¶¡ÏãÔ°AV

1.1 Degrees Offered

Listed under each faculty.

1.2 Administration of Graduate Studies

Dean and Vice-Provost, Graduate Studies

The dean is responsible for the general supervision of graduate work at the university and chairs the senate graduate studies committee.

Associate Director, Graduate ¶¡ÏãÔ°AVs, Records and Registration

The associate director is responsible for enrollment of students, assessment of fees, maintenance of records, and other administrative duties.

Committees

The committees responsible for the supervision of graduate students are the supervisory committee, graduate program committee, the faculty graduate studies committee and the senate graduate studies committee. The functions of these committees in relation to individual students are as follows.

Supervisory Committee (see 1.6.4)

The student’s supervisory committee helps the student define and develop a program of studies and reports on the student’s progress to the graduate program committee. The supervisory committee forms part of the student’s final examination committee.

Examining Committee (see 1.9)

The purpose of the examining committee is to ensure that the student receives a fair and rigorous examination and that the university's policies and requirements are met. Examining committees for students completing program requirements as per GGR 1.7.2a and GGR 1.7.2b include a chair, a supervisory committee and an examiner. Doctoral examining committees include the above with the addition of an external examiner. Examining committees for students completing program requirements as per 1.7.2c include two readers.

Graduate Program Committee

The graduate program committee is responsible for recommending admission, reviewing the student’s progress and arranging for the supervision and examination of the student. For most graduate programs, the graduate program committee is the departmental graduate studies committee. In the Faculties of Business Administration and Education, the graduate committee is the faculty graduate studies committee.

Faculty Graduate Studies Committee

This committee makes recommendations to the senate graduate studies committee on such matters as awarding of degrees, examining committees for doctoral candidates, changes to established programs and establishment of new programs.

Senate Graduate Studies Committee

This committee has the final authority on admissions and the administration of senate regulations which concern graduate work.

The administrative officers of the university who are responsible for the supervision of graduate students are the associate director, graduate admissions, records, and registration and the dean of graduate studies. They and the chairs of graduate program committees are available to students for consultation.

Graduate Studies Information

A wide range of additional information on graduate studies at ¶¡ÏãÔ°AV may be found on the university's website at www.sfu.ca/gradstudies.html. In addition, most departments offer publications describing their graduate programs. These are available directly from the departments and are usually posted on the department's web sites.

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1.3 ¶¡ÏãÔ°AVs

1.3.1 General

For admission to post baccalaureate programs, refer to the undergraduate section of this Calendar.

A student may seek admission to a graduate certificate, graduate diploma, master’s or doctoral program. A student who is not qualified to enter a specific program may seek admission to the university as a qualifying student under the provisions of paragraph 1.3.8.

Applicants meeting the minimum university requirements for admission are not assured admission into any graduate program. Most graduate programs have admission requirements in addition to the minimum. Furthermore, programs must restrict admission to students whose interests are compatible with available resources and faculty expertise.

Applicants may be admitted to Fall, Spring or Summer term, unless a program requires students to start in a specific term. Applicants may request to defer their admission term for up to a maximum of one year. The program has authority to approve or deny the deferral. If the deferral is approved, the offer of admission may be modified.

1.3.2 Application for ¶¡ÏãÔ°AV

Application is through the online application system.  Completed applications and accompanying materials must be submitted to the department before the deadline specified by the department. Applicants are advised to check with the appropriate department as to the prevailing application procedures and deadlines for the graduate program in which they are interested. Applicants are advised that deadlines for applications for awards and teaching assistantships may be earlier than the deadlines for application to a graduate program.

All decisions on graduate admissions are made by the senate graduate studies committee, on recommendation from graduate program committees. Decisions on admissions shall be final. Final approval of admission for non-degree students or exchange graduate students is by the dean of graduate studies.

Retention of Documents

The documents which students supply to support admission applications will be retained for three terms following the term to which application is made. Then, application forms, transcripts and other materials related to applications will be destroyed. Irreplaceable documents will be returned to the applicant if requested at the time of application. All other documents become the property of the university.

Protection of Privacy

¶¡ÏãÔ°AV gathers and maintains information used for the purposes of admission, enrollment and other fundamental activities related to being a ¶¡ÏãÔ°AV community member and to attending a public post-secondary institution in the Province of British Columbia. When submitting an application for admission, all applicants are advised that the information they provide and any other information placed into the student record will be protected and used in compliance with British Columbia's Freedom of Information and Protection of Privacy Act (1992).

All British Columbian applicants will be asked to provide their BC personal education numbers (PEN) at the time of application. All others will be assigned a PEN by the British Columbia Ministry of Advanced Education, Training and Technology. Its uses are restricted to research and program evaluation. No identifiable personal information will be released.

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1.3.3 English Language Competence

English is the language of instruction and communication at the university. Accordingly, an applicant whose primary language is not English must demonstrate command of English sufficient to pursue graduate studies in the chosen field.

International applicants will not be required to complete an English-language test if they have completed a degree at an institution where the language of instruction and examination was in English in a country where English is the primary language.

All other international applicants will be required to achieve a minimum score on one of the following:

• International English Language Test System (IELTS Academic, not the general test) 6.5 overall with a minimum of 6.0 in each section
• Test of English as a Foreign Language (TOEFL) 90 or better is achieved with a minimum of 20 in each section
• Canadian Academic English Language Assessment (CAEL) overall 70, with a minimum of 60 in each section
• Pearson Test of English – Academic (PTE) 65 overall score, with a minimum of 60 in each section
• Cambridge English Qualifications: C1 Advanced or C2 Proficiency with a minimum score of 180
• Provisionally through the Fall 2026 admission cycle: Duolingo English Test (DET) 125 overall with a minimum of 105 in each section.
  

All test scores are valid for a period of two years from the date of the test. Some graduate programs have higher English language proficiency requirements as described in their admission requirements.

An applicant requesting a waiver of the English language proficiency test should do so in writing and submit it with their application: in order to maintain a high academic standard, very few waivers are granted. Therefore, it is recommended that those applicants whose primary language is not English submit an English language proficiency test with their application.

1.3.4 ¶¡ÏãÔ°AV to a Graduate Certificate Program

The minimum university requirements for admission to a graduate certificate program are as follows:

a) a bachelor's degree from ¶¡ÏãÔ°AV, or its equivalent from a recognized institution;

b) a cumulative grade point average of at least 2.5/4.33,

or

a grade point average of at least 2.67/4.33 (B-) based on the last 60 units of undergraduate courses;

c) submitted evidence, usually references from qualified referees, of the applicant's ability to undertake advanced studies in the area of interest.

In exceptional circumstances, an applicant may be admitted with lower formal qualifications than in (a) when there is significant experience relevant to the proposed area of study. Applicants being recommended through these exceptional circumstances would normally be admitted conditionally to the university.

Applicants must satisfy any further requirements set by the graduate program committee.

1.3.5 ¶¡ÏãÔ°AV to a Graduate Diploma Program

The minimum university requirements for admission to a graduate diploma program are as follows:

a) a bachelor's degree from ¶¡ÏãÔ°AV, or its equivalent from a recognized institution;

b) a cumulative grade point average of at least 2.5/4.33,

or

a grade point average of at least 2.67/4.33 (B-) based on the last 60 units of undergraduate courses;

c) submitted evidence, usually references from qualified referees, of the applicant's ability to undertake advanced work in the area of interest.

