels of salary support to graduate students enrolled at the University of Victoria.

Student Stipends Applicants accepted into regular full-time graduate studies will receive a guaranteed

minimum level of financial support in the form of a stipend for each eligible year they are in the program. Student stipends are normally a composite of grant support (in the form of a research assistantship), teaching assistantships, awards, scholarships, and fellowships. While students are guaranteed minimum stipends, students supported by fellowships and awards often earn much more than the minimum. The current minimum stipend is $24,000 per year.

Entrance & Productivity Awards All students with a minimum GPA of 7.0 or equivalent in the last 2 years of graduate or

undergraduate course work (e.g. an A- average from a Canadian university or a first class from a university in the U.K.) and who do not hold external awards valued at $15,000 per year or higher are eligible for a University of Victoria Fellowship, an Outstanding Graduate Entry Award (OGEA), or a University of Victoria Graduate Award. Details for each of these awards are given below.

Recommendations for the UVic Fellowships are preferentially given to students entering the program, although current students who have achieved outstanding academic or research success in the preceding year may also be recognized by the Graduate Studies committee with a nomination for one of these awards.

All students with the minimum GPA of 7.0 for the last 2 years of undergraduate or graduate course work who do not hold external awards of $15,000 or more for the current year are eligible for the University of Victoria Graduate Award. There are usually a large number of these awards made available by the Faculty of Graduate Studies each year. The nominees are selected by the Graduate Studies committee with preference given to students who:

a) are early in their studies; b) show research productivity by peer-reviewed journal papers, conference

proceedings, etc; c) demonstrate academic excellence.

Eligible Years for Guaranteed Funding The department guarantees that graduate students will receive at least the minimum required

stipend yearly for a period suitable to complete their studies.

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• For entry with a completed bachelor’s degree (BSc) o 2 years guaranteed funding for a Master’s degree (MSc) o 5 years guaranteed funding (total) if transferred to the doctoral program (PhD)

• For entry with a completed Master’s degree: o 4 years guaranteed funding for a PhD

Funding beyond these times is not guaranteed by the Department, and is a matter strictly between the supervisor and student. All support remains subject to satisfactory performance on the part of the student and, after these limits have expired, to the availability of funds.

Supervisor-Held Grant Funds Researchers in the Department of Biochemistry and Microbiology at the University of

Victoria attract over 1 million dollars in research grant funding each year. A significant portion of these funds is used to offer graduate stipends and to supply the materials required for research.

Research Assistantships All arrangements for research assistantships (grant support) are made directly between

the student and his or her supervisor. Supervisors are responsible for ensuring that their students receive the minimum stipend. A supervisor may, at his or her discretion, top up their students’ stipends above the required minima ($24,000 per year).

Departmental Teaching Assistantships All students are normally required to teach in the undergraduate laboratories for three terms (Master’s) or four terms (PhD) within the first two years of entering the program (Master’s) or within the first three years of entering the program (PhD). In special circumstances, the Department Chair may waive the third and fourth term requirement, after recommendation by the student’s supervisory committee. All arrangements for Teaching Assistantships (TAs) are made between the student and the Department. Contact the Department Graduate Program Coordinator to arrange a TAship at the same time as you confirm your acceptance into our program. Selection of your preferred TA position can be made by replying to the Department Administrative Officer’s e-mail on this subject, which is sent during the summer term. Each TAship is approximately 70 hrs/term.

AWARDS, FELLOWSHIPS, SCHOLARSHIPS & BURSARIES The following is a summary of some of the many awards and sources of financial

assistance available to students. Most are targeted at students just entering the program or in their early years of study. A full listing of all awards is available in the University Calendar or online at http://web.uvic.ca/gradstudies/. Deadlines

Consideration is primarily given to those new applicants whose complete entrance materials are received by the Graduate Admissions Office before the competition deadlines, which are usually in late spring. New students should apply before February 15 to ensure consideration. Awards commence at the start of the September term. Those students who entered the program in the previous January or May term will be considered for the September competition.

mailto:[email protected]

mailto:[email protected]


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University of Victoria Fellowships All new applicants to graduate school in the Department of Biochemistry and

Microbiology are automatically considered for University of Victoria Fellowships. The minimum prerequisite is an average of A- (80% or 7.0 on the UVic GPA scale) as calculated by the Graduate Admissions and Records Office. The GPA on any graduate course completed in Biochemistry or Microbiology must also be at least A-. The University of Victoria Fellowship is the highest entrance award offered by the Faculty of Graduate Studies.

Fellowships are held for one year (September to August) and are distributed in 12 monthly payments. The awards are typically $10,000 - $15,000 for MSc or PhD students. Students who display outstanding research and academic performance may be considered for renewal. MSc Fellowships may be renewable once (to a maximum of 24 months), and PhD Fellowships may be renewable twice (to a maximum of 36 months); however, priority is generally given to students entering the MSc or PhD programs. To qualify, a student must maintain a sessional and cumulative grade average of at least 7.0 to satisfy Faculty requirements, although a student with a GPA of less than 8.0 is rarely nominated by the Graduate Committee. Only about 10% of graduate students hold University of Victoria Fellowships at any given time, therefore meeting the minimum standard for consideration does not guarantee renewal.

Students do not apply for the Fellowship directly. The Department Graduate Committee examines the CVs of all eligible students and forwards nominations to the Faculty of Graduate Studies for consideration. University of Victoria Graduate Awards

The Faculty of Graduate Studies makes available to the Department of Biochemistry and Microbiology funds sufficient to award a large number of UVic Graduate Awards of $1,000 - $5,000 each. They are awarded based on merit to students who do not hold external funding of $15,000 or more for that year, with newer applicants receiving preference. As always, the availability of awards is dependent on the budget of the faculty of Graduate Studies. President's Research Scholarships

Applicants who hold provincial and national awards (e.g. MSFHR, NSERC or CIHR fellowships) will normally be eligible for an additional award ($4,000) from the President's Research Scholarship fund. To be considered for this award, applicants must notify the Department and the Office of the Dean of Graduate Studies that they have a national award. The President’s award is given in two equal payments (October and January). Howard E. Petch and David F. Strong Research Scholarships

Scholarships are named in honour of Presidents Emeritus Howard E. Petch and David F. Strong. Scholarship amounts vary from year to year. Outstanding Graduate Entry Award (OGEA)

Students in their first year of the graduate program with a minimum first-class GPA on the last two year of study will be considered for an OGEA award.


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Other University Awards There are several other competitive awards available to students. Details are listed in the

University Calendar and the Faculty of Graduate Studies website. Some examples of graduate fellowships and their typical values:

• Annie Greskiw Graduate Award $1,875 • Charles S. Humphrey Graduate Student Award $2,500 • Ray Hadfield Memorial Fellowship $2,225 • Martlet Chapter IODE Graduate Scholarship for Women $375 • Greig Cosier Memorial Scholarship $1,217

External Awards National and provincial agencies such as NSERC, CIHR, and the Michael Smith

Foundation for Health Research (MSFHR) offer trainee awards that guarantee a minimum annual stipend between $23,000 and $50,000 per year.

Canadian citizens or landed immigrants resident in Canada are eligible for these scholarships and fellowships, which are awarded on the basis of high scholastic achievement and/or evidence of skill at research. Application information for Tri-Council scholarships may be obtained online in early September and the deadline for submitting completed Tri-Council applications is usually early October for the PhD level or December for the Master’s level.

Students who have been awarded a PGS/CGS-M will not automatically receive a PGS/CGS-D. Notices of workshops and approaching deadlines will be sent but it is the responsibility of the student to submit their application.

Additional information on external awards is available at the Financial Aid Office and the Office of the Dean of Graduate Studies.

You must advise the department and your supervisor of any awards you receive. DEPARTMENTAL GRADUATE COMMITTEE

The Department Graduate Committee consists of at least three faculty members. One committee member is the chair of the committee and assumes the role of Graduate Advisor. The Graduate Advisor nominates one other committee member as an alternate advisor.

The Graduate Committee, assisted by the Graduate Program Coordinator, oversees all aspects of the graduate program. It monitors admission of students to the Department and the selection of supervisory committees, sets guidelines regarding additional course requirements (if any) for individual students, enforces the spirit of the course recommendations, and monitors annual supervisory committee meetings and PhD candidacy examinations. The Departmental Graduate Committee approves all graduate directed studies courses, makes recommendations on scholarships and fellowships, and on changes to the graduate program. The Graduate Advisor handles all routine admission inquiries and communicates with the Faculty of Graduate Studies.

GRADUATE STUDENT SUPERVISORY COMMITTEE & ANNUAL COMMITTEE MEETINGS Each graduate student must have a supervisory committee, which should be selected

within 3 months of entry to the graduate program. The supervisor, in consultation with the student, chooses the supervisory committee members. The Department requires graduate student supervisory committees to be composed as follows:

• MSc committee: academic supervisor, one Departmental member, and one member from the University of Victoria who holds an appointment outside the

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Department of Biochemistry & Microbiology.

• PhD committee: academic supervisor, two departmental members, and one member from the University of Victoria who holds an appointment outside the Department of Biochemistry & Microbiology.

Recognized experts from government, industry or other universities are eligible to be appointed to supervisory committees. The Graduate Advisor must approve all supervisory committee selections.

It is the student’s responsibility to organize supervisory committee meetings. Students must meet with their supervisory committee within the first six months of their program and at least once per year after that, although the supervisor or the student may call meetings as often as required. Students must book a room for the meeting through the Biochemistry and Microbiology general office. Students who do not hold regular supervisory committee meetings jeopardize their status in the program.

Students should prepare a summary of their progress and objectives to be sent to their committee members not less than 1 week before a scheduled meeting. The summary should be ~2-4 pages of 12-point double-spaced type (not including figures or references).

The supervisor will chair the committee meeting. The meeting will begin with a 15-20 minute presentation by the student, which should consist of:

• an introduction of the thesis work. • objectives/hypothesis. • progress to date. • short/medium and long term objectives. • course work completed and remaining. • time frame for completion of degree.

The student should give special emphasis to changes in research direction and to research obstacles encountered or anticipated since the last meeting. A student who believes that he or she has completed sufficient research must submit an outline for the thesis in addition to the project outline, and request permission from the committee to initiate the process of proceeding to defense (refer to the section “Thesis/Dissertation Defense” for further details on this process).

After the presentation, committee members will discuss the thesis work with the student (although questioning and discussion during the presentation is encouraged). The student must be prepared to discuss all aspects of his or her thesis work.

At the end of this discussion the student will be asked to leave the room, and the supervisor will chair the committee’s evaluation of the student’s progress. The committee must make an assessment of the student’s progress and formulate specific advice for the student. Students will be graded under the following scheme:

• Excellent – the student has exceeded all expectations, and the progress made on the thesis/dissertation work is exceptional.

• Good – the student has met exceeded most expectations and made significant progress on the thesis/dissertation work.

• Adequate – The student has met most expectations and made some progress on the thesis/dissertation work.

• Needs Improvement – the student has struggled to meet expectations (some but not all


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expectations met) or progress is below what is reasonably expected. • Not Satisfactory – indicates, for example, that a student does not pursue goals in a

vigorous fashion, does not take direction well, shows disregard for safety, or repeatedly fails to complete routine procedures.

A student rated ‘needs improvement’ or ‘not satisfactory’ must receive detailed written direction from the committee as to how they have failed to meet expectations and how they may improve their rating. A rating of not satisfactory must be accompanied by a recommendation for the student to remain in or to be expelled from the program. The committee is obliged to act on any weakness identified in the student’s research progress or in their academic preparedness. Such action may, for example, take the form of assigned essays based on literature reviews, additional course work, or additional supervision in the laboratory.

At the conclusion of the meeting the chair will note the student’s progress toward expectations and the committee’s advice and instructions on the Graduate Student Progress Report form provided by the Graduate Program Coordinator. This document, along with the student's outline, will form the basis of the required yearly progress report. Committee members will sign the form to indicate their agreement with the assessment and instructions.

After the meeting has concluded, the supervisor will explain the committee ranking and instructions to the student. Students are not asked for their agreement, but must sign the assessment form to acknowledge that they have read and understand the evaluation and the instructions of the committee.

