Graduate Program Directors’ Orientation

Graham Carr

Dean of Graduate Studies

Paula Wood-AdamsAssociate Dean of Programs, Recruitment and Communications

Cameron SkinnerAssociate Dean of Student Affairs, Postdoctoral Studies and Awards

• Provides advice on best practices• Monitors student performance from admission

to completion• Monitors the thesis defence process• Ensures that all Calendar regulations are

followed• Organizes, adjudicates and administers awards

School of Graduate Studies(Mandate)

School of Graduate Studies(Mandate)

• Assists students, faculty members and GPDs resolve individual and systemic problems (formally and informally)

• Advises on and administers the development of new programs and changes to existing programs

• Convenes regular meetings of its Council• Participates in university governance• Monitors and benchmarks trends and practices

in graduate education

Working Together: Roles and Responsibilities of Graduate Program Directors

• Chairs the departmental committee for graduate admissions and/or policy

• Coordinates admission decisions/ recommendations

• Serves as the primary contact/liaison with SGS

• Ensures that students are matched with supervisors and supervisory committees

• Coordinates nominations for fellowships, scholarships and awards

• Instructs students and informs department about University deadlines, policies and procedures

• Develops, documents and upholds department regulations/policies

• Reviews the academic progress of graduate students

• Makes recommendation on student requests

• Coordinates the development of graduate courses

• Coordinates the development of new programs and/or curriculum changes

• Administers candidacy and comprehensive examinations

• Checks graduation lists • Mediates in problematic situations

involving students and faculty• Serves as contact person when

problems or appeals go beyond the department level

Internal department procedures(Things that will make your life easier)

• Graduate studies committee– makes decisions in regards to students and

program developments

• Regular reports to department council• Thorough record keeping and documentation

practices• Clear and accessible information for students

re: departmental expectations

Curriculum changes

• Require careful thought and planning at the department level – discussions with SGS maybe helpful at this point

• Calendar change forms and supporting documentation should be clear, correct and complete but as concise as possible

• For major curriculum changes provide supporting evidence as to benefits and impact on academic quality of program– Student surveys, information about similar programs at other

universities, feedback from potential employers of graduates, reports from government bodies or educational associations…

Examples: new courses, changes in prerequisites, adding an option to a program, changing requirements for a program

Approval process for curriculum changes and new programs

Dept. submits dossier to faculty curriculum committee (FCC)

FCC reviews dossier

Revision needed

Approved

Faculty council considers dossier

Revision needed

Approved

GCC reviews dossier Revision needed

Back to faculty

Council of SGS considers dossier

Approved

Revision needed

Approved

APC reviews dossier Revision needed

Approved

Senate steering committee reviews dossier

Revision needed

Back to APC

Senate considers dossier

Approved

Approved

Secretary of senate forwards senate resolutions to appropriate bodies

Happy GPD

Recruitment

• Conferences present excellent recruitment opportunities, SGS can help you prepare

• Graduate Viewbook• SGS will attend recruitment fairs across Canada and

selected international venues• Inform us of your recruitment needs/challenges/goals

Engaged Graduate Supervision(the key to student success)

Academic mentoring + research training + professional advising

Guidelines:• Establish supervisor early (ideally prior to admission)• Agreement on nature and frequency of contact• Establish clear, mutually shared expectations re:

– timeline and goals– funding, publications, research ethics– IP, authorship & collaboration– language training– quality of writing & citations

• GPD should be willing to act as resource and/or mediator for both students and supervisors

Reference: CAGS Guiding Principles for Graduate Student Supervision – SGS website under publications

Graduate Admissions• Standard files

– Meets all entrance requirements (Calendar)• Appropriate GPA• Appropriate background degree/experience• Accredited institution (Faculty rep who then contacts SGS)• Acceptable degree (Faculty rep who then contacts SGS)• Language requirements (TOEFL etc)

• Standard file procedure • Complete files screened• Admission letter issued by Faculty on recommendation of GPD• Conditions: deficiencies (QP), official results/transcripts

Graduate Admissions• Non-standard files

– Fast Track (bachelors &/or incomplete masters to PhD)– Bologna– Low GPA– Non-Degree– Non Accredited– Miscellaneous (eg. GMAT, TOEFL)

 • Non-Standard file procedure

– Standard process but identified as non-std (HG code)– GPD provides justification (committee)– Review and decision by SGS

Graduate Admissions• Great student but…

– Qualifying program• Up to 24 credits of undergraduate courses• Complete in first three terms• Complete prior to starting bulk of graduate

program

• Shaky student but…– Independent program

• Up to 12 credits of graduate courses• Could also be undergraduate independent

• Visiting incoming vs. outgoing– Incoming to Concordia

• Council of Graduate Schools form (CAGS)• Letter from home Institution to take course

– Outgoing• Student talks to GPD to verify/approve• SRF (other) for pre-approval of transfer credits

– Within Quebec (incoming & outgoing)• CREPUQ system works electronically

• Exchange students via a formal agreement (MELS)– European Credit Transfer System (ECTS) 2 EU = 1 Concordia credit

• Academic visitors (NOT students!)– Policy is still being developed– Work visa (paid, unpaid, everyone)– No courses (unless)– Concordia International

Visiting and Exchange students+ Academic visitors

AwardsStudent Application for Graduate Awards

• Application forms– Statement of Purpose/Research Proposal – Transcripts – Letters of Recommendation – Department Justification

• Pre-review committee• Role and responsibility of Departments in Major

Granting Agency competitions • Recruitment of applicants for Vanier, Trudeau,

Rhodes & Banting

AwardsRecent Initiatives

• Conference Support ($500-750, policy under review) • Doctoral Thesis Completion Award ($4000) • Concordia University Special Entrance Award (for

funded applicants) $6000 masters, $10000 PhD • Concordia University Doctoral Award of Excellence

– Only in combination with Special Entrance Award– $15000 for the year following external award

• Changes coming to mechanisms and timing. News to follow but decentralized and allocated

• Contact: Pat Verret

Postdoctoral Fellows(Yes, PDF’s too!)