In exceptional circumstances, an applicant may be admitted with lower formal qualifications than in (a) when there is significant experience relevant to the proposed area of study. Applicants being recommended through these exceptional circumstances would normally be admitted conditionally to the university.

Applicants must satisfy any further requirements set by the graduate program committee.

1.3.6a ¶¡ÏãÔ°AV to a Master's Program

The minimum university requirements for admission to a master's program are as follows:

a) a bachelor's degree from ¶¡ÏãÔ°AV or its equivalent from a recognized institution;

b) a cumulative grade point average of at least 3.0/4.33 (B),

or

a grade point average of at least 3.33/4.33 (B+) based on the last 60 units of undergraduate courses. Any graduate work is also considered. Individual graduate programs may set a higher admission grade point average;

c) submitted evidence, usually references from qualified referees, of the applicant's ability to undertake advanced study in the area of interest.

In exceptional circumstances, an applicant may be admitted with lower formal qualifications than in (a) or (b) when there is significant experience relevant to the proposed area of scholarship. Applicants being recommended through these exceptional circumstances would normally be admitted conditionally to the university.

Students must satisfy any further requirements set by the graduate program committee.

1.3.6b Transfer to a Master's Program

A student may transfer from a certificate or diploma to a master's program if the following requirements are met:

a) transfer takes place before the sixth term within a certificate or diploma;

b) CGPA is 3.0 or above or if all courses are graded on Satisfactory/Unsatisfactory basis, all must be complete with Satisfactory;

c) evidence that the student is capable of undertaking substantial original research;

d) must have completed a minimum of 12 units of course work in the certificate or 75% of the course work required in the diploma.

1.3.6c ¶¡ÏãÔ°AV to an Accelerated Master's

The minimum university requirements for eligibility for an accelerated master's are as follows:

a) Enrollment in a ¶¡ÏãÔ°AV undergraduate bachelor's program and the completion of 90 undergraduate credits with a minimum CGPA of 3.67/4.33;

b) Submitted evidence from qualified referees of the student's ability to undertake advanced work in the area of interest.

Students must satisfy any additional requirements set by the graduate program committee.

A maximum of 10 graduate course units, used either as electives or upper division required courses at the bachelor's level, can be applied to the requirements for the master's degree.

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1.3.7a ¶¡ÏãÔ°AV to a Doctoral Program

The minimum university requirements for admission to a doctoral program:

a) a master's degree from ¶¡ÏãÔ°AV or its equivalent from a recognized institution,

or

a bachelor's degree, with a cumulative grade point average of at least 3.5/4.33, or a grade point average of at least 3.67/4.33 (A-) based on the last 60 units of undergraduate courses. Any graduate work is also considered. Applicants admitted directly from a bachelor's degree must complete at least 50% of the course work units required for the relevant department's master's program if no course work is required as part of the doctoral degree;

and

b) submitted evidence that the applicant is capable of undertaking substantial original research. Normally, such capability will be judged from letters of reference from qualified referees, and the completion of a master's thesis, project or other scholarly study.

Applicants must satisfy any further requirements set by the graduate program committee.

1.3.7b Transfer to a Doctoral Program

A student may transfer from a master's to a doctoral program if the following requirements are met:

a) completion of at least 75% of the course work units required for the relevant department's master's program, with a cumulative grade point average of at least 3.5. All graduate work completed at ¶¡ÏãÔ°AV or its equivalent from a recognized institution,

b) evidence that the student is capable of undertaking substantial original research. Normally, such capability will be judged from letters of reference from qualified referees or other evidence of scholarly study;

c) the request for transfer is submitted after the second term and before the seventh term at ¶¡ÏãÔ°AV.

As per GGR 1.12.1. initial enrollment in the doctoral program will be considered as the initial enrollment as a master's student.

1.3.8 ¶¡ÏãÔ°AV as a Qualifying Student

Qualifying admission may be offered to applicants who are deemed not yet ready to begin their graduate work. The applicant normally will have completed a bachelor's degree but may have a cumulative grade point average well below the university minimum admission requirements, or may have substantial deficiencies in their academic preparation for direct admission to the program. Qualifying students will typically be working to make up deficiencies in their background to begin graduate work in their area of interest. An offer of qualifying admission must be accompanied by a set of expected requirements to be completed within one year. The requirements normally will consist of between 12 and 30 units of specified undergraduate courses and will include the required grade for each course. Applicants who require fewer than 12 units of undergraduate work to demonstrate their academic preparedness, or to provide the necessary background for the particular area of study should be considered for regular admission. A minimum of 12 units is established to ensure that an adequate amount of work is required. The maximum of 30 units ensures that the required work can be completed within one year.

If these requirements are met within the stipulated time frame then the qualifying student will be admitted to the degree program for which the qualifying offer of admission was given. If the student fails to complete the specified courses or to achieve the required grades, either additional courses will be required or admission to the graduate program will be denied.

The minimum university requirements for admission as a qualifying student are as follows.

a) a bachelor's degree, or the equivalent

b) submitted evidence of academic ability, usually in the form of references from qualified referees

1.3.9 ¶¡ÏãÔ°AV with a Conditional Requirement

Conditional admission may be offered to an applicant who does not meet the minimum academic admission requirements but who is deemed to be substantially ready to undertake a graduate program. For example, an applicant who has completed the degree required for admission to the graduate program, but whose academic average is slightly below the minimum required for admission to that program, may be considered for conditional admission. An offer of conditional admission will specify the graduate courses that the applicant must complete and the grades that are expected in order to be granted regular admission. These courses should be completed no later than the end of the second term of enrollment. Graduate courses taken while admitted conditionally may be applied to the student's graduate program requirements.

1.3.10 ¶¡ÏãÔ°AV as a Non-degree Student

Normally, a non-degree student at the graduate level has at least a bachelor's degree, or the equivalent, is admitted in order to complete specified courses, but is not seeking a degree from this university. A non-degree student will not be permitted to enroll in undergraduate courses.

Application is through the graduate program committee in the department in which the student wishes to work; applicants are advised to contact the department before submitting an application (see 1.3.1). Transcripts of previous university work (or proof of obtaining a degree) will be required at the time of application, but letters of reference will not necessarily be required.

No credit will be given towards any degree offered by the university for courses completed as a non-degree student except, under unusual circumstances, on petition to the senate graduate studies committee.

1.3.11 ¶¡ÏãÔ°AV as an Exchange Student

Bona fide graduate students at other universities who wish to complete courses at ¶¡ÏãÔ°AV, not leading to a degree at this university, will be admitted to complete specific graduate courses on the recommendation of the chair of the department (or equivalent officer) and the dean of graduate studies at the other university, and with the permission of the appropriate graduate program committee and the dean of graduate studies at ¶¡ÏãÔ°AV.

1.3.12 ¶¡ÏãÔ°AV as a Visiting Researcher

¶¡ÏãÔ°AV accepts visiting research students under the terms of the Canadian Graduate Student Research Mobility Agreement. For details, see Visiting Research Students on the Graduate Studies website.