The form will be returned by the student to the Graduate Program Coordinator who will submit it to the Graduate Advisor for signature. The signature of the Graduate Advisor indicates that the student’s progress has been appropriately documented. The Graduate Advisor will bring to the attention of the department chair any exceptional concerns raised by a student’s progress report.

GRADUATE STUDENT RESPONSIBILITIES & ENTITLEMENTS Annual Student Progress Report & CV

Each graduate student is required to have a supervisory committee meeting within the first six months of their program at least once per year after that. A progress report will be completed at the end of each meeting that should detail what has been accomplished and what is left to do in terms of research, course work and thesis requirements. Assessments are based on performance in course and lab work and on the student’s written and oral summaries of research activities. Scheduling of the annual meeting is the responsibility of the student and his or her supervisor.

Supervisory committee meetings may be called by any member of the committee or by the student, or may be called by the Graduate Advisor in cases where student progress is unsatisfactory or as a means to effect dispute resolution between the student and supervisor. However called, the student will endeavor to choose a time and place that is mutually agreeable to all members of the advisory committee and/or the Graduate Advisor if he or she has called the meeting.

Students who wish to be considered for award or renewal of any Faculty of Graduate Studies Awards, such as the UVic Fellowship, the UVic Graduate Awards or other University Awards must submit an up to date Curriculum Vitae in late May or early June each year. The Graduate Program Coordinator will announce when CVs are due. The accepted format is available on the Canadian Common CV website, using NSERC as the funding source. New

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students who have not yet arrived on campus are automatically considered for these awards, and need not submit a CV.

Safe working environment All students are entitled to a physically and emotionally safe working environment. The

Building Safety Committee regularly inspects laboratories, but students are encouraged and required to report any safety concerns.

The Department of Biochemistry and Microbiology does not tolerate any form of physical or verbal harassment. Any student who perceives that they the victim of harassment is encouraged to seek confidential advice from the Graduate Advisor or Department Chair who can recommend appropriate remedies and/or avenues of redress. Students may also directly approach the Department of Equity and Human Rights.

Any student may occasionally have difficulty in coping with lab life. The University of Victoria offers significant counselling resources to all students.

Appeal and Redress Students who perceive that they are unjustly treated within the Department are

encouraged to seek appropriate avenues of redress or appeal. Both non-academic and academic matters may be brought to the attention of the supervisor, or any member of the student's supervisory committee, or the Graduate Advisor, or the Department Chair, until appropriate solutions are found.

PROGRAM REQUIREMENTS

Students must be continuously registered full-time in all three terms in the graduate program. No part-time graduate programs are offered.

Supervisor All graduate students registered for a degree in the Department must have a full-time

regular department member of the faculty as their supervisor or co-supervisor. Students who are studying under a member that is adjunct to the Department must have a regular full-time member of the Department as a co-supervisor. Unless authorized by the Department and the Dean of Graduate Studies, a student who initiates a degree program under the direction of a given supervisor retains that supervisor until completion of the degree.

C.A.P.P. (Curriculum Advising and Program Planning) Students can view their CAPP through MyPage; students are asked to review their CAPP

for accuracy.

Teaching Assistantship All students are normally required to perform at least three terms (Master’s) or four terms

(PhD) of Teaching Assistantship (TA) duties as part of the requirement for a graduate degree.

Graduate Course Work The graduate courses offered by the Department are listed in the Graduate Studies

calendar, and summarized below. Candidates for a MSc or PhD degree are required to successfully complete a minimum of 3 units of graduate level courses approved by the student’s supervisory committee. Students may be required to take additional graduate level courses at the

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discretion of the Graduate Committee or their supervisory committee. The supervisory committee will carry out selection of any additional courses.

• MSc students must register for BIOC 599 or MICR 599 (thesis) and must complete BCMB 580. Successful completion of BCMB 580 requires that students present their own 580 seminar and receive a favourable assessment from faculty in attendance, and that they attend and participate in seminars given by other graduate students as well as seminars from guest scientists.

• PhD students must register for BCMB 693 and BIOC 699 or MICR 699 (thesis), and must complete in sequence both BCMB 580 and BCMB 680. Successful completion of BCMB 580 and BCMB 680 requires that students present their own 580 and 680 seminars and receive a favourable assessment from faculty in attendance, and that they attend and participate in seminars given by other graduate students as well as seminars from guest scientists. All students entering the MSc or PhD programs are required to take the 1.0 unit course

BCMB 500. This is normally offered in the September semester. Students must take this as early as possible in their program. BCMB 500 requires significant student participation, and students are expected to attend every lecture. BCMB 500 may be deferred only under exceptional circumstances and only with advance permission of the Department Chair. ***The remaining coursework section is under construction***

A student who desires to take a graduate course outside the Department of Biochemistry & Microbiology must obtain permission from the student’s supervisory committee and the Graduate Advisor. Biochemistry & Microbiology 580/680 & Department Seminars Objective, Timelines & Expectations:

The objective of BCMB 580/680 is to give every graduate student an opportunity to present his or her research to the Department in the form of an oral seminar. Oral presentation of one’s research is a fundamental skill that all scientists must develop, and these seminars provide students an opportunity to hone their presentation and questioning skills in front of a broad scientific audience. Further, BCMB 580/680 allows fellow students, post-doctoral fellows and faculty members to keep abreast of research in the Department and to provide critical feedback. BCMB 580 seminars:

All MSc and PhD students are expected to give at least one BCMB 580 seminar during their studies:

• Students in the MSc program on track for a MSc degree must present their 580 seminar within 18-20 months of entering the program, and before making a formal Request for Oral Examination (please take note of the “scheduling” section below). Seminars should be structured to give a comprehensive review of the work in the thesis, including an introduction suitable for a general scientific audience that clearly identifies the research question(s) under study, hypotheses and objectives, research methods, major findings and conclusions. The expectation is that students will display an advanced knowledge of their field.


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• Students in the MSc program seeking to transfer into the PhD program must present their 580 seminar within the first 24 months of study, and before formal scheduling of their Candidacy Examination. The seminar should be a comprehensive review of the work to date, including an introduction suitable for a general scientific audience that clearly identifies the research question(s) under study, hypotheses and objectives, research methods, major findings and conclusions, and long-range objectives to be explored over the remaining course of study. The expectation is that students will display an advanced knowledge of their field, a critical analysis of their research progress, and clear strategies to achieve their long-term objectives.

Students who seek transfer and anticipate that their research directions will be changing should speak of the work completed to date, and outline the potential research strategies that may be pursued by other investigators. There is no requirement to discuss their upcoming PhD project, as this will be explored during their Candidacy Examination.

• Students who hold a MSc degree when they enter the PhD program must present their 580 seminar within the first 15 months of study, and before scheduling their Candidacy Examination. The expectations are the same as transfer students, where the seminar should be a comprehensive review of the work to date, including an introduction suitable for a general scientific audience that clearly identifies the research question(s) under study, hypotheses and objectives, research methods, major findings and conclusions, and long-range objectives to be explored over the remaining course of study. The expectation is that students will display an advanced knowledge of their field, a critical analysis of their research progress, and clear strategies to achieve their long-term objectives.

BCMB 680 seminars: All PhD students are expected to give at least one BCMB 680 seminar near the

completion of their studies. Students must present their 680 seminar before making a formal Request for Oral Examination (please take note of the “scheduling” section below). The talk should be a comprehensive review of the work in the thesis, including an introduction suitable for a general scientific audience that clearly identifies the research question(s) under study, hypotheses and objectives, research methods, major findings, conclusions, and potential future directions. The expectation is that students will present an original contribution to science in the form of a cohesive synthesis of hypotheses, methods and conclusions that demonstrates the student’s ability to analyze their data critically to test the stated hypotheses. Before the 580/680 seminar:

Students will submit a seminar title and appropriate abstract (approximately 200-250 words) to the Graduate Program Coordinator no later than 2 weeks before their scheduled talk. For MSc and PhD students completing their degree the abstract submitted should be the thesis abstract. If this is not available, the abstract must be a fair representation of their thesis work. For PhD transfer students preparing for their BCMB 580 seminar, the abstract should be a fair representation of the work completed thus far. Content & Timing:

Students may exclude thesis material from their 580/680 seminars only under exceptional circumstances (such as protection of intellectual property rights), and only with the consent of their supervisory committee.

BCMB580 seminars should last 20 minutes and BCMB680 seminars should last between 45 and 50 minutes. All students will be expected to discuss their research in a question period


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immediately following the seminar. Students must take care to properly attribute all internal and external contributions to their research. This would include, for example, specialized reagents, cell lines or animals, expert assistance in performing and interpreting experiments, and any figures, charts and graphs. Scheduling:

When possible, the BCMB 580/680 course coordinator will assign students time slots in the regularly scheduled department research seminar series. When insufficient numbers of slots are available the course coordinator will arrange for slots outside the regular schedule.

BCMB 580/680 seminars will not be scheduled during the months of July and August. Students who anticipate defending their thesis in July and August must take care to schedule his or her 580/680 seminar during the months prior.

Attendance of student supervisory committee members The student and supervisor will invite members of the graduate student’s supervisory committee to attend the 580/680 presentation. Assessment of student performance All available faculty members will attend BCMB 580/680 seminars to assess student presentations. Faculty are obliged to provide constructive, written feedback on any category to which they assign a rank of “needs improvement” or “unsatisfactory”. This feedback will be structured in such a way as to support the student in improving their presentation or research approach. Students can obtain an example of the 580/680 assessment form from the Graduate Program Coordinator. Faculty assessments will be submitted to the Graduate Program Coordinator. The faculty assessments will be provided to the student, the student’s supervisor(s) and the student’s supervisory committee via e-mail within two weeks of the presentation. The supervisory committee will be responsible for integrating these assessments in the ongoing evaluation of the student and to support improved performance. In the event that the student receives a majority ranking of “unsatisfactory” in any one of the categories, the supervisory committee, in consultation with the Graduate Advisor, will review the assessments and determine if the seminar should be revised and re-presented. If it is deemed that the seminar must be re-presented, the supervisory committee, guided by the faculty member assessments, will assist the student in developing an actionable plan to support an improved, revised seminar. Procedures in the case of the 580/680 needing to be re-presented: Students who re-present their BCMB 580 or 680 presentations will revise their seminar based on advice from their supervisor and supervisory committee, and re-present their work no later than 4 weeks from the initial seminar. In the case where a 580/680 seminar is to be re-presented, the Graduate Advisor shall ensure by written communication that each faculty member is aware of the circumstances surrounding the need to re-present and that the revised seminar be scheduled during a time when the majority of faculty and the supervisory committee are able to attend.


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If a student receives a majority “unsatisfactory” ranking within any category on the second attempt the student will meet with their supervisor(s) and supervisory committee within 7 days to assess the student’s overall performance and to form a recommendation in consultation with the Graduate Advisor and Department Chair as to whether the student shall be permitted to continue in the program or shall be required to withdraw as per Faculty of Graduate Studies directives on Academic Performance (detailed on Faculty of Graduate Studies web pages and below). Should the student receive permission to continue in the program the supervisory committee will be charged with ensuring that the student shows unambiguous improvement for each of the deficient criteria listed by the supervisory committee. Attendance at seminars:

All graduate students are expected to attend BCMB 580/680 seminars given by their colleagues, as well as departmental research seminars given by senior scientists inside and outside the University. Exceptions are made for:

• Students with documented medical or family emergencies. • Students who have been given permission by their supervisory committee to write their

thesis (whose attendance is optional). • Students who are not available as the seminar conflicts with assigned TA duties. • Student who can provide advance documentation of extenuating circumstances (such a

conference travel). Finally, the department recognizes the time-sensitive nature of some experiments, and

students may be excused from a limited number of seminars with their supervisor’s permission.

Academic Performance & Conditions Requiring Withdrawal Students must make satisfactory progress in their research, as assessed by the supervisory committee. Any student who fails to meet academic standards, or whose project or dissertation is not progressing satisfactorily, may be required to withdraw from their graduate studies program with the advice and consent of the Graduate Studies Committee and Chair of the Department.

a) Students in the Faculty must achieve a grade point average of at least 5.00 (B) for every session in which they are registered. All students with a sessional or cumulative average below 5.00 will not be allowed to register in the next session until:

• their supervisory committee has reviewed and approved their academic performance;

• the Dean has reviewed and approved their continuation in the Faculty. Grades on courses designated FNC (for no credit - 100, 200 or 300 level) or transfer credit courses will not be used in the calculation of sessional or cumulative grade averages.

b) Every grade of 4.0 (B-) or lower in a course taken for credit in the Faculty of Graduate Studies is reviewed by the supervisory committee and the Graduate Advisor, who will recommend to the Dean of the Faculty whether or not the student may continue. Such students will not be allowed to register in the next session until the Dean gives such approval.