• Postdoctoral Fellow Policy • Postdoctoral Fellow Guidelines (text is coming)• Postdoctoral Record and Registration • Postdoctoral Service Fees • Postdoctoral Benefits• Professional Development Program

• Contact: Cynthia Raso

Academic Standing & Regulations(assessing students at risk)

An ounce of prevention is worth a pound of cure• Indicators of trouble

– Low grades/failures/supervisor– late for deadlines (comps, r-props)

• Communicate• Communicate/confirm in writing with copy to file• Apply rules• State options

SGS Academic Monitoring: end of each term • C Rule, F Rule, Low CGPA, QP (improving), r-props (coming)• Notice sent to GPDs/GPAs; registration is blocked

Reference: Graduate Calendar – Academic Regulations section

Academic Standing & Regulations(assessing students at risk)

What is the likelihood of improvement?• Review each case individually

– May Continue:• GPA calculators (will send out) • Necessary conditions to attain good academic standing?• Follow-up towards a successful graduation• Strike a committee to decide on continuation

– May not Continue:• Not easy….but sometimes necessary!!• May not be the end of the road

– Later– Appeal need to document (e-mail with CC to files)

• GPA calculation• NOTE: SGS usually follows YOUR recommendation! (for better or worse)• Office of Student Affairs is available for consultation

• Formal • Informal

Reference: Graduate Calendar 2009-10 – Academic Regulations section

In-Program Progress(assisting students & programs for timely

completion)• Progress Reports for Research Students– Annual Ph.D. & Masters Progress Reports (beginning of March)

• New forms coming, input sought!!• Now following-up on incompletes

– Interim progress statements (end of September)– All reviewed– Role of Associate Dean

• Time Limits (April 30, August 31, December 31)– More time needed?– Student request with timeline for completion/supervisor support required– Completed progress report

• In Progress Grades (IP)– Exceptional cases only at graduate level– Lapsed IP grades convert to F (April 30, August 31, December 31)

• Notices!– IPE – professor sets new deadline

• Make sure to have sufficient time to enter & change grade (2 weeks)

Reference: Graduate Calendar 2009-10 – Academic Regulations section

Examples of Lessons Learned

• Student A: Follow rules of Course and Program

Leave of absence when needed

SGS will usually follow program recommendation

• Student B: Annual Progress Report is often first indicator

Apply program rules and state consequences of failure

Supervisor should communicate important messages in writing

• Student C: Follow student’s GPA and calculate if even possible to pass

SGS will usually follow program recommendation

• Student D: In trouble at end of first term (F’s). Apply MNC or LOA

Continue on compassionate grounds isn’t always a good idea

• Student E: Annual Progress Report not done, frustrated supervisor

GPD needs to intervene and establish fair process

Set goals and timelines

Thesis Submission & Defence Processes

(final step toward successful graduation)Submission deadlines to thesis office:

Master’s* Doctoral**Fall Graduation: Fall Graduation:1st submission* August 18 1st submission August 4Final submission September 15 Final submission September 15

Spring Graduation: Spring Graduation:1st submission March 18 1st submission March 4Final submission April 15 Final submission April 15

* Masters – 1st submission – at least 4 weeks prior to defence ** Doctoral – 1st submission – at least 6 weeks prior to defence

Reference: graduatestudies.concordia.ca/currentstudents/thesis

Graduate Students & Academic Integrity

(beyond plagiarism)Academic Integrity: A core value of graduate education

Includes:• Scholarly citation practice• Acknowledgement of collaborative work • Professional & ethical conduct of research • Guidelines for dual submissions

References: 

Academic Code of Conduct: provost.concordia.ca/academicintegrity

Research Ethics: oor.concordia.ca

1. Suspected violation of Code detected– Professor, Graduate student, Invigilator

2. Incident report submitted to Dean of School of Graduate Studies. Actually Associate Dean.

– Make as complete as possible– Any specific instructions to student on plagiarism & The Code?

3. Letter is issued (by courier to home address + email) requesting interview to discuss the charges (15 days).

4. A decision is made by the Associate Dean as to validity of the charges.

• If charge is not upheld, nothing further• If charge is upheld, notation of academic misconduct shows up

on academic record and sanction is applied.

5. Appeals process: AHP and GAAT

What is the Process for Handling Violations of the Code?

Discussion points

• Admissions• Progress• Integrity• Thesis

Discussion forums• Grad-Pro• Other GPD’s• Associate Deans

Further Opportunities for Discussion/Exchanges

• GPD forums• GPD lunches• Winter 2010 Orientation• Open Houses