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1.3.13 Application to Complete a Second Master's or Doctoral Degree

Students who have a master's or a doctoral degree (either from ¶¡ÏãÔ°AV or another university) can apply to complete a second master's or doctoral degree under the following constraints:

1. no course work completed for the first degree shall count towards the second.
2. none of the research done for the first degree shall be used for the second.
3. none of the enrollment terms for the first degree shall count towards the enrollment terms for the second degree.

1.3.14 Application to Complete a Non-joint Concurrent Graduate Degree

Students who are currently enrolled in a master's or doctoral degree at ¶¡ÏãÔ°AV can apply to complete a second master's or doctoral degree concurrently under the following constraints:

a) no course work completed as part of the first degree shall count towards the second degree;

b) none of the research done in the first degree shall be used in the second degree;

c) none of the enrollment terms for the first degree shall count towards enrollment terms in the second degree;

d) to apply to and enroll in a second graduate non-joint degree program concurrently, approval of the original program of enrollment must be obtained and the program being applied to must be informed prior to admission that the student is already enrolled in another degree program at ¶¡ÏãÔ°AV;

e) the GGR's related to maximum duration for degree completion continue to apply and no extensions will be given due to being enrolled in more than one program;

f) annual progress reviews must be completed for each program;

g) all university regulations apply independently for each program including the application of tuition fees (i.e. fees will be charged for tuition for each program but ancillary fees will only be charged for each term of enrollment);

h) a student may choose to apply for a personal leave from one of the programs while completing requirements for the other program (see 1.4.5). (Please note that personal leave terms still count towards the maximum time limit for degree completion);

i) student financial support may be provided by either department following consultation between the two units.

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1.4 Enrollment

1.4.1 Continuity of Enrollment

Students are required to enroll every term (Fall, Spring and Summer) unless they have been granted a leave of absence from their program (see 1.4.5). Enrollment only in an audit course or a course outside program requirements does not satisfy the requirement for continuity of enrollment. When a student does not enroll and is not on an approved leave of absence, the student is discontinued from their program. Graduate students who are discontinued do not retain their award or scholarship.

1.4.2 Enrollment

Enrollment begins two months before the start of each term and should be completed by the Friday preceding the start of classes; Students are allowed an additional two weeks to finalize their enrollment. Enrollment for courses completed outside the student's academic unit must have the approval of the course instructor, chair of the graduate program committee and supervisor.

A student may request to take a course outside their program requirements for general interest. They must obtain permission from the chair of the graduate program committee and supervisor. Students will be charged additional tuition based on the course taken.

1.4.3 Enrollment Status

Programs are divided into two different types: 'per term fee' or 'per unit fee'.

Students in 'per term fee' programs are charged a standard fee for each term of enrollment. Enrollment in any course for credit will constitute being a full-time student at the university.

Students in 'per unit fee' programs are charged a fee for each unit enrolled for the term. Enrollment in 6 or more units for credit per term will constitute being a full-time student at the university.

1.4.4 Withdrawal from Courses

Students may withdraw from a course up to the end of the ninth week in any term. Students withdrawing between the fourth and ninth week will receive a WD notation for the course on their transcript.

Under extenuating circumstances, a student may apply to withdraw from a course after the ninth week. Such circumstances must be beyond the control of the student.

1.4.5 Leave of Absence and Academic Breaks

1.4.5a Leave of Absence

From time to time, students find it necessary to interrupt their studies. In this case, they must apply for a leave of absence. Students should discuss their intention to take a leave with their supervisor and graduate program. Students may consult with Graduate Studies regarding their leave eligibility and options. Leave requests are approved by Graduate Studies with the acknowledgement of the graduate program.

During a leave of absence students normally should not use any of the university's facilities or resources, or undertake academic or research work related to the program from which they have taken a leave of absence.

Typically, a leave of absence begins on the first day of an academic term and approval for the leave is obtained before the term begins. If the leave is required at any other time of the term, students should consult with Graduate Studies to discuss options. Students in their first term should apply for an admission deferral rather than a leave of absence. A retroactive request for a leave of absence normally will not be allowed.

Students on an approved leave will not receive university minimum funding during the term of leave. Applicable funding will be resumed in the next enrolled term. Except for students on a leave that counts towards time to completion, time on leave will not be counted against terms of minimum funding. For more information regarding the minimum funding policy, see GGR 1.17.8.

Similarly, awards for which the terms and conditions are established by ¶¡ÏãÔ°AV will be interrupted at the onset of the leave of absence and will resume at the termination of the leave period, provided the student returns to full-time study at that time. The duration of the award will not be changed from the time the award was initiated. Awards for which the terms and conditions are not established by ¶¡ÏãÔ°AV will be paid according to the terms and conditions established by the donor or granting agency.

There are two categories of leave:

1. Leaves that count towards time to completion
2. Leaves that do not count towards time to completion

Leaves that count towards time to completion may include leaves for personal or professional reasons. Documentation is not required. Up to three terms of leave may be taken under this category.

Leaves that do not count towards time to completion may include, but are not limited to, leaves for military service or those for medical, compassionate or parental reasons. Supporting documentation is required. The maximum time to completion will be adjusted accordingly but all other program requirements and academic unit expectations will remain the same.

A student may initially request up to three terms of leave. Students who require more than three terms of leave may submit a request for renewal to be reviewed by Graduate Studies. Students are required to submit supporting documentation for initial and renewal requests. Renewal requests require a rationale, and additional documentation may be requested by the review committee.

A student may be asked to provide documentation from their clinician to confirm that they have recovered sufficiently to return to their course of study at the end of a leave for medical reasons. If medical documentation is submitted for reasons related to a physical or mental disability, the student has a legal entitlement to disability accommodation.

Students completing the requirements for their program past the normal completion time, as the result of having taken three or more terms of leave, may be required to repeat courses/comprehensive examinations or complete additional courses at the discretion of their graduate program committee. Responsibility for approving these additional degree requirements rests with the dean of graduate studies and the chair of the student's graduate program committee.

Parental Leave

A student may request up to five terms for each instance of childbirth or adoption. Students are required to submit supporting documentation.

1.4.5b Break from Studies

Academic Break

An academic break (or scheduled break) can be taken when no courses are offered for a student's program within a particular term, or there is a scheduled break within a program (e.g. Summer term). Students in a thesis program are not eligible for an academic break. The maximum number of terms that are permitted for an academic break is one term per year. Additionally, no consecutive academic breaks are permitted.

1.4.6 Course Audit

Students may audit graduate courses, with permission of the instructor, supervisor and graduate program chair of the student's academic unit.

Prior to enrollment, the student and instructor must agree on the requirements for auditing the class. These requirements must include regular attendance at class meetings, completion of readings and participation in class activities. Such audits are recorded as AU on the student's transcript. If a student does not meet the requirements agreed upon the student will receive an AN. The AN will not count towards the student's CGPA.

Audited courses will not count toward degree requirements.

A student may change enrollment status in a course from audit to regular enrollment, or from regular enrollment to audit until the end of week two of the term. Normally, no further change in enrollment status will be permitted after that date.

