graduate program director meeting schedule for 2014-2015

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Graduate
GPD Handbook
2014-2015
Studies
Graduate
Studies
TABLE OF CONTENTS
FGS Contacts
2
Graduate Program Director Meeting Schedule for 2014-15
5
Annual Cycle of Administrative Processes
6
Recruitment and Admissions Processes
18
Orientation, Registration, Enrollment
22
Leaves, Time Limits, Balance of Degree Fees
24
Convocation Timeline
27
Student Petitions and Appeals
28
Academic Honesty
30
Annual Progress Reports
32
Supervision
33
Curriculum Development Guidelines and Procedures
35
Membership in the Faculty of Graduate Studies
40
1
Graduate
Studies
FGS CONTACTS
http://www.yorku.ca/grads/contact.html
Name
Title
Contact
Responsibilities
Barbara Crow
Dean & AVP Graduate
fgsdean@yorku.ca
Ext: 40549
All
Fahim Quadir
Associate Dean
fgsadstu@yorku.ca
Ext: 22249
Student Affairs
Integrated Resource
Planning
Karen Krasny
Associate Dean
fgsadacd@yorku.ca
Ext: 66957
Academic Affairs
Program Development
Scholarships & Awards
Nick LaRocca
Executive Officer
nlarocca@yorku.ca
Ext: 20171
FGS financial management
Enrolment management
Administrative office and
staff management
Sarah Hildebrandt
Academic Affairs Officer
fgsaao@yorku.ca
Ext: 66958
Faculty governance
Academic policy matters
Quality assurance
Graduate program
development & cyclical
reviews
Barbara Wells
Executive Assistant to the
Dean
wellsb@yorku.ca
Ext: 31094
Dean and EO calendars
Records Management
Special event coordination
Gary Myers
Receptionist
garym@yorku.ca
Ext: 33394
Reception
Andrea DiBiase
Graduate Recruitment
Officer
adibiase@yorku.ca
Ext: 77699
Recruitment
wmoir@yorku.ca
Ext: 20585
Communications
management
Public relations
Recruitment
Dean’s Office
Communications & Web
Wesley Moir
Manager, Communications,
Public Relations and
Recruitment
2
Graduate
Studies
Christopher Douris
Web and Communications
Assistant
cdouris@yorku.ca
Ext: 20008
Web design & development
Grad program website help
FGS website administrator
Heather Moore
Manager, Student Affairs
hmoore@yorku.ca
Ext: 66682
Management of student
services & administrative
processes
Natalie Vacianna &
Nisa Lawson
Thesis Coordinators
gsthesis@yorku.ca
Ext: 22286 &
Ext: 33340
Thesis & dissertation
processing
Reimbursement of theses
reproduction & external
examiners costs
Donna Hewison
Student Affairs Front Line
Inquiries Assistant
fgssaa@yorku.ca
Ext: 60467
General Inquiries
Registration, enrolment,
OVGS program
Non-standard admission
files
Christine Briggs
Student Affairs Coordinator
gsacadco@yorku.ca
Ext: 44317
Academic petition &
appeals
Academic Honesty
Le Ngo
Special project
lngo783@yorku.ca
Student Affairs
Administrative Office
Tracey Bickford
Finance and Administrative
Officer
bickfot@yorku.ca
Ext: 33305
Management of financial
processes, scholarships,
awards, bursaries
Financial reports and
transfers
Arun Devdas
Graduate Student Funding
Liaison Officer
fgsflo@yorku.ca
Ext: 70255
Student funding
Offer Letters
3
Graduate
Studies
Tania Gittens
Budget and Student
Funding Assistant
Tgittens@yorku.ca
Ext: 20170
Student funding
Budget management
Stephanie Wong
Administrative Assistant
wongs@yorku.ca
Ext: 77831
Administration
Review TA/GA/RA contract
Review financial expenses
Linda Lee
Database Analyst
lindalee@yorku.ca
Ext: 20062
Data analysis
Data management
Research & Scholarships
Sandra Yiu
Scholarships and Awards
Coordinator
fgssac@yorku.ca
Ext: 33954
Awards, Bursaries,
Scholarship payments
"Cost Funds": Research,
Fieldwork, Grad
Development
Melissa Dalgleish
Research Officer
fgsro@yorku.ca
Ext: 44168
Graduate student research
support
External scholarship
application
Ethics Review & Intellectual
Property
Assistant Secretary of
Council
mmschiff@yorku.ca
Ext: 22264
Council matters (APPC,
Awards, Nominations)
Curriculum processes &
FGS academic regulations
Faculty appointments
process
Faculty Governance
M. Michael Schiff
4
Graduate
Studies
GRADUATE PROGRAM DIRECTOR MEETING SCHEDULE
FOR 2014-2015
2014
Thursday, September 18
280N YL
12pm - 2pm
Tuesday, October 14
280N YL
1pm - 3pm
Wednesday, November 12
280N YL
10pm - 12pm
Thursday, December 18
280N YL
10am - 12pm
Thursday, January 15
280N YL
10am - 12pm
Monday, February 17
280N YL
1pm - 3pm
Wednesday, March 18
280N YL
1pm - 3pm
Tuesday, April 14
280N YL
10am - 12pm
Monday, May 18
280N YL
12pm - 2pm
(lunch will be served)
2015
(lunch will be served)
5
Graduate
Studies
6
Graduate
Studies
ANNUAL CYCLE OF ADMINISTRATIVE PROCESSES
JULY
THINGS TO CONSIDER: JULY
•
Course Enrolment Review (with GPA). What is your program’s normal process? First come,
first served? In May, do you poll for student course preferences and try to manage available
spots prior to online enrolment? Students ultimately enroll themselves via the online system;
however, some programs manage enrolment with “by permission only” CAS filters. GPAs
create the permissions on the students’ records in SIS. Do you have cross-listed courses with
other programs? How are you and the other program distributing and apportioning seats?