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c) On the advice of the supervisory committee, the Faculty of Graduate Studies may impose special conditions that must be met within a specified time frame or the student will be required to withdraw.

TRANSFER FROM MSC TO PHD Application and requirements to transfer from the MSc to the PhD program should be completed within 24 months of starting the MSc program or within 18 months for a student already holding a MSc degree. The Department's formal requirements for transfer from the MSc to the PhD program are:

a) At least a B+ (6.0) average in coursework b) Successful completion of seminar requirements (BCMB 580) c) Support of the supervisor d) Formal endorsement by the supervisory committee

If requirements (a-d) above have been satisfied, the student can proceed with writing a PhD candidacy proposal and scheduling the candidacy exam.

PhD Candidacy Proposal Students wishing to transfer from the MSc to the PhD program, or entering directly into the PhD program, are required to write and defend a grant-like proposal describing their thesis research. The proposal outlines hypotheses or research questions to be tested, the experimental approaches that will be taken to answer these hypotheses or questions, and the overall significance of the research.

General Layout • Page 1 is a title page including your name and student number. • Body of the proposal – refer to “Overview of Proposal Sections” • References • Figures/Tables

Proposal Specifics • The main body of the proposal can be no longer than 7 pages. Two additional pages

are allowed each for figures/tables and references (11 pages total) • Avoid using acronyms and abbreviations but, if used, give the full names the first time

they are used. • Any references cited should use a standard bibliographic format that includes the title

of the referenced work. • Figure legends should be succinct but must be complete, i.e. they should have enough

detail to explain the figure without requiring reference to the proposal. • Figures and Tables should each have a brief, descriptive title. • Text must be single-spaced (i.e. six lines per inch). • ¾ inch margins, 12 point font, black ink. No condensed type or spacing.


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• Use white paper 8½ × 11” (21.5 cm x 28 cm), portrait format, single column. • Print on one side of the page or submit an electronic copy to the committee.

OVERVIEW OF PROPOSAL SECTIONS – Section 1 – Justification of the proposed research

Approximately 2½ pages.

In this section, examiners will assess the quality of what is being proposed. Examiners will be considering the following questions when reading your proposal:

• Are the research questions justified? • Is sufficient background information provided to enable interpretation of the proposed

research? • Are the overall goals and objectives of the project clearly stated and well-defined; with

distinct expected outputs? • Is the potential impact of the research well described?

Examples of subheadings relevant to Section 1:

▪ Rationale

▪ A brief statement (< ½ page) outlining the proposed research

▪ Background and Significance

▪ This section should answer 3 questions: what is known, what is not known, and why is it essential to find out

▪ Critically evaluate the relevant literature

▪ Incorporate your preliminary data where relevant

▪ Research Question or Hypothesis

▪ Should flow from questions defined in the Background section.

▪ Overall Objective

▪ State the goal of the proposed research

▪ Tie in to the underlying question or hypothesis

▪ Example – “The objective of this research proposal is to establish the mechanisms by which apicomplexan parasites attach to invade host cells”


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▪ Specific Aims

▪ State the specific steps that will be taken to achieve the stated objectives of the grant.

▪ Example – Specific Aim #1 “Establish the basis for inter-genera/species specificity by mapping the AMA1-RON2 interface”

Section 2 – Execution of the proposed research

Approximately 4½ pages.

Use this section to articulate the research methodology. Examiners will be asked to assess the project’s design and plan, including how the project will be completed, the feasibility of the proposed research, and timelines that indicate when the project is expected to be completed. Examiners will be considering the following questions when reading your proposal:

• Are the methods appropriate to deliver the proposed output(s) and achieve the proposed contribution(s)?

• Are potential challenges and appropriate mitigation strategies described? • Are the metrics for progress and success clearly defined? • Are the timelines and related deliverables of the project realistic?

Examples of subheadings relevant to Section 2:

▪ Research Design and Methods

▪ The Specific Aims have stated what you propose. Now you must describe how you propose to fulfill the Aims.

▪ Be focused and clear. Put the Aims in a logical and sequential order.

▪ It is useful to break this section down, beginning with each stated Aim (plus a one-sentence rationale for each aim) and an outline describing how each Aim will be accomplished.

▪ Rough guideline – use ~3/4 of a page to present each Aim.

▪ Reference, but do not describe, well-known or standard procedures. Describe procedures that are unlikely to be known to the examiners.

▪ Explain the processes for data collection, analysis and interpretation. Include needed statistical analyses.

▪ Discuss relevant control experiments.


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▪ Relate each Aim back to the overall objective of the project and clearly articulate how each Aim will advance the field of study.

▪ Strengths and Weaknesses

▪ Discuss potential difficulties and limitations of the proposed procedures and give alternative procedures to achieve the aims.

▪ State clearly possible weaknesses and/or ambiguities.

▪ Timeline

▪ Provide a brief tentative sequence and timetable for the project. Consider doing this using a diagram or table. Clearly define priorities.

PhD Candidacy Examination Examining committee An examining committee will be selected by the supervisor (with the approval of the Graduate Advisor) no later than four weeks prior to the exam. It is normally comprised of:

• All members of the student's supervisory committee, excluding the academic supervisor. If the current supervisory committee consists of a primary supervisor, a departmental co-supervisor and one outside member, the departmental co-supervisor may act as an examining committee member.

• Two examiners drawn from Department faculty by the student's academic supervisor in consultation with the Graduate Advisor,

• An exam chair (Graduate Advisor or designate) It is the responsibility of the student to arrange a date/time for the examination to take place that works for all the examining committee members, as well as to secure a room through the BCMB general office for the examination and arrange for the Graduate Advisor or designate to chair the examination. Evaluation of the written proposal The written proposal will be distributed to all members of the examining committee two weeks prior to the exam. It is recommended that students obtain guidance, feedback and mentorship from their supervisor prior to and during the drafting of their candidacy proposal. However, it is mandatory that the proposal represent an original document created by the student. If it is deemed suitable for defense by all members, the student is considered to have passed the written component of the exam. This does not preclude examiners from requesting revisions following the oral exam. Any examiner who requires revisions to the proposal before it can be defended must inform the Graduate Advisor or Graduate Coordinator at least one week prior to the scheduled date of the examination. In this case, the examination will be postponed for not more than four weeks while revisions are made. The student will be required to resubmit the proposal at least one week before the rescheduled examination.


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It is expected that any committee member who wishes to delay an examination to allow for revision of the proposal will consult with the academic supervisor and at least one other member of the examining committee before making the request.

The oral exam Examiner questions will focus on the research proposal, however, students will be expected to demonstrate broad knowledge of their field of research, to relate their proposed research to the field as a whole, and to show how the research questions or hypotheses they have formulated address critical areas of the field. They must be able to explain the technical aspects of their proposed experiments, and to defend their choice of experiments as being the best way to address their research questions or hypotheses. Exam procedure 1. The candidate begins with a 10-20 minute oral presentation that highlights the main points of

the research proposal. 2. The examining committee asks two rounds of questions.

• Examiners who are not part of the student’s supervisory committee begin each round, followed by

• the outside member of the supervisory committee, followed by • department members of the committee (including a co-supervisor if they are acting as

a member of the examining committee) • The supervisor will attend the examination as a silent and non-voting observer. They

will not participate in questioning. Each examiner will be allowed 15 to 20 minutes for questions in the first round, with a second round of questions as time permits. The total time allotted for questions after the candidate’s presentation is normally two hours.

3. The candidate will withdraw at the conclusion of the questioning. The chair will then ask each member of the committee to review the performance of the student and assign a grade of pass, adjourn, or fail.

4. Possible outcomes:

• Pass A unanimous vote of pass or, only one vote to fail or to adjourn, will conclude the examination and the student will receive permission to remain in the PhD program. Passing the candidacy examination does not guarantee the attainment of a PhD degree.

• Adjourn If two or more members of the committee determine that the oral portion did not constitute a pass the exam is adjourned. In this case the committee will give the student an appraisal of weak areas that will be specifically addressed when the


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examination is resumed. Note that it will remain the responsibility of the student to defend all aspects of their proposal in the resumed examination, which will follow the format of the first examination and take place within two months. Under Faculty of Graduate Studies guidelines, the outcome of the second oral exam is final. In this exam the grade of pass or fail is determined by majority vote of the examining committee members. A tie vote will constitute a fail.

• Withdraw Students who fail the second oral examination may complete a MSc degree, but will be required to withdraw from the PhD program.

THESIS/DISSERTATION DEFENSE All students are required to submit a MSc or PhD thesis that must be defended orally

before an examining committee. For the MSc degree, the thesis examining committee consists of the supervisory committee and an external examiner from outside the Department.

For the PhD degree an external examiner:

• must be selected from another institution, and • must be an authority in the student’s field of research, and • be declared by the supervisor as having ‘arm’s length’ status.

The candidate’s academic supervisor normally chooses the external examiner. A representative of the Dean of Graduate Studies will appoint the Chair for the defense.

A student may proceed to an oral examination once the supervisory committee is satisfied that the dissertation or thesis represents an examinable document for the degree requirements. The supervisory committee confirms their satisfaction by signing the "Request for Final Oral Examination" form. The supervisory committee normally receives a copy of the thesis at least two weeks prior to being asked to sign this form, which enables each committee member to determine if the thesis is examinable. This form must be submitted to the Dean of Graduate Studies at least twenty working days (MSc) or thirty working days (PhD) before the anticipated date of the oral examination. Guidelines for setting up oral examinations and regulations governing the format of thesis and the dissertation are found at the Faculty of Graduate Studies website.

The decision of the examining committee shall be based on the content of the dissertation or thesis as well as on the student's ability to defend it. Procedures to be followed in the event of a failure in either the written or oral defense portion of the thesis are defined by the Faculty of Graduate Studies.

EXPECTATIONS FOR MSC AND PHD CANDIDATES’ THESIS AND FINAL ORAL EXAMINATION Thesis Structure

Although a student can exercise considerable discretion in composing his or her thesis, in general it must conform to the structure outlined below. Introduction

The Introduction should provide the relevant background to the thesis work. The introduction should familiarize the reader with what is known about the topic, and identify the key outstanding questions in the field, especially those that are addressed by the thesis research.

http://web.uvic.ca/gradstudies/forms.php#section0-3

http://web.uvic.ca/gradstudies/forms.php#section0-3

http://web.uvic.ca/gradstudies/students/graduating.php


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The goal of this section is to lead the reader to the hypothesis and questions that will be addressed in the thesis. The Introduction should contain a “Research hypotheses/questions and objectives” subsection, and should generally not exceed 30 pages overall. Data Chapters

Although the classic manner to write a thesis is in the passive voice, the Department recognizes that modern scientific writing is frequently in the active voice and will accept theses in either style.

It is permissible for data chapters to closely resemble publications but, in general, they should not be identical. In particular, the introduction to a data chapter should not repeat material already presented in the general introduction of the thesis. Students should try to make the thesis flow as a single cohesive document.

The treatment of collaborations is a particularly important point, as data chapters should describe the experiments performed primarily by the student. The work of collaborators may be included when it is crucial to understanding the student’s own data; however, there must be a clear delineation between work done by the student and work done by the collaborators with a statement at the beginning of each chapter indicating those experiments that were performed by the student and those that were performed by collaborators. If the publication on which a data chapter is based describes a highly collaborative project, then the chapter should not track the publication closely but should be written to emphasize the student’s own work. In addition, relevant experiments not incorporated in the publication (or placed in supplementary material) should be included in the chapter rather than an appendix. Inclusion of these additional experiments will be useful to future researchers in the field. Concluding Chapter

This chapter should begin with an overall summary of the work that explains how it has advanced the field. Students should refer to questions and hypotheses raised in the Introduction and explain how the research has contributed to our understanding of these problems. As in your Introduction, the concluding chapter can propose hypotheses and models, and should emphasize the student’s own view of the field. The thesis should finish by suggesting future investigations that address the key issues in the field. Citations and References

The thesis must be a summation of the student’s own work. The work and ideas of others must be properly cited and referenced. In addition, it is unacceptable to misquote or take out of context the ideas or words of others. This most commonly occurs when one cites review articles instead of original works. Reproduction of published work frequently requires the permission of the publisher, and every journal includes appropriate instructions in their ‘information to authors’ section. Students are responsible for obtaining this permission, and any resulting letters from the publisher should be included as an appendix. Expectations for a Master’s Thesis

• A Master’s thesis consists of an introduction, at least one data chapter containing results & discussion, conclusions and references.