1.4.7 Practical Experience

Co-operative Education, Internships and Practicums integrate work experience related to the student's major interests within the graduate program. During a work term students must be enrolled in the relevant course. In both Co-operative Education and Internships students receive a salary for their work.

Enrollment in Co-operative Education, Internship or Practicum is subject to supervisory approval and does count towards the student's time limit.

Additional requirements may be required.

Co-operative education is facilitated through Work Integrated Learning.

1.4.8 Reactivation

Students who are not enrolled or on leave (see 1.4.5) by the end of the 6^th week of classes within a term, will be discontinued from their program. Students who have not reached the time limit for their program and are discontinued from their program, may apply for reactivation in the same term in which they were discontinued and be retroactively enrolled. Applications for reactivation are submitted to the relevant graduate program committee for consideration and approval by the graduate program chair.

1.4.9 Readmission

Students who have passed the deadline for reactivation, and are within the time limit for their program plus three terms of possible extension time, can apply for readmission through the regular admission process for new students. When a student is discontinued from their program, the time away continues to count towards the time limit and possible extension time for program completion. Students who are readmitted to their program maintain the same start date and time limit from when they were first admitted to the program.

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1.6 Supervision

1.6.1 General

When a graduate student has been admitted, the graduate program committee will exercise general supervision and provide academic advice for the student through the chair of the graduate program committee or a faculty member designated by the chair, until a supervisor has been appointed, normally no later than the student's second term if appropriate.

1.6.2 Supervision of a Qualifying Student

A qualifying student comes under the general supervision of the graduate program committee, exercised through the chair of that committee or a faculty member designated by the chair.

1.6.3 Supervisor

For degrees that culminate in a thesis or a project examined as a thesis, the supervisor must be a continuing ¶¡ÏãÔ°AV faculty member at the rank of assistant professor or above including professor emeriti. Associate members may serve as the supervisor in their affiliated academic units at the discretion of the academic unit's graduate program committee. Where a co-supervision arrangement is created, the co-supervisors jointly act as a supervisor as per 1.6.5.

For degrees that culminate in a project examined by two readers, extended essay, field or comprehensive examination, the supervisor must be a ¶¡ÏãÔ°AV faculty member deemed to be qualified by the academic unit's graduate studies committee and approved by the dean of graduate studies.

The appointment of a supervisor should occur as soon as possible after the student’s admission to the graduate program, but normally no later than the student’s second term.

An interim supervisor may be permitted as needed. A supervisor who will be unable to perform their regular duties for more than three months is required to arrange for proper supervision of the student by another supervisor, co-supervisor or committee member during this absence. The graduate program committee and the dean of graduate studies shall be informed in writing of the arrangement.

A supervisor is not required for students in a graduate diploma or certificate program. The director of a diploma or certificate program is responsible for roles normally assigned to the supervisor.

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1.6.4 Supervisory Committee

The supervisory committee mentors and helps the student develop a program of study leading to a degree. The committee reports to the graduate program committee at least once a year on the student's progress. The supervisory committee shall be available to the student for consultation on a regular basis.

A supervisory committee is not required for students in a graduate certificate, diploma or in master's degree programs with program requirements as per 1.7.2d.

For master's degree programs with program requirements as per 1.7.2c the supervisor alone may comprise the supervisory committee.

In master's degree programs with program requirements as per 1.7.2a and 1.7.2b and any doctoral program, a supervisory committee must be established. The minimum composition for the supervisory committee consists of the supervisor (or co-supervisors) and at least one committee member chosen in consultation with the student. The committee member must be a faculty member, adjunct professor or research associate at ¶¡ÏãÔ°AV. A suitably qualified individual may be eligible to serve as an additional committee member.

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1.6.5 Co-supervision

A co-supervision arrangement may be created when two individuals exercise the degree of supervision and support of a supervisor. When a co-supervision arrangement is created, all documentation must be approved by both co-supervisors.

Appointment as co-supervisor recognizes a significant contribution of time, expertise or financial resources. The supervision of the student remains a joint responsibility of the co-supervisors.

Adjunct faculty member, practitioner faculty, lecturers, visiting faculty, limited-term research faculty, and an off-campus professional who is academically qualified to advise graduate students all may serve in the capacity of a co-supervisor.

One of the co-supervisors must be a continuing ¶¡ÏãÔ°AV faculty member, at the rank of assistant professor or above, or professor emeriti. Departments and faculties are responsible for setting criteria and standards appropriate to their disciplines.

Co-supervisory status may be terminated by the dean of graduate studies if one or both of the co-supervisors are unable to fulfill their responsibilities in compliance with ¶¡ÏãÔ°AV policies and procedures relevant to graduate supervision.

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1.6.6 Change in the Supervisory Committee

Continuity of supervision is important in all graduate work. As a consequence, a change in supervisory committee, especially a change in supervisor, may be made only on the basis of strong reasons.

A request for a change in the supervisory committee may come from the student or any member of the supervisory committee. It shall be sent to the graduate program committee accompanied by the reasons, in writing, for the proposed change. If the graduate program committee concurs in the request, it shall be sent to the dean of graduate studies for final approval.

1.6.7 Human Subjects Ethics Review

All research plans involving human subjects must receive ethics approval. Copies of the policy (), procedures and forms for this review may be obtained from the Office of Research Ethics () or from the university web site ()

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1.7 Program Requirements

The minimum university requirements are outlined in GGRs 1.7.1-1.7.6. A graduate program committee may require additional graduate or undergraduate work, either on an individual basis or, with Senate ratification, for all students in the program. One half of the minimum course work required for a credential must be completed at this university.

See 1.7.7 for regulations concerning courses completed at other institutions.

1.7.1 Minimum Program Requirements for the Graduate Certificate and Diploma

Certificate students must complete a minimum of four graduate courses (maximum five courses) for a minimum of 12 units of graduate course work.

Diploma students must complete a minimum of 22 units of graduate course work.

1.7.2 Minimum Program Requirements for the Master’s Degree

Master’s students must complete a minimum requirement of 30 graduate units, in one of the following ways:

a) Successfully complete a minimum of 12 units of graduate course work plus a thesis that is examined as per 1.9.1.

b) Successfully complete a minimum of 20 units of graduate course work plus a project that is examined as per 1.9.1.

c) Successfully complete a minimum of 24 units of graduate course work plus two extended essays, or a project, that are examined by two readers.

d) Successfully complete a minimum of 30 units of graduate course work. A capstone (e.g. project, examination, portfolio, extended essay) is not required but may be added to the program.

Not all of these options are available for every program.

1.7.3 Minimum Program Requirements for the Doctoral Degree

There are no university course requirements for the doctoral degree. However, a student's supervisory committee, graduate program committee or the faculty graduate studies committee, may require a student to complete specified courses or units as part of the degree program. All doctoral programs require a doctoral thesis based on substantial original research.

1.7.4 Minimum Program Requirements for the Cotutelle Degree

A cotutelle is a single doctoral degree awarded jointly by two institutions. Each cotutelle has an individualized agreement between the student, supervisors, and both institutions.

Cotutelle students must complete at least half of their course work requirements at this university. Cotutelle students have a minimum residency requirement of four terms of full-time enrollment at ¶¡ÏãÔ°AV.