Are you, the other GPD(s) and GPAs involved all on the same page about process? Required
courses and/or possible student exemptions? Any students transferring from another program
or university who should be assessed for “advanced standing”?
•
Graduate Admissions Handbook Edits (with GPA). Starting in late June and into July, VPS
communications / Graduate Recruitment Officer will be in contact for your input and edits on
the Graduate Admissions Handbook. You will be required to review the information for your
program and provide any updates prior to it going to print. Examples of potential edits: Are
there are any changes to application deadline dates? Language proficiency requirements?
Program options? Grade requirements? Degree options? Or any other program changes that
you would like updated.
•
July 15 – Petitions deadline – status changes for Fall term
7
Graduate
Studies
EVENTS
•
Orientation for new Graduate Program Directors
SCHOLARSHIPS & AWARDS
•
For those who have students applying for a Trudeau Scholarship (60K for 4 years) or a Vanier
CGS (50K for 3 years), draft applications and GPD nomination letters are due in late August.
Start working with the student and recommenders now to put together the applications, following
the direction on the respective scholarship websites and in the guides provided to you and your
students by FGS: http://www.vanier.gc.ca/eng/nomination_processprocessus_de_mise_en_candidature.html
http://www.trudeaufoundation.ca/en/programs/scholarships
Revisions and the full application are due in September.
•
Postdoctoral Fellowships
•
Your graduating students should already be preparing their postdoctoral fellowship applications.
Details on the major competitions are below.
•
Banting Postdoctoral Fellowships: all subject areas; Canada’s most prestigious postdoc.
Preliminary application documents are typically due to the Office of Research Services in late
July. Your Faculty Research Officer can provide you with details.
•
SSHRC Postdoctoral Fellowships: for candidates whose research area falls under the Social
Sciences & Humanities Research Council (SSHRC), the application deadline is September 24,
2014. http://www.sshrc-crsh.gc.ca/funding-financement/programsprogrammes/fellowships/postdoctoral-doctorat-eng.aspx
•
NSERC Postdoctoral Fellowships: for candidates whose research falls under the Natural
Sciences & Engineering Research Council (NSERC), the application deadline is October 15,
2014. http://www.nserc-crsng.gc.ca/Students-Etudiants/PD-NP/PDF-BP_eng.asp
•
HFSP Postdoctoral Fellowships: for candidates whose research falls under the Canadian
Institutes for Health Research (CIHR) in the area of biological research, the application deadline
is August 28, 2014. http://www.hfsp.org/funding/postdoctoral-fellowships
8
Graduate
Studies
AUGUST
THINGS TO CONSIDER: AUGUST
•
Be prepared to answer student questions by learning everything there is to know about:
o
Master’s and doctoral degree types such as term limits, and degree-level
expectations.
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=4
o
Grades/grading, dropping after the drop date, course extensions (incompletes), and
grading standards.
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=5
•
When does your program hold comprehensive examination sittings?
•
Review TA placements for doctoral and masters students (if applicable). Use ARM to verify
information.
•
Devise a process for assigning F/W GAships.