• The thesis must describe the student’s own work. • The student must show that they have an advanced knowledge of the literature pertaining

to their thesis topic, and that they are able to design and execute experiments appropriate to the topic.


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• Although data chapters do not have to be published papers, it is expected that they be of a quality equivalent to or exceeding that of current peer-reviewed publications in the student’s field.

Expectations for a Doctoral Thesis

• A PhD thesis consists of an introduction, at least two data chapters containing results & discussion, conclusions and references.

• The thesis should be an original work that advances the field of study. • The student should display a mastery of their thesis topic. • The department expects that PhD candidates will have written first-author publications

during their studies. • Although data chapters do not have to be published papers, it is expected that they be of a

quality equivalent to or exceeding that of current peer-reviewed publications in the student’s field.

A new digital resource is available for all graduate students writing theses, or dissertations, called the Thesis Writing Starter Kit. This document is the result of a collaborative effort among numerous UVic services, and will be permanently housed here: https://www.uvic.ca/graduatestudies/home/home/news/current/thesis-starter-kit.php

Expectations for MSc and PhD Oral Examinations

• The oral examination begins with a brief presentation by the student (10-20 minutes) of a summary of their work.

• The oral examination centers about the thesis; however, examiners may occasionally ask questions of a more general nature. Students must be familiar not only with their stated hypotheses, but with the foundations upon which they rest. Students should be prepared to defend the formulation of their hypotheses in the context of the current literature and to demonstrate why a particular experiment will settle an outstanding scientific question. An examiner who is not convinced by a hypothesis, by the interpretation of an experiment, or by a stated conclusion will often ask the student to expand on what is written in their thesis by explaining concepts and methods at a fundamental level.

• Students must be intimately familiar with the details of their own experimental methods and findings, and must be able to rationalize such things as the choice of controls, reagents and approaches. The question is often asked, ‘Why did you do it this way?’ Students must be familiar with any potential weaknesses of their methods and be able to discuss the relative merits of potential alternate approaches.

• Students must be able to answer questions based on data generated by others that was included in their thesis.

• Students should be familiar with the important literature cited in their thesis, and should be able to describe the outlines of important relevant papers and the relative contributions of prominent investigators in their field.

https://www.uvic.ca/graduatestudies/home/home/news/current/thesis-starter-kit.php


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DEGREE COMPLETION AND GRADUATION REQUIREMENTS

The University grants degrees in November (Fall) and May/June (Spring) each year. Each candidate for a degree must complete a formal application for graduation. Application forms are available at https://www.uvic.ca/current-students/home/graduating/. A graduation fee is assessed at the time of application, and is payable by the end of the month in which the application is made. Deadline dates for graduation and convocation can be verified with the Graduate Admissions and Records Office https://www.uvic.ca/graduatestudies/resourcesfor/students/gradreq/index.php. The following items will help the student in finalizing his or her thesis, but it is the responsibility of the student to ensure that all requirements of the Faculty of Graduate Studies have been satisfied including but not necessarily limited to:

a) Regulations governing the proper submission procedures are set out in the "Thesis and dissertation format requirements for final submission to the Faculty of Graduate Studies via UVicSpace". Only the latest version of these instructions is valid.

b) Register for UVicSpace and digitally submit your final thesis. See the library website for details and guidelines.

c) Payment of all outstanding fees. Students who have outstanding accounts will not receive a diploma or be issued any transcripts. Students should be especially aware of the minimum program fee for graduate degrees as outlined in the Graduate Studies Calendar.

See Completing your degree requirements on the Faculty of Graduate Studies website for the complete check list.

https://www.uvic.ca/current-students/home/graduating/

https://www.uvic.ca/graduatestudies/resourcesfor/students/gradreq/index.php

https://www.uvic.ca/graduatestudies/assets/docs/docs/thesis/Sample-SamplePages.pdf



http://www.uvic.ca/library/featured/collections/uvic/thesis/procedures.php

http://www.uvic.ca/graduatestudies/assets/docs/checklists/Checklist%20for%20Master_phD.pdf


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PROGRAM REQUIREMENT TIMELINE CHARTS

MSc Program

PhD Program (BSc entry)


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PhD Program (MSc entry)


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APPENDIX - FACULTY OF GRADUATE STUDIES GRADUATE SUPERVISION POLICY

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Faculty of Graduate Studies Graduate Supervision Policy

This policy defines the expectations and responsibilities in the supervisory relationship

for graduate students, members of the Faculty of Graduate Studies, academic units, Graduate Advisors, supervisors, supervisory committee members, and the Dean and Associate Deans of Graduate Studies.

Considered by the Graduate Executive Committee October 3, 2016

Revised and approved by the Graduate Executive Committee November 7, 2016

Considered by the Faculty of Graduate Studies Council December 8, 2016

Revised and approved by the Faculty of Graduate Studies Council February 16, 2017

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1. General Responsibilities for every Student and Faculty member in FGS Academic integrity ........................................................................................................ 3 Professionalism ............................................................................................................. 3 Familiarity with University, FGS, unit, and agency policies .................................................. 3

2. The Supervisory Relationship The primary academic supervisor .................................................................................... 4 The supervisory committee ............................................................................................ 4 The student .................................................................................................................. 5 The arm’s length nature of the supervisory relationship ..................................................... 5 Types of supervisory relationships – course, project, thesis, and dissertation ........................ 5

3. Accessibility and Assistance Student resources within the Faculty of Graduate Studies .................................................. 6 Students with a disability ............................................................................................... 6 Evaluation without Accommodation ................................................................................. 6 Indigenous student resources ......................................................................................... 6 Student-sponsored resources ......................................................................................... 6 Additional student resources ........................................................................................... 7 Faculty resources .......................................................................................................... 7

4. Responsibilities of all Members of the Faculty of Graduate Studies Professionalism ............................................................................................................. 7 Cultural awareness ........................................................................................................ 7 Responding to graduate student concerns ........................................................................ 7 Accommodations ........................................................................................................... 8

5. Responsibilities of the Academic Unit Administration of graduate programs ............................................................................... 8 The Graduate Handbook ................................................................................................ 9 Unit funding policies .................................................................................................... 10 Formal review of student progress ................................................................................ 10 Oversight of graduate students ..................................................................................... 11 Oversight of academic supervisors ................................................................................ 11

6. Responsibilities of the Graduate Advisor Administration ............................................................................................................ 11 Student consultation and assistance .............................................................................. 12 Report unexpected student absences ............................................................................. 12 Recommend actions for a student who receives a grade below B ....................................... 12 Request withdrawal for failure to meet academic standards .............................................. 12

7. Responsibilities of the Academic Supervisor Oversight of the student’s program ............................................................................... 13 Provide continuity of supervision ................................................................................... 14 Candidacy preparation ................................................................................................. 14 Student financial support ............................................................................................. 14 Report unexpected student absences ............................................................................. 14 Recommend actions for a student who receives a grade below B ....................................... 14 Request withdrawal for failure to meet academic standards .............................................. 15

8. Responsibilities of Members of the Supervisory Committee Oversight of the student’s program ............................................................................... 15 Recommend actions for a student who receives a grade below B ....................................... 16

9. Responsibilities of the Student Consulation and confidential advice ............................................................................... 16 Withdrawal for failure to meet academic standards .......................................................... 16 Current registration and student visa status ................................................................... 16 Academic progress ...................................................................................................... 16 Professionalism ........................................................................................................... 16 Workplace etiquette .................................................................................................... 17 Vacation, leaves of absence, and temporary and permanent withdrawal............................. 17 Application for Funding ................................................................................................ 17

10. Conflict of Interest in the Supervisory Relationship Arm’s length relationship between supervisor and committee members and the student ...... 18 Appointment of co-supervisors and supervisory committee members ................................ 18

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Resolution of conflict of interest in the supervisory relationship ......................................... 18 Resolution of conflict of interest in decision making ......................................................... 18

11. Dissolution of the Supervisory Relationship Withdrawal of the Academic Supervisor ......................................................................... 19 Withdrawal of a supervisory committee member ............................................................. 19 Transfer of the student to a new supervisor .................................................................... 20

12. Responsibilities of the Dean and Associate Deans of Graduate Studies Student concerns and consultation ................................................................................ 20 Non-compliance with these policies by a student ............................................................. 21 Withdrawal for failure to meet academic standards .......................................................... 21 Non-compliance with these policies by an academic supervisor ......................................... 21

Index of Key Terms ............................................................................................................. 22 1. General Responsibilities for every Student and Faculty member in FGS

Every student and faculty member in the Faculty of Graduate Studies (FGS) has the fundamental responsibilities: Academic integrity

1.1 To conduct research in an honest search for knowledge, and designed to foster an environment of academic freedom, integrity, accountability, and public trust, and in a manner free from conflict of interest

1.2 To observe the academic standards to which a publication, thesis, dissertation or creative project must conform.

1.3 To share all research results from any experiment, protocol, study, or survey between any graduate student and supervisor who have substantially designed, executed, supervised or financially supported the experiment, protocol, study, or survey as per Board of Governors Policy GV0215 Policy on Intellectual Property and any other applicable University of Victoria policy.

1.4 To respect the confidential nature of shared data. 1.5 To identify appropriately (including through co-authorship) the contributions of all

persons who make an intellectual or other substantive contribution to publications, conference presentations, exhibitions or other disseminations of scholarly works in a fashion appropriate for the field of study.

1.6 To acknowledge in all publications and presentations the source of all fellowships, grants, or awards (or equivalent) that supported the research.

Professionalism

1.7 To maintain professional and respectful relationships with students, staff, members of the unit, the university community, and the general public.

1.8 To deal directly with individuals whenever possible to resolve disagreements, dissatisfactions, issues, and conflicts. If for any reason the situation cannot be resolved directly, individuals may consult the appropriate University authority as per Section 3: Accessibility and Assistance.

Familiarity with University, FGS, unit, and agency policies

1.9 To observe University regulations as given in Senate and Board of Governors policies. These include, but are not limited to:

a. Senate Policies AC1105(A) and AC1105(B): − Scholarly Integrity Policy (A): All individuals who are not represented by

the University of Victoria Faculty Association.

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− Scholarly Integrity Policy (B): All individuals who are represented by the University of Victoria Faculty Association.

b. Senate Policy AC1205: Academic Accommodation and Access for Students with Disabilities, as it applies to graduate students.

c. Board of Governors Policy GV0200: Policy on Human Rights, Equity and Fairness.

d. University of Victoria Policy on Sexualized Violence (Under development. Expected May 2017).

e. University of Victoria Indigenous Plan (Under development. Expected in 2017).

f. Board of Governors Policy GV0215: Policy on Intellectual Property. g. Board of Governors Policy AC1200: Guidelines on Conflict of Interest in

Student-Faculty Relationships (see Section 10: Conflict of interest in the supervisory relationship).

h. Board of Governors Policy SS9105: Violence and Threatening Behaviour. i. Senate and Board of Governors Policy AC1300: Resolution of Non-Academic

Misconduct Allegations. j. WorkSafeBC policies, regulations and guidelines.

1.10 To observe Faculty of Graduate Studies regulations in this document and in the Graduate Calendar, such as the Faculty of Graduate Studies Policy on Academic Integrity.

1.11 To observe the rules and procedures of the academic unit. 1.12 To observe the relevant policies and reporting requirements of relevant external

funding agencies, such as the Tri-Council funding agencies. 2. The Supervisory Relationship

2.1 The primary academic supervisor: Every graduate student in a project, thesis, or dissertation program will have a primary academic supervisor (hereafter the supervisor or the academic supervisor), who is a mentor and advisor who, as appropriate for the program of study, develops a professional relationship with the student that is conducive to scholarly activities, intellectual enhancement, and professional development. If appropriate, a graduate student may also have a maximum of one co-supervisor.