1.7.5 Minimum Program Requirements for the Joint Degree

A joint degree is a single credential awarded by two academic units or institutions. The minimum university requirements for the credential apply. The course work is normally divided equally between the academic units or institutions.

1.7.6 Minimum Program Requirements for the Dual Degree

A dual degree program is a degree where two distinct credentials are awarded jointly by two academic units or institutions. Student must complete all university requirements for each credential separately. Courses from one credential cannot be counted toward the completion of the other credential.

1.7.7a Transfer Credit

A student may apply to receive transfer credit towards the requirements at ¶¡ÏãÔ°AV if they are planning to take courses at another institution.

To receive transfer credit, the following conditions apply:

a) Application shall be made at least one month before the course/courses start and shall be reviewed by the graduate program committee and be sent to the dean of graduate studies for final approval.

b) The student shall maintain enrollment, not on leave, at ¶¡ÏãÔ°AV while completing the course(s) at another university under these provisions.

c) The minimum grade required is a B, although the grade achieved will not be included in the calculation of the cumulative grade point average.

1.7.7b Advance Credit

If a student completed graduate courses prior to being admitted at ¶¡ÏãÔ°AV, they may apply to receive advance credit.

To receive advance credit, the following conditions apply:

a) The courses must not have been applied toward the requirements for a previously completed credential, unless this is permitted in the Senate approved program requirements.

b) The courses must have been completed within three years of starting the ¶¡ÏãÔ°AV program.

c) The minimum grade required is a B, although the grade achieved will not be included in the calculation of the cumulative grade point average.

d) Application for advance credit must be approved by the graduate program committee and the dean of graduate studies, either before admission or within the first year of enrollment.

1.7.7c Laddering Credit

A student may have completed courses as part of a previous credential that are eligible to be applied to their current credential. Two types of approved laddered pathways are recognized: internal laddered pathways and approved external laddering credit pathways.

Internal Laddered Pathways:

An internal laddered pathway allows for students who have completed an approved ¶¡ÏãÔ°AV graduate certificate or diploma to progress into a subsequent diploma or master's program and carry forward the credits from their previously completed credential. As the courses and their unit-values are already reflected on the transcript, no additional credit is awarded; however, students receive recognition for each completed credential including a separate parchment. Please refer to the list of current recognized laddered pathways at ¶¡ÏãÔ°AV.

In the case of unrecognized laddered pathways, individual students who have completed an ¶¡ÏãÔ°AV certificate or diploma may apply to have those credits recognized as laddering. Approval must be provided by the Dean and Vice-Provost of Graduate Studies.

External Laddering Credit:

A student may be eligible to receive credit for courses completed as part of a credential at an institution outside ¶¡ÏãÔ°AV under the following conditions:

a) A partnership agreement, transfer pathway, or memorandum of understanding has been formally established and approved by the appropriate ¶¡ÏãÔ°AV approval body.

b) The courses must have been completed within three years of starting the ¶¡ÏãÔ°AV graduate credential.

c) The minimum grade required must be equivalent to a B, although the grade achieved will not be included in the calculation of the cumulative grade point average. Cases where the grading basis is pass/fail or equivalent will be considered but must be approved in advance as part of the partnership agreement, transfer pathway or memorandum of understanding by the appropriate office(s).

d) Application for laddering credit must be approved by the graduate program committee and the Dean and Vice-Provost of Graduate Studies, before admission.

Recognized Laddered Pathways at ¶¡ÏãÔ°AV:

• GDBA to MBA programs
• graduate diploma in education (GDE) to MEd EP
• Mitacs Skills Training to i2I (graduate certificate in science and technology commercialization) three-year pilot

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1.8 Progress and Withdrawal

1.8.1 Progress Evaluation

For master’s and doctoral students, the supervisory committee shall report on the student’s progress at least once each year. This report will be sent, in writing, to the graduate program committee with a copy to the student and Graduate Studies. The evaluation of student progress in course work will rely in part on their maintenance of a CGPA of 3.0, as required by graduate regulation 1.5.4.

For graduate diploma and certificate students, a progress review will be initiated if the CGPA drops below 2.5.

1.8.2 Review of Unsatisfactory Progress

If unsatisfactory progress is identified by the supervisory committee, the supervisory committee shall make a written report to the graduate program committee, and provide a copy to the student. The student concerned has the right to appear before the graduate program committee when the case is considered and is permitted to bring a support person. The student may submit any materials relevant to the case. The decision of the graduate program committee must be one of three options:

1. If the student's progress is assessed satisfactory despite the supervisory committee's report, inform the student of satisfactory progress with a letter, and meet with the supervisory committee to review the areas of concern. This option is unavailable if the student's CGPA is below the university minimum.
2. If the student's progress is assessed unsatisfactory, and/or if the student's CGPA is below the university minimum, inform the student with a letter that includes a remediation plan to attain university minima within three terms.
3. If the student's progress is assessed unsatisfactory, inform the student with a letter that requires the student to withdraw from the university.
   

Letters documenting any outcomes must be copied to the dean of graduate studies and the associate director, graduate admissions, records and registration.

In the event there are allegations of academic dishonesty, falsified documents, or misconduct, the graduate program committee may not withdraw a student from their program under this policy. A separate process must be followed as outlined in Policy S10 (Academic Honesty and Student Conduct).

Any decision of the graduate program committee may be appealed to the appeals subcommittee of the senate graduate studies committee, by submission of an appeal to the dean of graduate studies. The decision of the appeals subcommittee shall be final.

1.8.3 Withdrawal from Courses and from the University

Permission of the supervisor and the chair of the graduate program committee is required to withdraw from a course. If the supervisor is not yet appointed, or if the student is in a graduate diploma or certificate program, permission of the chair of the graduate program committee is required. If such permission is granted, a student may withdraw from a course without academic penalty up to the end of the ninth week of classes in any term.

Under extenuating circumstances, a student may withdraw from a course without academic penalty during the tenth to the 12th week of classes. Such circumstances must be beyond the control of the student (e.g., medical or financial crisis); under such circumstances, therefore, 898 (Master’s Thesis Research), 899 (PhD Research) or a similar course may be added, as appropriate. Permission of the supervisor and the chair of the graduate program committee is required.

A student may withdraw from the university at any time by notifying the chair of the graduate program committee and the associate director, graduate admissions, records and registration.

A student who has withdrawn from the university and who wishes to re-enter shall apply for readmission under the same conditions as any other applicant.

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1.9 Preparation for Examinations

Master’s Students

1.9.1 Examining Committee for a Master’s Degree Candidate

Each candidate for a master’s degree under 1.7.2a, 1.7.2b, or 1.7.2c will have an examination.

The examining committee for examinations under 1.7.2a and 1.7.2b shall have the following minimum composition:

a) the chair of the student’s graduate program committee, or designate, who shall be a non-voting chair of the examining committee. If the chair of the graduate program committee is also on the student’s supervisory committee, the chair shall designate a member of faculty at this university, who is not a member of the student’s supervisory committee, as chair.

b) all members of the student’s supervisory committee.

c) an examiner who is a member of faculty, or a person suitably qualified, who is not a member of the student's supervisory committee. For a thesis examination in the Faculty of Arts and Social Sciences, normally the examiner may not be a member of the student's department, unless a waiver is granted by the dean of arts and social sciences or designate.