•
o
Many programs poll professors about their GA needs (brief project descriptions) and
then eligible students about their interests and skills. The GPD and/or a delegated
committee may then match students and supervisors. GAships are technically at the
discretion of the GPD.
o
Note: $9,000 base package = approx. 5 hours’ work/week for 3 terms at the master’s
level
It is critical that contracts (GA/RA) are completed by end of August, to allow time for
EVENTS
th
administrative processing. Payday is the 25 of the month
••
PlanStudent
programOrientation.
orientation FGS
datesorientation
(before or for
after
Labour
Day?). You will need to organize
New
new
students
rooms, times, notices, and organizing schedules with any guests at orientation (such as a
Dean’s Office representative, GSA, CUPE).
• Request for Graduate
Recruitment Activities (with GPA). The Graduate Recruitment Officer
SCHOLARSHIPS
& AWARDS
will request that each department send any potential graduate student outreach opportunities
being planned for the year to be added to the central calendar and posted on the Admissions
website. It is an opportunity to share best practices as well as promote the various programs to
• Deadline
Vanierduring
Canada
Scholarship
applications
to FGS of recruitment activities
potential for
students
ourGraduate
travels and
interactions.
Some examples
/ outreach opportunities include:
o Information sessions / workshops
o Internal events (i.e. campus tours/fairs)
o External
events (attendance at graduate fairs / events / conferences)
SCHOLARSHIPS
& AWARDS
•
First draft applications for Vanier and Trudeau due to FGS
SEPTEMBER
EVENTS
•
th
FGS orientation for new students – August 27 , 2014
9
Graduate
Studies
SEPTEMBER
THINGS TO CONSIDER: SEPTEMBER
•
•
Be aware of sessional and other important dates
o
http://www.registrar.yorku.ca/enrol/dates
o
http://www.yorku.ca/grads/important_dates.html
Be aware of graduate program fee deadlines and refund dates:
o
http://sfs.yorku.ca/fees/courses/
•
Meet with students individually or in cohort groups, for advising, assigning pro-tem or final
supervisors
•
September can be a difficult month for students financially as fees are due at the beginning of
the month. Students should be encouraged to sign up for payroll deduction by September 9.
•
Do you need to update your program committee membership?
•
Considering making any program changes? The full process takes time. If you want changes
to be in place for the next academic year, begin now. Contact Sarah Hildebrandt, the
Academic Affairs Officer at fgsaao@yorku.ca) for more information.
•
Are you making good use of your Student Initiatives Fund money, geared toward enhancing
students’ academic skills and experience? Contact: Tracey Bickford , Finance &
Administrative Officer (bickfot@yorku.ca) for details. Your GPA should know the amount that
your program has at its disposal.
•
Is your Program Information, including application deadline, accurate and up to date on your
website for winter admissions? Your GPA may be able to make most of the updates. For
assistance, please contact: Christopher Douris (cdouris@yorku.ca)
•
Programs to provide lists of graduands for convocation (to Registrar)
EVENTS
•
FGS orientation for new students – September 10 , 2014
•
Program orientation for new students
•
Regular GPD meetings begin. They tend to be themed around issues that arise over the course
of the year.
th
10
Graduate
Studies
SCHOLARSHIPS & AWARDS
•
Remind students about upcoming external scholarship deadlines (OGS, Tri-Council). FGS will
also offer general sessions open to all graduate students on writing effective research statements
and filling out application forms.
•
Set internal program deadlines for OGS applications and SSHRC doctoral award
applications. Your program deadline must provide the program with enough time to read and
rank applications prior to the deadline to submit applications and/or rankings to FGS. The FGS
deadlines are:
•
•
•
o
OGS: names of your OGS awardees (domestic students) and nominees (international
students) are due to FGS by May 1, 2015. Most programs set an application deadline
that allows them to align the OGS competition with their admission process and use the
OGS as a recruitment tool.
o
SSHRC doctoral awards: Ranked SSHRC applications, accompanied by the
departmental appraisal of each file, are due to FGS on November 21, 2014.
Process: Many programs have a committee to critique drafts of students’ research
statements/project descriptions and then to rank completed applications in the program for TriCouncil (SSHRC, NSERC, CIHR).
o
Note: Programs must rank applications based on the merit of the application in and of
itself, just as the Tri-Council will rank (for doctoral scholarships), and not on the merit of
the student. In other words, program committee members must rank as if they and the
students were strangers and as if they were not necessarily specialists in the field.
Failure to rank in this way is usually fatal for the file.
o
Beware: The GPD has to fill out ranking forms including details of the program’s
assessment. These can take some time. If you wrote a letter of recommendation for a
student, then technically you cannot be part of the ranking of that file in committee. Nor
can you complete the program assessment form.