Course-based students are generally not assigned individual supervisors and normally would rely on the Graduate Advisor or equivalent for advice and direction.

The academic supervisor is directly responsible for the supervision of the student's program and, if appropriate and in consultation with the student, is responsible for ensuring the nomination of supervisory committee members (see subsection 2.4, below) within first two sessions (three terms) of registration in the project, thesis, or dissertation programs.

The supervisor assists the student in planning the program, and informs and directs students to source material and resources surrounding all program requirements, degree regulations, and general policies of the academic unit, the Faculty of Graduate Studies, the university, and external granting agencies. The academic supervisor provides counsel for all aspects of the program, and stays informed of the student's scholarly activities and progress.

The supervisor has a fundamental obligation to meet with the student in accordance with unit, program and FGS requirements, and for timely, complete and respectful communication with the student on all academic and scholarly matters.

2.2 The supervisory committee: Every student in a project, thesis, or dissertation program shall have a supervisory committee consisting of the academic supervisor plus one or more additional members, assigned at an appropriate time, depending

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on the student's program. Course-based students are generally not assigned a supervisory committee.

Although the academic supervisor serves as the student's primary advisor, supervisory committee members are expected to be involved in the student's program in accordance with the procedures of FGS and the academic unit, and to be available for timely, complete and respectful consultation with the student in accordance with those procedures.

2.3 The student: In entering a graduate degree program, a graduate student makes a commitment to devote the time and effort necessary to complete the program in a timely fashion as defined by the unit’s Graduate Handbook (see subsections 5.9 to 5.11), and to be aware of program-related deadlines. The supervisory committee has the right to expect the student to apply themselves to their studies with initiative, respect, and receptiveness to suggestions and criticisms. The student must accept the rules, procedures and standards in place in the program at the University of Victoria and is expected to have knowledge of the university calendar and academic unit’s Graduate Handbook for regulations regarding academic and non-academic matters.

The student has a fundamental obligation to remain in contact with the academic unit and the supervisor, to meet with the supervisor in accordance with FGS, unit and program requirements, and to respond in a timely, complete and respectful manner to reasonable and appropriate requests from the supervisor for information and progress reports on academic and scholarly matters.

2.4 The arm’s length nature of the supervisory relationship: Student-supervisor relationships are to be professional and free from exploitation and conflict of interest. The relationship between supervisors and students, however friendly and supportive it may become, should always be academic and professional. Relationships that are not at arm’s length (e.g., current or past emotional, romantic, sexual, or family ties) are unacceptable between the student and the supervisor or between the student and any member of the supervisory committee.*

If a conflict of interest of this nature, or a conflict of interest involving a financial and/or business relationship, or any other significant conflict of interest, develops between a supervisor and a student, the individuals involved must immediately bring the matter to the attention of the Graduate Advisor and/or the Head of the academic unit who must then take appropriate action as set out under subsection 10.3: Resolution of conflict of interest in the supervisory relationship and subsection 10.4: Resolution of conflict of interest in decision making.

2.5 Types of supervisory relationships at the University of Victoria: Every graduate student at the University of Victoria, whether in a course-based program, a project-based program, or a thesis or dissertation program, will have a Faculty supervisor; however, these student-supervisor relationships can be quite different.

Course and project-based students will generally follow a set program of study, and may rely on their supervisors for advice on fulfilling program requirements. Course-based programs generally do not assign formal supervisors, but rely on the Graduate Advisor or equivalent to fulfill the obligations of the supervisor. Project-based students may or may not have occasion to meet with their supervisory committees unless and until there is a final oral examination.

* Adapted from Guiding Principles for Graduate Student Supervision, from the Canadian Association of Graduate Studies, 2008. http://www.cags.ca

http://www.cags.ca/

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Students in a thesis or dissertation program will have a substantial independent research component that will require frequent communication with their supervisors and supervisory committees.

While this document recognizes the different nature of the student-supervisor relationship within these different types of graduate programs, unless otherwise stated these policies apply to all graduate students and members of FGS at the University of Victoria.

3. Student and Faculty Resources

There are a number of resources available to assist students and faculty members at the University of Victoria. Students and faculty may ask for confidential advice and/or assistance concerning any aspect of university life from any appropriate authority at the University of Victoria without fear of reprisal.

3.1 Student resources within the Faculty of Graduate Studies: When an issue or conflict arises, the student should normally seek resolution following the chain of authority: starting with their supervisor(s), supervisory committee member(s), Graduate Advisor, Head of the academic unit, Associate Dean of Graduate Studies, and the Dean of Graduate Studies, until the issue is resolved; however, students may seek confidential advice beginning with an Associate Dean of Graduate Studies.

3.2 Students with a disability: The Faculty of Graduate Studies is committed to delivering educational equity and accessibility for students with disabilities, and to support students in achieving their academic goals. Students who wish an academic accommodation are strongly encouraged to seek the advice of the Resource Centre for Students with a Disability (RCSD) or UVic Counselling Services at their earliest convenience.

3.3 Evaluation without Accommodation: Students with a disability who have undergone academic evaluation without an accommodation (either because an assigned accommodation was not observed or because the student has yet to request or receive an accommodation) may appeal to the Dean of Graduate Studies within 20 business days of the evaluation, who may choose one or more of the following, as appropriate:

a. If an academic accommodation assigned by an appropriate authority has not been observed, grant an appropriate academic concession.

b. If the student has not undergone assessment for possible accommodation, recommend that the student be assessed by the Resource Centre for Students with a Disability, and/or UVic Counselling Services, and/or University Health Services, as appropriate.

c. If an academic accommodation is assigned as a result of 3.3b above, grant an appropriate academic concession.

3.4 Indigenous student resources: The University of Victoria maintains an Office of Indigenous Affairs that offers support for a wide variety of issues that include: strengthening of identity, processing of colonial trauma, navigating the university environment as an Indigenous learner, and regaining balance and harmony in all aspects of life.

The office is in the First Peoples House located at the centre of campus. Contact information for the Office of Indigenous Affairs can be found on the UVic web site and in the Graduate Calendar. The First People House was built in 2009 to support Indigenous students and to create a welcoming and supportive environment for Indigenous students at the University of Victoria.

3.5 Student-sponsored resources: Students may seek help and advice from student-sponsored resources located in the Student Union Building or the Graduate Students Centre, including the Graduate Students’ Society, the Native Students Union, the

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Society for Students with a Disability, the Students of Colour Collective, the UVic Pride Collective, and the Women’s Centre.

3.6 Additional student resources: Students may also request confidential advice and/or assistance from the Ombudsperson, UVic Counselling Services, University Health Services, the Resource Centre for Students with a Disability, the Equity and Human Rights office, the Department of Occupational Health, International Student Services, Safety & Environment and/or Campus Security, as appropriate.

3.7 Faculty resources: Faculty members may consult in confidence with the Graduate Advisor, Head of the academic unit, Associate Deans of Graduate Studies, and the Dean of Graduate Studies at any time; but for more serious academic concerns may choose to seek advice beginning with an Associate Dean of Graduate Studies.

Faculty members are advised to consult with the Faculty Association in any matter that may involve their rights or responsibilities as defined by the Collective Agreement between the University of Victoria and the Faculty Association.

4. Responsibilities of all Members of the Faculty of Graduate Studies

Membership in FGS is granted by the Dean of Graduate Studies to qualified scholars within and without the University of Victoria upon the recommendation of the academic unit. Eligibility, categories of membership, and application procedures can be found on the FGS website and in the document, Membership in the Faculty of Graduate Studies.

In addition to the responsibilities listed in Section 1, and regardless of whether they are currently involved in a direct supervisory relationship, every member of FGS has the responsibilities: Professionalism

4.1 To treat all students equitably and to offer advice and criticisms objectively. 4.2 To serve as members of graduate student supervisory committees. 4.3 To chair Final Oral Examinations. 4.4 To provide to all students, whether in the capacity of an Instructor, Laboratory

supervisor, Supervisory Committee member, or Supervisor, the expectations, criteria and methods used for evaluation.

Cultural awareness

4.5 To be aware that students from different cultural backgrounds may have different expectations in the supervisory relationship, and to provide clear expectations as in subsection 4.4, above.

4.6 When supervising Indigenous students, to seek University-sponsored training on Indigenous methods of instruction, ways of learning, and student assessment, such as Indigenous Cultural Acumen Training (ICAT). For more information on ICAT contact the Director of Indigenous Community and Academic Engagement.

Responding to graduate student concerns

4.7 To respond to professional and academic concerns of graduate students in a timely and appropriate manner. See Section 3: Student and Faculty Resources.

4.8 To encourage and, if possible, aid students who are struggling with non-academic matters to seek appropriate assistance. See Section 3: Student and Faculty Resources.

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Accommodations 4.9 To act upon recommendations for accommodation from the Resource Centre for

Students with a Disability, UVic Counselling Services, University Health Services, or from any other appropriate authority.

5. Responsibilities of the Academic Unit

Unit policies and procedures pertaining to all aspects of their graduate programs must be consistent with FGS guidelines and regulations. In the event of a conflict between unit and FGS policy, FGS policy shall take precedence. For example, an academic unit may require students and supervisors to meet more often than this policy requires, but it may not require students and supervisors to meet less often. Administration of graduate programs Every unit with one or more graduate programs has the responsibilities:

5.1 To provide each student with a copy of this policy (or a link to the web-based version of this policy) upon the arrival of a student at the academic unit, and in no case later than 4 weeks from the start of their first term of studies.

5.2 To generate, approve and implement policies and procedures pertaining to graduate students in their programs, with leadership provided by the Graduate Advisor and the Head of the academic unit.

5.3 To appoint or elect a Regular Member of FGS as Graduate Advisor (or equivalent). The unit may also choose to form a Graduate Studies Committee, by appointment or election, to implement and oversee all policies and procedures of the unit’s graduate programs. See Section 6: Responsibilities of the Graduate Advisor.

5.4 The Head of the academic unit shall forward nominations for membership in the Faculty of Graduate Studies to the Dean of Graduate Studies as per the Graduate Calendar.

5.5 To offer graduate courses with a frequency that shall permit students to complete program requirements in a timely manner.

5.6 To maintain current electronic records. With the assistance of the graduate secretary, the Head of the Academic unit and the Graduate Advisor together shall ensure that all relevant student data such as the selection of a supervisor, co-supervisor, members of the supervisory committee, and completion of program requirements is, in a timely fashion and as appropriate, entered into the University computer systems or transmitted to Graduate Admission and Records.

5.7 To ensure that a supervisor (or equivalent) and, if appropriate, a supervisory committee are in place for every student in accordance with Senate regulations as set out in the current Graduate Calendar. For the appointment of supervisory committees:

a. For students in course-based programs, the requirement for, procedure for nomination, and timelines for the appointment of committees are determined by the academic unit.

b. For students in thesis or project-based master’s programs or dissertation programs, the supervisory committee is to be nominated and approved by the Dean of Graduate Studies within two sessions (three terms) of the first registration in the thesis, project, or dissertation.

5.8 To ensure that written communications from prospective supervisors or from the academic unit concerning offers of admission to prospective students include detailed descriptions of funding, any conditions of renewal of funding, the duration of funding, and the proviso that “All offers are subject to formal acceptance and notification to the program of study by Graduate Admissions and Records.”

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The Graduate Handbook 5.9 To develop, maintain, and publish on the unit website by July 1, 2018, a Graduate

Student Handbook (hereafter the Handbook) that describes the policies and procedures surrounding all program requirements. After July 1, 2018, the unit must provide a copy of the unit Handbook (or a link to the web-based version of the unit Handbook), upon the arrival of a student at the academic unit, and in no case later than 4 weeks from the start of their first term of studies.