Examination of projects (under GGR 1.7.2b program requirements) may have a different examination process if it has been designated by the appropriate faculty graduate studies committee with the approval of the dean of graduate studies. When the project is live, taped or filmed, only one presentation is required for examination, and a digital copy is required for deposition in the library.

All examinations under 1.7.2a and b shall follow publication and copyright outlined in GGR 1.11.

For students’ completing under 1.7.2c the examination is examined by two readers, designated by the appropriate faculty graduate studies committee with the approval of the dean of graduate studies or designate. Examinations under 1.7.2c may be required to be submitted to the library. If mandatory, this requirement will be listed on the program requirements in the Calendar and shall follow publication and copyright outlined in GGR 1.11.

1.9.2 Preparation for Examination of Master’s Thesis

Preparation for the examination of a master’s thesis shall not take place until the thesis is substantially complete and in the required format. See the  website for information.

The candidate’s supervisory committee shall make a recommendation to the chair of the graduate program committee concerning the date, place and time of the thesis examination and the composition of the examining committee in conformity with 1.9.1.

Upon approval of the chair of the graduate program committee, this recommendation, with the thesis title, shall be sent to the associate director, graduate admission, records and registration for entry into the university's records. The examining committee composition shall reach the associate director at least four weeks before the examination date. At this time, the chair of the graduate program committee will notify the university community of the intended time and place of the examination.

At least two weeks before the date of the thesis examination, a digital copy of the completed thesis shall be distributed to the examining committee by the chair of the graduate program committee. Department rules may require earlier submission of the completed thesis.

If the date or place has been changed, the chair of the graduate program committee will notify the university community.

The examination of the thesis shall take place under the regulations for thesis examination given in 1.10.1.

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1.10 Examinations

1.10.1 Thesis Examination

The candidate shall give an oral account of the research on which the thesis is based and defend the thesis itself. The candidate must be prepared to answer questions on the field of the research and related fields.

Thesis examinations are open to the university community. Copies of the thesis abstract shall be made available to all those attending the examination. The chair of the examining committee shall allow proper opportunity for questions on the thesis to come from persons who are not members of the examining committee but are attending the examination. The dean of graduate studies or designate shall have the right to attend all phases of the examination.

After the chair of the examining committee is satisfied that all relevant questions have been answered, the examining committee shall meet in camera to classify the thesis.

1.10.2 Classification of the Thesis

The decision of the examining committee is by simple majority vote. A decision to pass the thesis may not be reached on a tie vote of the examining committee. If a majority vote to pass the thesis cannot be reached, the student is entitled to a re-examination.

Upon a successful completion, the thesis must be submitted to the library no later than the end of the subsequent term.

There are four possible levels of classification of thesis examination.

1. the thesis may be passed as submitted

2. the thesis may be passed on the condition that revisions be completed to the satisfaction of the supervisor on behalf of the examining committee. The committee will set a time for completion.

3. the examining committee may adjourn if it judges that the thesis could pass after additional work by the candidate. In the event of adjournment, the examining committee must remain the same for the re-examination, must schedule the re-examination and may not adjourn a second time. At the re-examination, the examining committee may

a) reach its decision by individual examination of the revised thesis or

b) hold a formal re-examination under section 1.10.1. The preparation for the re-examination does not follow 1.9.5. The re-examination schedule cannot be changed. The revised thesis is distributed to the examining committee including the external examiner by the chair of the graduate program committee or designate. No pre-defence report will be required from the external examiner. If the revised thesis is failed, follow the steps for the category 4 outcome (see below).

4. the thesis may be failed. In this case, the candidate has to receive a written report from the examining committee detailing the reasons for the failure. To appeal the thesis failure decision, the student can follow 1.16.2 Progress Evaluations. If there is no appeal, the student will then be required to withdraw from the university.

1.10.3 Recommendation for the Award of the Degree

When a student’s program requirements include an examination as per 1.9.1 the recommendation for the award of degree will not take place until after the supervisory committee has approved any revisions to the thesis or project.

When a student has successfully completed the degree requirements the recommendation for the award of the degrees goes for approval respectively to the graduate program committee, the faculty graduate studies committee, the senate graduate studies committee and senate, which has the final authority to award the degree.

The title of the thesis, extended essays, paper or project will be recorded on the student’s transcript.

1.10.4 Submission to the Library

Theses and projects under GGR 1.7.2a and 1.7.2b are required to be submitted to the Library no later than the end of the subsequent term after their successful examination. Projects completed under GGR 1.7.2c and capstones required to be submitted to the Library will follow the requirements for a thesis below.

A digital copy of the final completed thesis shall be sent to the Library together with a memorandum from the supervisor certifying that all required revisions have been made. Once submitted, the thesis is considered final and normally may not be changed. The Library's Assistant for Theses will review thesis formatting and upon approval the thesis will be deposited into the Library's institutional repository.

No degree examined as per 1.7.2a and 1.7.2b will be approved by senate until the thesis is submitted to the Library.

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1.11 Publication of Thesis

When the thesis is submitted to the library, the student shall authorize the copying and publication of the thesis as follows.

1.11.1 Partial Copyright License

Except as noted in 1.11.3, the student shall sign a partial copyright license which grants to the university a non-exclusive worldwide, irrevocable, royalty-free license to reproduce, convert, publish, archive, communicate and distribute the thesis. Multiple copying is not permitted without written permission from the author except that, if the author is unobtainable, the dean of graduate studies may give this permission.

1.11.2 Reproduction

Except as noted in 1.11.3, the student shall sign an agreement form authorizing Library and Archives Canada to reproduce the thesis and to sell microfilm copies on request.

1.11.3 Postponement of Publication

The results of research conducted at ¶¡ÏãÔ°AV should be available freely to the public, and it is expected that theses will be placed in the institutional repository immediately following final revisions. It is the responsibility of graduate students to ensure that this policy is communicated clearly to relevant individuals and organizations outside the university prior to the initiation of any research project.

A postponement will delay the inclusion of a thesis in the institutional repository and from copying for a period of 12 months from the date of examination of the thesis. Postponement requests are normally approved if made for the following reasons: if there is real and immediate risk to researchers or collaborators; patent pending or protection of intellectual property; publication pending in restrictive venue. A postponement request must be made in writing prior to the submission to the Library. The submission process and timeline remains the same, however, a copy of the thesis or project shall not be made available in the Library institutional repository during the restricted period.

In rare and exceptional circumstances a postponement of publication may be extended for an additional 12 month period. Requests for such extensions should be submitted 60 days prior to the expiration of the current postponement.

1.11.4 Publication of the Thesis by the Student

None of the clauses above preclude the student from publishing the thesis in any form at any time.

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1.12 Time Limit for Program Completion

1.12.1 Time Limit

The time limit for students in a graduate certificate, diploma, or master's program to complete all of the requirements is nine terms from the start of the program. The time limit for students in a doctoral program to complete all of the requirements is 18 terms from the start of the program, or in the case of a student who has transferred from a master's into the doctoral program, without completing the master's, 18 terms from the start of the master's program.