Application deadline: Michael Smith Foreign Study Supplement – Monday October 6
Application deadline: CIHR doctoral awards – Tuesday September 30
11
Graduate
Studies
OCTOBER
THINGS TO CONSIDER: OCTOBER
•
The online application system opens for prospective applicants.
•
Begin the nomination process for the FGS Teaching Award involving letters from former
students/supervisees of the candidate, assessments by the GPD, any available teaching
evaluations. http://www.yorku.ca/grads/council/teaching_awards.html
•
Integrated Resource Planning. From October to December, an FGS representative and the
appropriate Associate Dean of the Resource Faculty associated with your program will
organize meetings to determine with you appropriate admissions targets for the masters and
doctoral programs, which relate to student funding packages and potential course offerings.
•
Co-curricular Days
SCHOLARSHIPS & AWARDS
•
NSERC doctoral award applications will be circulated for program review in mid October
•
NSERC doctoral award application program rankings are due to FGS in late October
NOVEMBER
THINGS TO CONSIDER: NOVEMBER
•
November 1 – Enrolment Reporting deadline
•
November 15: FGS Faculty Teaching Award deadline. Notices sent out via e-mail.
•
November 15 – Petitions deadline – Status changes for Winter term
SCHOLARSHIPS & AWARDS
•
2
•
2
•
3 week: SSRHC applications and rankings due to FGS
•
3 week: NSERC adjudication and submission of applications to NSERC
nd
week: NSERC applications circulated to graduate program directors for adjudication
nd
week: Vanier CGS applications forwarded to the Tri-Council by FGS
rd
rd
12
Graduate
Studies
DECEMBER
THINGS TO CONSIDER: DECEMBER
•
Many programs hold comprehensive examination sittings right after classes end.
SCHOLARSHIPS & AWARDS
•
SSHRC doctoral award applications circulated to adjudication committee
•
CGS-M award applications circulated to programs for ranking. Note: the volume of CGS-M
applications since the 2013 harmonization have been about 30% higher across all three of the
Tri-Council agencies. Expect a significant number of applications for review.
•
Deadline for Polanyi Prize, Autism Scholars, and Ontario Women’s Health Award nominations
•
December 1: student deadline to apply for the CGS-M awards (SSHRC, NSERC, CIHR Canada
Graduate Scholarships – Master’s)
•
December 11: Final Trudeau Foundation Scholarship applications due to FGS
JANUARY
THINGS TO CONSIDER: JANUARY
•
Grades due early January
•
The bulk of graduate programs have admissions deadlines in January.
•
End of enrolment planning meetings with FGS.
SCHOLARSHIPS & AWARDS
•
Early January: adjudication and submission of SSHRC doctoral award applications
•
Late January: CGS-M rankings due to FGS
•
Organize a program committee to select the nominee for the FGS thesis and dissertation prize
from nominees throughout the year.
o
•
Keep a file into which copies of the examining committee comment form is placed when
the committee recommends that the thesis or dissertation be considered for a prize.
Assess early, for GPD and others must write up an assessment for the nomination package.
13
Graduate
Studies
Routing: yorku.ca > grads > council & governance > thesis & dissertation prizes
http://www.yorku.ca/grads/council/thesis_prizes.html
FEBRUARY
THINGS TO CONSIDER: FEBRUARY
•
Reading Week
SCHOLARSHIPS & AWARDS
•
Thesis and Dissertation Prize deadline: http://www.yorku.ca/grads/council/thesis_prizes.html
•
A number of special scholarships are designated for recruiting new, incoming students. Many are
specific to certain programs and subject areas; a list will circulated in January. The major ones
include:
o
Elia Scholarships ($30,000)
o
Trillium Scholarship – for international students ($40,000)
o
Chancellor Bennett ($20,000)
o
Enbridge Award ($12,500)
o
Sylff Graduate Fellowship for Academic Distinction: (varies, but they include an award
amount, a research amount and a tuition scholarship)
All award information is listed in the Money Matters section of the FGS website. Routing:
yorku.ca > grads > money matters
http://www.yorku.ca/grads/money_matters/money_matters.html
•
Have your GPA flag files with the highest grade point averages so that program admissions
committees or designates can make quick assessments about nominating one to two files for
these scholarships. All recruitment scholarships require at least an A average on the GPA and
other criteria – leadership, for instance, or commitment to a liberal arts education, or work in
resource sustainability.
•
Recruitment scholarships that are program- or field-specific are not adjudicated by FGS, but
rather by committees in the program or group of programs.
Given the short decision timelines, programs are well advised to flag potential candidates to their
admissions committees. Decisions for admissions of these students should happen first. GPDs have to
write a nomination letter for the file. Sometimes additional material from the student is also required.