The Handbook should be written to guide students through their program. The Handbook must include the information required by subsections 5.9, 5.10 and 5.11, but may reference rather than duplicate information in the Graduate Calendar.

a. The identities, contact information and roles of the primary resource personnel in the academic unit (i.e., Graduate Advisor, Graduate Secretary, Co-op advisor, Head of the academic unit, and student representatives, if applicable).

b. Graduate course requirements and the anticipated approximate timelines for completion of program milestones.

c. Procedures and timelines for nominating a supervisory committee that are consistent with FGS guidelines.

d. Expected minimum frequency with which students and supervisors would normally meet, either by direct meeting, by virtual meeting, or through detailed correspondence, to discuss the student’s research (for thesis and dissertation students, this interval should normally not exceed 40 business days – i.e. supervisors and students should normally meet at least twice per term – unless a delay is required by field work, remote study, supervisor or student vacation, sick leave, etc.). See also subsection 7.16: Provide continuity of supervision.

e. Expected minimum frequency with which students would normally meet with their supervisory committee, either by direct meeting or virtual meeting, to discuss the student’s research (for thesis and dissertation students, this interval normally must not exceed 1 year). See subsection 5.11: Formal review of student progress.

f. Expected maximum length of time required for supervisors and members of the supervisory committee to return comments on a thesis, dissertation or paper to a student (normally not to exceed 20 business days from time of receipt, unless a delay is required by field work, remote study, supervisor or student vacation, sick leave, etc.).

g. Protocols regarding placements, practica, internships, co-op, etc. h. Permitted thesis and dissertation format(s). i. Reference to any other required manuals, policies or documents of the

academic unit, as appropriate. j. A list of such information and metrics that the student will be required to

collect and submit for any instance of formal review, as in subsection 5.11c

If the unit has a doctoral program: k. Master’s to PhD transfer protocols, if any. l. Candidacy examination protocols, including whether students are permitted

one or two attempts. The Faculty of Graduate Studies permits a maximum of two attempts.

m. Whether, upon failure to pass the Candidacy examination(s), the student may be permitted to complete a master’s degree.

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Unit funding policies 5.10 To develop and publish in the Handbook by July 1, 2018 all unit policies on graduate

student funding. FGS recognizes that every unit will have different funding policies and that any long-term commitment to a student will be subject to the availability of funds; however, unit policy must include:

a. Whether students are entitled to funding and, if so, the minimum funding level, and the duration and source(s) of funding, and whether/how the funding is renewable.

b. Any conditions beyond those specified by the policies of FGS, the Senate and the Board of Governors upon which student funding is contingent, such as academic standing, academic progress, time in program, etc.

c. Any conditions beyond those specified by the policies of FGS, the Senate and the Board of Governors upon which withdrawal of financial support would be appropriate.

d. The criteria (e.g. GPA, publication record, research expenses, etc.) for the disbursement of graduate budgets, the selection of nominees, and the recipients of awards.

e. The process by which the academic unit shall advertise internal funding opportunities, if any, for students pertaining to stipends, awards, travel, etc.

Formal review of student progress

5.11 To develop and publish in the Handbook by July 1, 2018 unit policies for regular, formal review of graduate student progress by the supervisory committee and/or program committee. The policy will include the minimum frequency with which progress will be assessed, the basis for assessment, written feedback from the student, and mechanisms for addressing identified deficiencies in skills, knowledge, or expertise and/or less than satisfactory progress, and the consequences of sustained unsatisfactory performance.

Formal assessments of progress for students in project-based and course-based programs shall be carried out at the discretion of the academic unit.

Formal assessment of progress for students in thesis or dissertation programs shall be carried out at least on an annual basis. The Graduate Advisor may initiate additional assessments upon the advice of the supervisor or supervisory committee. The unit shall establish procedures surrounding assessments, which must include points a-j, below:

a. An opportunity for the student to communicate their progress to the committee and to discuss their research with the committee. Committee members with concerns about student progress must raise these concerns at this meeting to allow the student an opportunity to address them directly.

b. An opportunity for the committee to discuss student progress in the absence of the student.

The Faculty of Graduate Studies shall implement by July 1, 2018 a campus-wide electronic system for assembling and recording central aspects of the formal review, including:

c. An annual student report that shall include such information and metrics that the unit finds necessary for a full evaluation of student progress.

d. A determination as to whether the level of academic progress is satisfactory or unsatisfactory.

e. Expectations, goals and milestones for the upcoming review period, if appropriate.

f. The anticipated date of the next formal review, if appropriate.

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g. In the case of two or more determinations of ‘unsatisfactory’ progress on formal assessments not less than 8 weeks apart, a written recommendation whether or not to request the Graduate Advisor make application to the Dean of Graduate Studies to withdraw the student for ‘failure to meet academic standards.’ See subsections 6.15 and 12.3.

h. Names and electronic acknowledgements of all members of the committee, which shall signify that the recommendations reflect the majority finding(s) of the committee.

i. Name and electronic acknowledgement of the student, which shall signify that they have read and understood the recommendations of the committee.

j. In the case of a rating of unsatisfactory, the name and electronic acknowledgement of the Graduate Advisor signifying that the record has been received and reviewed.

Oversight of graduate students

5.12 The Head of the academic unit together with the Graduate Advisor shall address instances where a student is not fulfilling their responsibilities, such as failure to meet academic standards. Initial attempts to resolve these situations should be made internally, followed, if necessary, by consultation with an Associate Dean or the Dean of Graduate Studies.

5.13 The Head of the academic unit together with the Graduate Advisor may choose to meet with any student about whom there is concern in the absence of the supervisor(s) and all members of the supervisory committee. The student has the right to meet either privately or in the presence of an advocate of their choice.

Oversight of academic supervisors

5.14 The Head of the academic unit together with the Graduate Advisor shall address instances where a faculty member is not fulfilling their responsibilities as academic supervisor. Initial attempts to resolve these situations should be made internally, followed, if necessary, by consultation with an Associate Dean or the Dean of Graduate Studies. See Section 12: Responsibilities of the Dean.

6. Responsibilities of the Graduate Advisor

In addition to any relevant responsibilities specified in Section 1: General responsibilities for every student and faculty member in FGS, Section 4: Responsibilities of all members of the Faculty of Graduate Studies and Section 5: Responsibilities of the Academic unit, the Graduate Advisor’s responsibilities shall include: Administration

6.1 Together with the Head of the academic unit and the unit’s Graduate Studies Committee, if applicable, to direct the unit’s graduate program(s).

6.2 To chair the unit’s Graduate Studies Committee or equivalent, if applicable. See Section 5: Responsibilities of the Academic Unit.

6.3 To liaise between the unit and FGS. 6.4 Normally to serve as the unit’s/programs’ representative on FGS Council. 6.5 To be knowledgeable regarding UVic and FGS policies, procedures, and the current

Graduate Calendar and to ensure that unit policies and procedures are consistent with those of FGS.

6.6 To be knowledgeable regarding resources available to Indigenous students and their supervisors.

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6.7 To coordinate a transparent process according to the criteria published in the Handbook as per subsections 5.10d and 5.10e for the administration of the graduate student support budget and adjudication of awards and nominations (e.g., donor awards, Tri-council scholarship rankings, UVic Fellowships/Grad Awards, etc.).

Student consultation and assistance

6.8 To meet in confidence with any student about whom there is concern. The student will have the right to meet either privately or in the presence of an advocate of their choice.

6.9 To be knowledgeable regarding protocols and resources involved in the University of Victoria Mental Health Initiatives.

6.10 To be knowledgeable regarding protocols and resources involved in assessing and complying with academic, and research accommodations for students with a disability.

6.11 To assist students requesting extensions from FGS, to provide information on external scholarships and awards, as well as information about university and program policies and procedures.

6.12 To assist students and faculty in addressing problems in the supervisory relationship or supervisory committee membership in an impartial and confidential manner.

Report unexpected student absences

6.13 To report to the Dean of Graduate Studies when a supervisor communicates that their student has been unexpectedly absent and cannot be contacted by e-mail or telephone for a period of time long enough to cause concern. FGS recognizes that this period will differ among units, programs, and students.

Recommend actions for a student who receives a grade below B

6.14 To consult with the supervisor(s) on the academic future of a student who has received a grade below B. See subsection 7.14.

Request withdrawal for failure to meet academic standards

6.15 To recommend that the Dean of Graduate Studies withdraw a student when the supervisor, in consultation with the supervisory committee, the Graduate Studies Committee, and the Head of the academic unit, has reasonable grounds to believe that academic progress is not being made and continued supervision will not lead to the satisfactory completion of degree requirements by the student. See subsection 12.3, in Responsibilities of the Dean and Associate Deans of Graduate Studies.

The decision to recommend withdrawal is made only after a thorough examination of all aspects of the student’s program. Examples of criteria appropriate to consider request for withdrawal of a student for ‘failure to meet academic standards’ include, but are not limited to, documented instances of:

a. Academic misconduct, where the appropriate sanction indicated by the Graduate Calendar or any other applicable policy of the University of Victoria is withdrawal.

b. A rating of ‘unsatisfactory’ progress (or equivalent) from at least two formal assessments (as in subsection 5.11) held not less than 8 weeks apart. Factors in such ratings might include but are not limited to:

b1. Repeated disregard of ethical or safety protocols. b2. Repeated failure to appear at scheduled meetings. b3. Repeated failure to complete assigned tasks. b4. Lack of knowledge, preparation, or ability consistent with the unit’s

expectations for the program.

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c. A single grade below B with additional indicators of unsatisfactory academic progress.

d. Two or more grades below B. e. One or more grades below C+. f. An overall GPA below 5.0. g. Failure to pass Candidacy examination(s). Some units may allow more than

one attempt. The Faculty of Graduate Studies allows a maximum of two attempts.

7. Responsibilities of the Academic Supervisor

In addition to the responsibilities specified in Section 1, every member of FGS in a direct supervisory relationship has the responsibilities: Oversight of the student’s program

7.1 To maintain contact with the student in accordance with the academic unit’s procedures (See subsection 5.9d) through mutually agreed upon regular meetings and to be reasonably available for consultation to discuss program and university related matters.

a. Supervisors on vacation may have a reasonable expectation students will not contact them unnecessarily.

b. Students may have a reasonable expectation that supervisors will inform them of their anticipated vacation days far enough in advance so as to facilitate timely communication.

7.2 To assist the student in forming and, when appropriate, revising a supervisory committee and, in consultation with the student, to call meetings of the supervisory committee on a regular basis and whenever issues relating to student progress need to be addressed. The supervisor shall normally chair meetings of the committee and, if necessary, arbitrate decisions of the committee.

7.3 To work in accordance with the academic unit’s procedures to document the student’s academic progress.

7.4 To advise in selecting appropriate course work for the student’s program and to involve the supervisory committee at least annually and more often when appropriate in monitoring the student's program.

7.5 To inform and direct the student to appropriate source material and campus resources for any and all necessary Ethics or Safety approvals before the commencement of research. These include, but are not limited to:

a. Any relevant funding agency. b. University of Victoria Human Research Ethics Board. c. University of Victoria Animal Care Committee. d. University of Victoria Laboratory Safety Committee. e. University of Victoria Biosafety Committee. f. University of Victoria Radiation Safety Committee. g. University of Victoria Marine Safety Committee. h. University of Victoria Department of Occupational Health, Safety &

Environment. 7.6 To assist the student in negotiating a realistic timeline for the completion of the

various requirements of the program of study that respects the conditions of any accommodations that the student may have received and which also respects any time limits for graduate student funding set by the academic unit.

7.7 To examine thoroughly the work submitted by the student and to make timely, legible, and constructive written comments for improvement on a schedule

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negotiated with the student. Supervisors shall evaluate and return comments on a thesis, dissertation or paper to a student in a timely fashion (normally not to exceed 20 business days from time of receipt, unless a delay is required by field work, remote study, supervisor or student vacation, sick leave, etc.).

7.8 To determine whether or not a draft of a major paper, thesis, dissertation or creative project is ready for submission to the supervisory committee or for publication or exhibition and, if deemed not to be ready, to provide a rationale to the student in writing.

7.9 To encourage and, if possible and appropriate to the field of study, assist the student to attend and participate in conferences and meetings in their field of study.

Provide continuity of supervision

7.10 To make arrangements for alternative/interim supervision of the student if the supervisor is to be out of effective communication for a length of time (normally longer than 40 business days) sufficient to prevent them from meeting their supervisory responsibilities. An interim supervisor is to be appointed through consultation among the supervisor, student and supervisory committee, with the name of the interim supervisor and corresponding period of supervision communicated in writing to the Graduate Advisor and to FGS.