The time limits for program completion are not intended to be the normal times for completion. These limits take into account a wide variety of extraordinary circumstances and events that may delay completion. It is expected that most students will complete their program before reaching the time limit. Individual academic units may specify their expectations of normal program completion times as a guide for determining whether a student's progress is satisfactory.

Some students may find it necessary to interrupt their studies by taking a leave of absence. The time taken for a parental leave, medical/compassionate leave, or academic break will not be counted towards the time limit for program completion. The time for a personal leave will be counted towards the time limit (see 1.4.5).

Students with long-term disabilities should discuss their situation with the Centre for Students with Disabilities early in their graduate studies or as soon as possible after the condition is diagnosed. The Centre will assist the student, and their department, in developing a plan for program completion, which may include an extension beyond the normal time limits. Such plans must be approved by the dean of graduate studies.

1.12.2 Extensions

Students may apply for an extension to the time limit if they are enrolled in a master's or doctoral program and need more time to complete the program requirements. A single extension may be for one to three terms, and students may be granted more than one extension. A master's and doctoral program can be no longer than the time limit plus six terms of extended time. Extensions may be less than the maximum of six terms and must meet the criteria established by the academic unit. Students should contact their academic unit to confirm the specific extension policy for their program.

Applications for an extension must be submitted no later than the term in which the time limit or current extension expires. Extensions are not available to students who are discontinued from their program. Students are required to maintain continuous enrollment throughout their extension and are eligible to go on medical/compassionate or parental leave (see 1.4.5). Extensions are approved by the supervisor, graduate program chair and the dean of graduate studies.

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1.13 Award of the Degree

1.13.1 Application for Graduation

Every candidate for a graduate degree is responsible for applying for graduation online through .

1.13.2 Award of the Degree

Award of the degree is by resolution of senate.

1.13.3 Transcripts

Certified official transcripts of the student’s graduate academic record may be obtained from Graduate Studies. Only individually signed copies with the university seal are valid. For further information on cost refer to Graduate Fees.

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1.14 Convocation Ceremony

Convocation is held twice annually. Graduates from the previous fall and spring terms convocate in early June, while graduates from the summer term convocate in October.

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1.15 Class Interruption

¶¡ÏãÔ°AV makes reasonable efforts to ensure that its classes and courses of instruction proceed on a regular basis and without interruption. Faculty have certain discretion to cancel or change the timetable for their classes; they will endeavor to give reasonable notice of any cancellation or change. ¶¡ÏãÔ°AV will not be responsible for cancellation or change of any class. Neither will ¶¡ÏãÔ°AV be responsible for the interruption or termination of any class or course of instruction which results from fire, riot, labour disruption or any other event which occurs despite the university’s efforts, or for failure to give notice of the interruption or termination. See for details.

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1.16 Graduate Student Appeals

Graduate students are advised to seek informal resolution of problems through discussions with their supervisor, graduate program chair, department chair or faculty dean, and the dean of graduate studies.

1.16.1 Grades

May be appealed to the instructor, department chair and, in some cases, faculty dean in accordance with .

1.16.2 Progress Evaluations

May be appealed to the senate graduate studies committee (See 1.8.2 Review of Unsatisfactory Progress).

1.16.3 ¶¡ÏãÔ°AV

Applicants who meet or exceed minimum requirements for admission are not assured of admission to any graduate program (see 1.3.1 General)

Normally, admission decisions may not be appealed (see 1.3.2 Application for ¶¡ÏãÔ°AV). In exceptional circumstances, unsuccessful applicants may appeal to the . The Board will only review the fairness of admissions procedures and will not review an applicant’s credentials.

Appeal forms are available at .

1.16.4 Other Appeals

Appeals of decisions on enrollment, graduation, entry/re-entry to a program or any matter relating to academic standing (other than review of unsatisfactory progress) are referred to the senate appeals board. Appeal forms are available at .

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1.17 Minimum Funding

1.17.1 Scope

This policy applies to ¶¡ÏãÔ°AV graduate programs offering PhDs. Professional doctoral programs are exempt from this policy.

Programs may, but are not required to, fund graduate students in additional programs. This information is provided in program-level funding policies (see GGR 1.17.16), which must be approved by the respective Graduate Program Committee and Graduate Studies.

1.17.2 Funding Levels

Starting in September 2024, every graduate program offering a PhD will provide annual funding of at least $28,000 to all eligible PhD students.

Program-level funding policies may establish minima that exceed those laid out here. Program-level minima take precedence over those established here.

Programs are encouraged to fund continuing PhD students (i.e., those who began or who were initially offered admission to their programs before September 2024) at these levels. The extent to which a program provides minima to continuing students is outlined in each program-level funding policy.

1.17.3 Funding Term

Every PhD student who meets the eligibility requirements will receive annual minimum funding for at least 12 terms of enrollment from the start of the first term in attendance. Additional funding beyond 12 terms may be available at the discretion of programs, which are encouraged to consider circumstances or requirements that may require some students to take longer than 12 terms for their programs and to allocate funding to those students accordingly.

1.17.4 Funding Sources

The funds included in program-level funding policies are varied. The funds may come from, but are not limited to, any of the following internal and external sources:

• scholarships and awards disbursed by Graduate Studies (e.g., PhD Research Scholarship, base allocation student support (BASS)-funded awards such as Graduate Fellowships (GF) and Minor Research Awards);
• program-specific awards or scholarships (e.g., donor awards);
• scholarship funding provided by a supervisor;
• employment TA assignments;
• employment RA assignments;
• sessional teaching;
• other external scholarships or awards (e.g., Tri-Agency awards, Mitacs).

To ensure more stable funding, when a student receives scholarship funding from a supervisor grant, every effort should be made to ensure that these funds are predictable throughout a funding year.

PhD students who are funded by major funding sources external to Canada (e.g., foreign government funding) or by another external body (e.g., workplace sponsorship funding) to an amount equal to or greater than the amount established in 1.17.2 may be admitted without additional funding pending approval from Graduate Studies. In such an instance, as long as the student remains eligible for funding as outlined under 1.17.8, the graduate program accepting the student—with support from the department and/or faculty where applicable—must assume responsibility for funding the student if the external funding is discontinued.

1.17.5 Excluded Funding Sources

Funding from an organization associated with First Nations, Métis or Inuit groups will not be considered funding under this policy. PhD students who receive such funding are eligible for the full minimum funding amount outlined in this policy.

1.17.6 Responsibility

According to Graduate General Regulation 1.3.1, students are admitted to graduate programs. Funding commitments are therefore made on behalf of the graduate program, which is responsible for ensuring that the student is funded for the duration of the guaranteed funding period. Oversight of funding minima is shared by supervisors, supervisory committees, graduate program committees, faculties and Graduate Studies.

If a supervisor who provides financial support to a student becomes unable to meet their funding obligations (e.g., illness or departure from ¶¡ÏãÔ°AV), it is the responsibility of the program with support from the relevant department and/or faculty to meet program-level funding minima. Funding provided by Graduate Studies will continue to flow to students whose supervisor funding is discontinued.

1.17.7 Funding Guarantees

Programs will provide all eligible students with a statement of guaranteed minimum funding in their offer of admission letters issued by Graduate Studies. These will outline potential funding sources but do not need to indicate the precise sources of funding over the course of the program. Letters provided by programs will provide more specific details. Specifics must include the amount of the annual funding minimum, number of funded terms, and program-specific conditions for continued funding. The annual funding amount must meet or exceed the program-level minimum.

In addition, students must be provided with term-specific or annual information about their funding sources (e.g., value of TA assignments, expectation of the number of TA assignments accepted per year by the student, RA assignments, scholarship funding). Variability in funding per term across any year should be minimized.

When students accept RA or TA assignments in addition to the guaranteed sources of funding throughout the academic year, the funding associated with the sources of funding defined in the annual minima should not be reduced as long as students continue to meet the expectations associated with satisfactory performance and satisfactory progress in the duties associated with existing assignments.

1.17.8 Eligibility

Minimum funding has been established to support students who are not engaged in professional work. Students who are working professionals might not receive a minimum funding guarantee. Except when a student holds professional employment, a student’s eligibility to receive funding will not be affected by outside employment as long as they are making satisfactory progress.

A student’s guaranteed funding depends on their enrollment in their graduate program, a CGPA of 3.0 or higher, satisfactory progress in the program as outlined in GGR 1.8.1 and satisfactory performance in teaching assistantships (as per Article 13 (c) 3b) and research assistantships. Programs are encouraged to make use of the GPR to report on satisfactory progress. Up to the end of the third term of enrollment, a student’s progress may be deemed satisfactory in cases where the student has met the CGPA requirement but does not yet have an official report of student progress. Unsatisfactory performance in teaching assistantships must be documented via a Teaching Assistant Evaluation. Any unsatisfactory performance must be reported to the Graduate Program Director.

Students who are on an approved leave of absence do not receive guaranteed university funding while on leave. Normal funding minima will resume upon students’ return to regular enrollment. Except for students who take a personal leave, time on leave does not count against the terms of guaranteed minimum funding.

Students enrolled in Co-operative Education or Internships will not receive program-level funding during Co-op or Internship terms. Time in non-required Co-operative Education or Internship programs will normally be included in the 12 terms of guaranteed minimum funding.

If a thesis, research or teaching supervisor indicates that a student is not making satisfactory progress, the supervisor must work with the Graduate Program Chair and Graduate Program Committee to review the student’s performance. Unsatisfactory performance may result in an overall reduction of funding, but funding may not be reduced or withheld without approval of the Graduate Program Chair and Graduate Studies.

1.17.9 Self-Funding

Programs may exceptionally recommend admission of self-funded PhD students to the Dean and Vice-Provost of Graduate Studies with a rationale that includes the following:

a) the availability and agreement to provide appropriate supervision;

b) evidence of the student’s ability to fund themselves (e.g., affidavit of support or sponsorship);

c) an indication that the student will have access to all necessary materials and equipment;

d) future funding opportunities available to the student; and

e) a contingency plan that outlines what will happen in the case that the student’s personal funding source is no longer viable.

As long as the student remains eligible for funding as outlined under 1.17.8, the graduate program accepting the student must assume responsibility for funding the student if the student is no longer able to self-fund. The final decision on admission of self-funded students will be made by the Dean and Vice-Provost of Graduate Studies.

1.17.10 Refusal of Specific Funding Sources

When a program-level funding policy allows for the assignment of TA or RA funding, scholarships, or awards, and a student fails to apply for TA or declines the assignment, scholarship, or award in a given term, the annual funding offered to the student will be reduced by the amount associated with the funding that has been declined or not applied for. This may result in annual funding that is below the guaranteed minimum.

1.17.11 Impact of Winning Non-Departmental Scholarships and Awards

Graduate students are encouraged to apply for competitive scholarships and awards available outside of their academic unit (e.g., donor awards, open faculty or university-wide awards, external agency funds, such as Mitacs, CIHR, NSERC and SSHRC funding). These competitive scholarships and awards contribute to the guaranteed funding minimum. Programs may require students to apply for scholarships and awards as an eligibility condition for future funding.

When students are successful in securing competitive scholarship and/or award funding outside of their academic unit's adjudication, other sources designated to meet minima may be reduced. This is only while the award funding is being paid (i.e., programs are not required to pay the entire minimum funding amount congruently with the scholarship funding). In these cases, the student being awarded a scholarship or award must receive more funding than originally planned, but programs may revise their portion of the funding minima as per the program-level funding policy. This model enables programs to both reward scholarship success and to more equitably distribute funds among students in their programs.

Program-level funding policies must provide information about the amount and sources of funding adjustments associated with winning competitive scholarships and awards.

1.17.12 Transfer from Master's to PhD Program and from a PhD Program to a Master's Program

Students who transfer from a master’s to a PhD program within the first three terms of their master's must receive a minimum 12 terms of PhD funding. Students who transfer from a master's to a PhD program after completing more than three terms of a master’s must receive funding associated at least nine terms of PhD funding, regardless of time spent in a master's. Transfer from master’s to PhD is not normally permitted after six terms of enrollment.

Students who transfer from a PhD to a master’s program will only receive funding if

a) the master’s program into which they transfer guarantees funding to master’s students; and

b) the transfer takes place within the guaranteed minimum funding period associated with the master’s program.

No time will be added to the guaranteed minimum funding period.

1.17.13 Funding Students with Accommodation Needs

The overall funding received by all students in the program, regardless of whether a student requires an alteration of their working environment, curriculum format or other modification to content to make progress in their coursework or research, must meet or exceed the funding minimum. Students with documented accommodation needs may require more time or additional resources to complete their graduate program. Programs are encouraged to work with the student, Graduate Studies and/or the Centre for Accessible Learning to determine how to address these needs with the goal of achieving equitable outcomes.

1.17.14 Sharing of Funding Information

Programs must do their best to track funding that students receive from funding sources as outlined in 1.17.4 and students’ status as working professionals. Students are expected to inform their program immediately if they receive any additional internal or external scholarships or awards or if they become working professionals over the course of their graduate program. Failure to report additional funding sources or professional employment may result in a reduction of future funding. Funding may only be reduced in consultation with Graduate Studies.

1.17.15 Tuition and Fees

Students are responsible for paying tuition and fees. When a student owes fees associated with tuition or fees, it may prevent them from enrolling in their graduate program in future terms.

1.17.16 Program-Level Funding Policies

Each graduate program must establish a funding policy that is consistent with this Minimum Funding Policy. These policies must be approved by Graduate Program Committees and departments and/or faculties, where appropriate, and:

a) include the program’s definition of equity as it applies to funding;

b) provide a realistic expectation of the time that students will take to complete the graduate program;

c) indicate the number of terms that students will be funded;

d) establish a funding level that meets or exceeds the amount set out in 1.17.2;

e) indicate the extent to which future funding is based on students applying for external scholarships and awards (or equivalents);

f) indicate potential sources of funding that count toward meeting the minimum funding level;

g) indicate the timing of students’ funding payments throughout the year (i.e., whether equal payments will be provided every term or whether payments may fluctuate over the academic year);

h) provide information about the impact of Co-operative Education or Internships on the number of eligible terms of guaranteed funding; and

i) clearly delineate program-level adjustments in the case of winning scholarships and awards.

1.17.17 Policy Review

This policy must be reviewed and adjusted, at a minimum, every three years. Policy revisions will apply to newly-admitted students.