Candidacy preparation

7.11 To work within the academic unit's Candidacy structure and with the academic unit's Graduate Advisor and/or graduate secretary in initiating the steps required to conduct the student’s Candidacy examination(s). The student should be notified in writing of the scheduling and expectations of such examinations (which may or may not be negotiable, according to unit policy in the Graduate Calendar or the Handbook).

Student financial support 7.12 To observe the policies of the academic unit with respect to financial support of

students (see subsection 5.10). 7.13 To restructure, reduce or withdraw financial support from a student only after

written justification normally issued not less than 30 business days in advance. The rationale must conform to the unit Handbook, FGS, University policies (see subsections 5.10, 11.2e, 11.4d,e), as well as any existing contractual obligations.

Report unexpected student absences

7.14 To report to the Graduate Advisor when a student under their supervision is unexpectedly absent and cannot be contacted by e-mail or telephone for a period of time long enough to cause concern. FGS recognizes that this period will differ among units, programs, and students.


7.15 To make a recommendation to the Dean of Graduate Studies on the academic future of any student who receives a grade below B. A grade below B is considered to be ‘unacceptable work revealing some deficiencies in knowledge, understanding or techniques.’ A submitted grade below B shall cause the Dean to initiate a review of the student’s progress. Supervisors will be asked to recommend whether:

a. The student should be withdrawn (See subsection 7.16, below). b. The student should be permitted to continue, in which case the supervisor

must recommend one of: b1. The student must repeat the course (or take a similar course) and

achieve a grade of B or greater, or

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b2. The student undertake an academic assignment designed to mitigate the identified deficit, or

b3. The grade below B is a result of a mistaken or late grade which will be changed, or

b4. That no remediation is necessary. As long as the grade is above F, the student may continue in their studies with the same program requirements as before.

Note that this option is normally not available to students who were admitted under a waiver, such as mature students, if the course in question was within or taken concurrently with the first 3.0 units of course work in the student’s program.

Supervisors may consult with the supervisory committee and/or the Graduate Advisor in reaching a decision.

Request withdrawal for failure to meet academic standards

7.16 To recommend to the Graduate Advisor the withdrawal of a student in cases where academic progress is not being made, and where the supervisor believes that continued supervision will not lead to the satisfactory completion of degree requirements. Such grounds would include but not be limited to, two consecutive determinations of ‘unsatisfactory’ arising from instances of formal review as in subsection 5.11. The Graduate Advisor shall make a determination together with the supervisory committee whether or not to request withdrawal of the student of the Dean of Graduate Studies. See subsections 5.11 in Responsibilities of the Academic Unit, 6.15, in Responsibilities of the Graduate Advisor and subsection 12.3, Responsibilities of the Dean and Associate Deans of Graduate Study.

8. Responsibilities of Members of the Supervisory Committee

In addition to the responsibilities specified in Section 1, every member of a supervisory committee has the responsibilities: Oversight of the student’s program

8.1 To be available to meet with the student in a timely manner in accord with program and unit policy, to discuss program or university related matters. Committee members on vacation may have a reasonable expectation students will not contact them unnecessarily.

8.2 In consultation with the student’s supervisor, to call and/or attend meetings of the supervisory committee on a regular basis, including participation in formal assessment processes as in subsection 5.11, above, and whenever issues relating to student progress need to be addressed.

8.3 To advise, in consultation with the supervisor and the student, on an appropriate program of study that will allow the student to complete in a timely fashion.

8.4 To participate, in accordance with the academic unit’s supervisory procedures, in the evaluation of the proposed work plan.

8.5 To guide, in accordance with the academic unit’s supervisory procedures, the student in the implementation of the work plan.

8.6 To ensure, in consultation with the supervisor, that the student is aware of normal expectations concerning the length, quality, style, and standard presentation of the paper, thesis, dissertation or creative project.

8.7 To evaluate and return within a reasonable time frame (normally not to exceed 20 business days from time of receipt, unless a delay is required by field work, remote study, supervisor or student vacation, sick leave, etc.) and in a legible manner,

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drafts of the thesis, dissertation or creative project in accordance with the academic unit’s supervisory procedures.

8.8 To aid in the arbitration of problems that may arise between the student and the supervisor, or to seek consultation from the Graduate Advisor.

8.9 To serve, in project, thesis, and dissertation programs, on the final oral examination committee.


8.10 To consult, if appropriate, with the supervisor on the academic future of a student who has received a grade below B. See subsection 7.15.

9. Responsibilities of the Student

In addition to the responsibilities specified in Section 1, every student in FGS has the responsibilities: Consulation and confidential advice

9.1 To seek advice on matters related to their program, progress, academic standing, or potential conflicts of interest. Students may meet in confidence (together with an advocate of their choice, if desired) with their supervisor, members of the supervisory committee, the Graduate Advisor, Head of the academic unit, Associate Dean and Dean of Graduate Studies without fear of reprisal.

Withdrawal for failure to meet academic standards

9.2 Upon application from the Graduate Advisor to the Dean of Graduate Studies requesting withdrawal of the student for failure to meet academic standards, the student may request a meeting with the Dean of Graduate Studies to discuss the circumstances surrounding the request for withdrawal.

Current registration and student visa status

9.3 To maintain registration throughout the program and (for international students) to ensure that student visas and (where applicable) employment authorization documents are kept up to date.

Academic progress

9.4 To conform to program requirements. 9.5 To show dedicated efforts to gain the background knowledge and skills needed to

pursue and complete the research or creative project successfully. 9.6 To develop, in conjunction with the supervisor, a timeline for completion of all

stages of the degree program, and to adhere to a schedule to meet appropriate deadlines.

9.7 To assist the supervisor in forming and, when appropriate, revising the membership of the supervisory committee.

9.8 To work with the supervisor and supervisory committee to call meetings on a regular basis and whenever issues relating to student progress need to be addressed.

9.9 To communicate current contact information to the supervisor, the Graduate Advisor, and Graduate Admissions and Records.

Professionalism

9.10 To maintain contact with the supervisor through mutually agreed upon regular communication consistent with the unit’s polices (see subsection 5.9d), and to be reasonably available for consultation as needed.

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Students must monitor their official University of Victoria e-mail account for important messages from their supervisor(s), academic units, the Faculty of Graduate Studies, or the University of Victoria.

Students have the absolute right to use their official University of Victoria e-mail account for electronic communications with their supervisor(s), academic units, the Faculty of Graduate Studies, or the University of Victoria.

9.11 To accept objectively and to respond professionally to the advice and criticisms received from the supervisor and other members of the supervisory committee.

9.12 To recognize that the supervisor and other members of the supervisory committee have teaching, research and service obligations that may preclude immediate responses. This would include student requests to faculty members for letters of reference, for which students must note:

a. Permission of the faculty member must be obtained. Faculty members have the option to decline to provide a letter of reference, including cases where insufficient advance notice is given.

b. Students must inquire of a faculty member well in advance of the deadline(s) as to what types of material the student must provide, such as academic transcript, examples of writing, statement of goals, etc.

Workplace etiquette

9.13 To be thoughtful and reasonably frugal in using resources provided by the supervisor and by the University, and to assist in obtaining additional resources for research where applicable, appropriate, and possible.

9.14 To maintain a workplace that is tidy, safe and healthy. 9.15 To terminate the work and clean up and vacate the workspace and return all office,

lab, and building keys when program requirements have been met so as to leave the place to another student.

9.16 To deliver to the supervisor when the academic work has been concluded all original laboratory books, notes, manuscripts, electronic files, samples, equipment, etc. The student may generate and retain copies of all materials that they authored that are not covered by any confidentiality agreement that the University of Victoria has made with an external group, agency or business.

9.17 To return when the academic work has been concluded or when return is requested all borrowed materials to the academic unit, library or reading room, etc.

Vacation, leaves of absence, and temporary and permanent withdrawal

9.18 To inform their supervisors of their intention to take vacation days or leaves of absence, as set out in the Graduate Calendar. Unless otherwise stated in the Handbook, students must seek permission from their supervisors to work off campus for any extended period of time such as when required by field work, remote study, etc.

9.19 To inform the supervisor of any temporary or permanent withdrawal from the program, personal leaves or other extended absences, and the general reasons for the absence. Students are strongly encouraged not to disclose health assessments, diagnoses, treatments, or any other personal or confidential information related to the leave.

Application for Funding

9.20 To apply, if eligible and as appropriate and available, for any internal stipends, scholarships and awards.

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9.21 To apply, if eligible and as appropriate, for external stipends, scholarships, such as the Tri-Council Graduate Scholarships, Vanier Canada Graduate Scholarships, etc.

10. Conflict of Interest in the Supervisory Relationship

All supervisors, supervisory committee members and students have the responsibility to be aware of situations of potential conflict of interest or roles and conflict of commitment and to deal with them according to official university guidelines. In addition, all students and supervisors have the responsibilities: Arm’s length relationship between supervisor and committee members and the student

10.1 To maintain an arm’s length relationship between supervisor and student, or between a member of the supervisory committee and student. If a substantial conflict of interest arises (e.g., the existence or development of emotional, romantic, sexual, family, or financial and/or business relationship) the individuals involved must immediately bring the matter to the attention of the Graduate Advisor and the Head of the academic unit who will deal with the matter as per subsection 10.3: Resolution of conflict of interest in the supervisory relationship.

Appointment of co-supervisors and supervisory committee members

10.2 To avoid making or accepting appointment to a supervisory committee (or as co-supervisor) that would represent a conflict of interest.

a. Co-supervisors and/or committee members with significant personal or financial interests in common should avoid serving on the same supervisory committee where possible.

b. Should members of supervisory committee have or develop significant personal or financial interests in common they must:

b1. Notify the student at the outset of the student’s program of study, or at the first opportunity after the conflict develops.

b2. Notify the Head of the academic unit and ensure that at least one additional member not in conflict is appointed to the supervisory committee.

Resolution of conflict of interest in the supervisory relationship

10.3 To resolve issues of conflict of interest that arise between students and supervisors: a. Issues concerning conflicts of interest involving intellectual property or joint

business ventures may be resolved as per Board of Governors Policy GV0215 Policy on Intellectual Property or other relevant University policy, or may be referred to the Office of Research Services.

b. Substantial personal conflicts of interest (e.g., emotional, romantic, sexual, family ties), whether past or present, between supervisor and student shall immediately terminate the supervisory relationship and the Graduate Advisor shall normally act as supervisor for the student until a new supervisor can be determined. The former supervisor, co-supervisor and/or the academic unit shall be responsible for the maintenance of any existing or promised financial support for a period to be determined by the Dean of Graduate Studies.

c. In the case where such a conflict is between a member of the supervisory committee and student, the member shall resign from the supervisory committee.

Resolution of conflict of interest in decision making

10.4 To make decisions free from conflict of interest. In the case where the Graduate Advisor is in any perceived or actual conflict of interest with regard to the student or the decision being made, a member of the unit’s Graduate Studies Committee (see

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Section 6: Responsibilities of the Graduate Advisor) or any Regular Member of FGS not in such conflict shall be appointed by the Head of the academic unit (or by the Dean of Graduate Studies should the Head be in conflict) as Acting Graduate Advisor for this case.

11. Dissolution of the Supervisory Relationship

In all cases, it is unprofessional for a withdrawing student, supervisor or supervisory committee member to engage in personal recriminations related to the termination of a supervisory relationship.

11.1 Upon the dissolution of the supervisory relationship between the student and the primary academic supervisor(s), the determination of whether it was the student or the supervisor(s) who was withdrawing (or both) shall be made by the Dean of Graduate Studies.

Withdrawal of the Academic Supervisor

11.2 When, in consultation with the supervisory committee, the Head of the academic unit and the Graduate Advisor, it is clear that the supervisor and student are unable to resolve interpersonal conflicts that are impeding satisfactory academic progress, or when a student’s research goals have diverged from their initial directions such that the supervisor’s expertise is no longer appropriate, the academic supervisor may withdraw. It is important to note:

a. In the case where the supervisor is withdrawing, the academic unit remains responsible for continuity of supervision and for locating a new supervisor.

b. The supervisor must normally give at least 30 business days’ written notice of the withdrawal of supervision to the student, the Graduate Advisor, and the Faculty of Graduate Studies.

c. The supervisory relationship shall normally remain in place until another supervisor is determined or the student is withdrawn. In the case where it is not feasible for the supervisory relationship to continue, the Graduate Advisor shall normally assume the role as supervisor for the purposes of administration until another supervisor is in place.

d. The appointment of a replacement supervisor shall be negotiated by the Graduate Advisor, the student, and the replacement supervisor in consultation with the members of the supervisory committee.

e. In the case where the withdrawing supervisor is providing financial support to the student, any restructuring, reduction or withdrawal of support shall be determined in consultation with the Dean of Graduate Studies.

f. Any unit financial support must continue within any previously set requirements.

Withdrawal of a supervisory committee member

11.3 When, in consultation with the supervisor, other members of the supervisory committee and the Graduate Advisor, the student and committee member are unable to resolve interpersonal conflicts that are impeding satisfactory academic progress, or when the research goals have diverged from their initial directions such that the member’s expertise is no longer appropriate, a committee member may withdraw from a student’s committee. It is important to note:

a. The committee member must give at least 10 business days’ written notice of the withdrawal from the committee to the student, the Graduate Advisor and the Faculty of Graduate Studies.

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b. The committee member must negotiate such a change so as to minimize any negative impact on the student’s program.

Transfer of the student to a new supervisor

11.4 When, in consultation with the supervisory committee, the Head of the academic unit and the Graduate Advisor, it is clear that the supervisor(s) and student are unable to resolve interpersonal conflicts that are impeding satisfactory academic progress toward degree requirements, or when a student’s research goals have diverged from their initial directions such that the supervisor’s expertise is no longer appropriate, a student may seek a change of academic supervision.

a. In the case where the student is withdrawing from the supervisory relationship, the student may seek advice from the Graduate Advisor or Head of the academic unit, but it is the responsibility of the student to locate a new supervisor.

b. Agreement of the new supervisor is required. c. Although consultation is strongly encouraged, agreement of the current

supervisor is not required. d. Any financial support from the current supervisor may be discontinued upon

the notice of withdrawal. e. In the case where transfer is within an academic unit, any unit financial

support to the student must continue within any previously set requirements.

11.5 After transfer to a new supervisor, the student has the right to include in their project, thesis, or dissertation relevant materials produced by the student in the course of their current studies:

a. that are in the public domain, and/or b. for which the student holds the permission of the copyright holder, and/or c. for which the student holds sole intellectual property rights,† and/or d. for which the student and the former supervisor share sole intellectual

property rights† and for which the student has written permission from the former supervisor.

The Faculty of Graduate Studies expects that former supervisors shall give reasonable consideration to offering students leaving their supervision permission to include for publication in a project, thesis, or dissertation those materials produced by the student in the course of their studies for which the student and the supervisor share sole intellectual property rights.†

†As per Board of Governors Policy GV0215 Policy on Intellectual Property and any other applicable University of Victoria policy.

12. Responsibilities of the Dean and Associate Deans of Graduate Studies

The Dean and the Associate Deans have the responsibilities: Student concerns and consultation

12.1 To meet on a confidential basis with any student at any point in their studies, or the supervisor of a student in any point in their studies, to discuss academic concerns. Consultation will normally begin with an Associate Dean who, if the student concern has an academic basis, will advise the student directly and will otherwise direct the student to the appropriate campus resource or authority. Appointments can be arranged by writing directly to the Associate Dean or to the designated assistant listed on the Faculty of Graduate Studies web site.

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Non-compliance with these policies by a student 12.2 Student compliance is generally managed at the unit level, starting with the

supervisor and supervisory committee, and involving the Graduate Advisor and Head of the academic unit if it is alleged that the student continues to display non-compliance. Members of the academic unit may seek the advice of the Associate Deans or Dean of Graduate Studies at any time.

Withdrawal for failure to meet academic standards

12.3 Only the Dean of Graduate Studies may withdraw a student for failure to meet academic standards. Requests to withdraw a student must be made in writing by the Graduate Advisor to the Dean directly or through an Associate Dean as per subsection 6.15.

12.4 Upon application from a Graduate Advisor requesting withdrawal of a student for failure to meet academic standards, and before consenting to withdraw the student, the Dean of Graduate Studies may invite the student to discuss the circumstances surrounding the request for withdrawal.

Non-compliance with these policies by an academic supervisor

12.5 In the case of alleged non-compliance with these supervisory guidelines by an academic supervisor or supervisory committee member, the Dean of the Faculty of Graduate Studies has the responsibilities:

a. To request a written report from the person making the allegation. b. To review the written report of noncompliance. c. To provide an opportunity for a consultative process with the parties

involved. d. Where, in the opinion of the Dean, a report of noncompliance provides

evidence of “misconduct” as that term is defined in the University's Policy on Scholarly Integrity, the Dean may make a complaint under the University’s Policy on Scholarly Integrity and the report shall thereafter be dealt with in accordance with that Policy.

e. Where, in the opinion of the Dean, a report of noncompliance does not provide evidence of “misconduct” as that term is defined in the University's Policy on Scholarly Integrity or does not warrant invoking the University's Policy on Scholarly Integrity, the Dean shall forward a copy of the report to the student's academic supervisor and the members of the student's supervisory committee with an invitation to send a response to the Dean. The Dean may also, when appropriate, forward a copy of the report to the student.

After reviewing any responses to the report, the Dean may choose one or more of the options below: f. Where the Dean determines that the matter can be satisfactorily resolved

with a written decision, the Dean shall send a letter to the person who made the report and all persons to whom a copy of the report was sent.

g. Where the Dean determines that the matter requires intervention, meet with the person who made the report, the student's academic supervisor, and the student's supervisory committee, either together or separately, to discuss the report and the responses to the report in order: g.1 To seek a resolution of any conflicts among the parties. g.2 To discuss methods of compliance in the future.

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g.3 To propose education and remedial strategies for particular parties. This may include assigning a member of the Faculty of Graduate Studies to act as a mentor or co-supervisor for the parties, as appropriate.

h. Initiate procedures under appropriate articles of the Collective Agreement. Index of Key Terms

absences student leave. 9.19, 9.18 student vacation. 9.18 supervisor leave. 7.10 supervisor vacation. 7.1 supervisory committee member. 8.1 unexpected student absence. 7.14, 6.13

academic misconduct. 6.15a accommodation. 7.6, 6.10, 4.9, 3.2, 1.9b

absence of during evaluation. 3.3 Resource Centre for Students with a Disability. 3.2 Society for Students with a Disability. 3.5 UVic Counselling Services. 3.2

annual review. see formal assessment Campus Security. 3.6 candidacy. 7.11, 6.15g, 5.9l

failure. 5.9m Collective Agreement between the Faculty

Association and the University of Victoria. 12.5h, 3.7

compliance with this document, lack of academic supervisor. 12.5 student. 12.2

confidential advice. see consultation conflict of interest. 10, 2.4

appointment to supervisory committee. 10.2 arm’s length relationship. 10.1 between student and supervisor. 10.3 between student and supervisory committee member. 10.3 Board of Governors Policy. 1.9g business or financial relationship. 10.3a, 2.4 in decision making. 10.4

consultation, student seeking advice. 9.1 with an Associate Dean. 12.1 with the Graduate Advisor. 6.8 with the Head of the academic unit. 5.13

continuity of supervision. 7.10 Cultural awareness. 4.5-6

Indigenous Cultural Acumen Training. 4.6 Director of Indigenous Community and Academic

Engagement. 4.6 ethics

list of University agencies. 7.5 withdrawal for disregard of ethical protocols. 6.15b

Faculty Association. 3.7, 1.9a final oral examinations

obligation to serve. 4.3

financial support. 10.3b, 7.13, 7.12, 5.10c transfer to a new supervisor. 11.4e, 11.4d withdrawal of supervision. 11.2f, 11.2e

First Peoples House. 3.4 formal assessment. 8.2, 6.15b, 5.11

project and course-based. 5.11 thesis and dissertation. 5.11 withdrawal for ‘failure to meet academic standards’. 5.11g

funding student. see financial support

grade below B. 8.10, 7.15, 6.14 Graduate Admissions and Records. 9.9, 5.8, 5.6 Graduate Advisor. 6

accommodation. 6.10 appointment or election. 5.3 FGS Council. 6.4 grade below B. 6.14 graduate budget. 6.7 Graduate Studies Committee. 6.2 Indigenous students. 6.6 leadership. 5.2 liason to the FGS. 6.3 oversight of academic supervisors. 5.14 oversight of graduate students. 5.13, 5.12 student absences. 6.13 student records. 5.6 University of Victoria Mental Health Initiative. 6.9 withdrawal for failure to meet academic standards. 6.15

Graduate Handbook. see Handbook Graduate Students’ Society. 3.5 Handbook. 5.9

graduate funding policies. 5.10 ICAT. 4.6 Indigenous Cultural Acumen Training. 4.6 Indigenous students

First Peoples House. 3.4 Graduate Advisor responsibility. 6.6 Native Students Union. 3.5 Resources. 3.4 supervisor responsibility. 4.6 University of Victoria Policy. 1.9e

Intellectual property sharing of research results. 1.3

leave of absence. 9.19 confidentiality. 9.19

Letters of reference required notice to the faculty member. 9.12

mental health. 6.9

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Native Students Union. 3.5 Occupational Health, Safety & Environment. 7.5h,

3.6 Offers of Admission. 5.8 Office of Equity and Human Rights. 3.6 Ombudsperson. 3.6 policies

Senate and Board of Governors. 1.9 Pride Collective. see UVic Pride Collective RCSD

see Resource Centre for Students with a Disability.

records, maintaining student. 5.6 Resource Centre for Students with a Disability. 3.6,

3.3b, 3.2 safety

list of student resources. 3.6 list of University agencies. 7.5 withdrawal for disregard of safety protocols. 6.15b

sexualized violence University of Victoria Policy. 1.9d

Society for Students with a Disability. 3.5 spousal relationship. see conflict of interest stipends. see financial support student. 2.3

available resources. 3.6 compliance with this document, lack of. 12.2 conflict of interest. 10, 2.4 current registration and visa status. 9.3 leave. 9.19, 9.18 letters of reference. 9.12 obligation to apply for funding. 9.20-21 professionalism. 9.10-12 seeking advice. 9.1 sharing of research results. 1.3 vacation. 9.19, 9.18 withdrawal for failure to meet academic standards. 12.3-4, 9.2 workplace ettiquette. 9.13-17

Students of Colour Collective. 3.5 supervision

continuity of. 7.10 course-based students. 2.1

supervisor. 2.1 assessment of ‘failure to meet academic standards’. 6.15 available resources. 3.7 compliance with this document, lack of. 12.5 conflict of interest. 10, 2.4

electronic records. 5.6 responsibility of the Graduate Advisor. 5.7 sharing of research results. 1.3 student compliance with this policy. 12.2 student compliance with this policy. 12.2 timely feedback. 5.9f withdrawal of supervision. 11.2

supervisory committee, 16, 2.2 assessment of ‘failure to meet academic standards’. 6.15 available resources. 3.7 conflict of interest. 10 continuity of supervision. 7.10 course-based students. 5.7a dissertation-based students. 5.7b electronic records. 5.6 formal assessment. 5.11 grade below B. 7.15 nomination. 9.7, 7.2, 5.9c obligation to serve. 4.2 project-based students. 5.7b resource for students. 3.1 responsibility of the Graduate Advisor. 5.7 selecting coursework. 7.4 thesis-based students. 5.7b timely feedback. 5.9f withdrawal for failure to meet academic standards. 7.16 withdrawal of supervision. 11.3

supervisory relationship project and course-based. 2.5 thesis and dissertation. 2.5

time limits for written feedback. 8.7, 7.7, 5.9f formal assessment. 6.15b, 5.11 meeting with supervisor. 5.9d meeting with supervisory committee. 5.9e

transfer of the student to a new supervisor. 11.4 transparency

advertisement of funding opportunities. 5.10e graduate budget and awards. 6.7, 5.10d

Tri-Council agencies. 9.21, 6.7, 1.12 University Health Services. 3.6, 3.3b UVic Counselling Services. 3.6, 3.3b, 3.2 UVic Pride Collective. 3.5 withdrawal. 7.16

failure to meet academic standards. 12.4, 12.3, 9.2, 7.15, 6.15, 5.11g of a supervisory committee member. 11.3 of financial support. 7.13, 5.9c of the supervisor. 11.2

Women’s Centre. 3.5

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