York Graduate Scholarships (YGS)
•
YGS may be apportioned to your program for MA and PhD offers in specified numbers for A
students. In 2012, the YGS = $6,000, super YGS = $10,000.
14
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•
GPDs, often with admissions committees, determine which students will be offered YGS, if
applicable. These are awarded for academic merit and may not be determined by GPAs.
•
If you wish to offer a YGS to a student with less than an A average GPA, please contact the
Associate Dean, Student Affairs prior to mentioning such an offer to the student either via email,
phone, or the official offer letter.
•
You may only offer the number of York Graduate Scholarships apportioned to your program and
must wait for a student to decline the offer before you can re-commit the YGS and thus offer it to
another student.
15
Graduate
Studies
MARCH
THINGS TO CONSIDER: MARCH
•
Verify that you have sent the GASP or names of students to whom you will make offers to
Admissions.
•
March 15 – Petitions deadline – Status changes for Summer term
SCHOLARSHIPS & AWARDS
•
Recruitment scholarship nominations due
•
Choose and prepare nominations for Susan Mann and Provost Dissertation Scholarships
Routing: yorku.ca > grads > money matters > York Awards >Susan Mann Dissertation
Scholarship http://www.yorku.ca/grads/money_matters/york_awards.php?id=18
APRIL
THINGS TO CONSIDER: APRIL
•
Ongoing discussions around admissions issues, including targets and domestic vs.
international quotas
•
Deadline for students to apply for June convocation
•
Oral exam and thesis/dissertation submission deadlines
SCHOLARSHIPS & AWARDS
•
April 1: CGS-M results announced to students and programs; poll your offered students to find
out those who want to start their awards in May and forward names to FGS
•
Ensure that your program has plans in place to ensure that all OGS and QEII applications are
adjudicated by the end of the month
•
Susan Mann and Provost Dissertation Scholarship nominations due
o
•
http://www.yorku.ca/grads/money_matters/york_awards.php?id=18
Nominate the program’s very best graduate (highest grades, awards, recommendations, other
achievements) for the Governor General’s Gold Medal Award
http://www.gg.ca/document.aspx?id=187
16
Graduate
Studies
MAY
THINGS TO CONSIDER: MAY
•
Comprehensive or Qualifying Examination sittings for many programs
•
Grades due early May
•
Course Advising for incoming and continuing students
•
Annual Student Progress Reports due in program. Routing: yorku.ca > grads > Policies &
procedures > Thesis, dissertation & supervision guidelines > Section 1 - Thesis &
Dissertation Supervision > Annual progress report
http://www.yorku.ca/grads/policies_procedures/thesis_dissertations_section1.html#annual
•
Programs to provide lists of graduands for convocation (to Registrar)
SCHOLARSHIPS & AWARDS
•
Results of Tri-Council doctoral award competitions start being sent to FGS and circulated to
program directors
•
May 1 – OGS domestic awardees, OGS international nominees, and QEII (science-only OGS)
nominees due to FGS
•
Michael Smith Foreign Study Supplement application deadline – May 30, 2015
17
Graduate
Studies
JUNE
THINGS TO CONSIDER: JUNE
•
1 week: Online course enrolment system opens (for Fall/Winter)
•
Encourage students and faculty to attend convocation.
st
EVENTS
2nd week of June: Convocation. http://ec.info.yorku.ca/convocation
SCHOLARSHIPS & AWARDS
•
Michael Smith Foreign Study Supplement results
•
Susan Mann and Provost Dissertation Scholarship results
18
Graduate
Studies
RECRUITMENT AND ADMISSIONS PROCESSES
Overview
•
Program Admissions Committee ranks files
•
Verify enrolment target
•
Determine first round of offers
•
YGS scholarships cannot be “over-committed”. You must wait for the offer with the scholarship to
be declined in order to recommit the scholarship to another offer/candidate, which presents some
tricky timing.
•
Fill out GASP; GPA to code in system.
•
Send out an informative email suggesting but not committing to funding amounts, or simply call
candidates.
•
You might also include a deadline for a decision, although these seem to be of limited use,
particularly when students are waiting upon offers from other institutions. If they miss the
deadline, will you rescind the offer, really? Perhaps.
•
GPAs will check online with admissions for updates of acceptances. Move down your offer list
accordingly.
•
Do not over-offer beyond historic acceptance ratios at the PhD level as the target is normally a
hard ceiling.
•
If you are in jeopardy of exceeding targets at the MA level, check with the Associate Dean,
Student Affairs.
•
Never admit more than your target of international students including those moving internally from
a master’s into a doctoral stream in your program unless the student is fully self-funded or third
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party-funded. With no provincial grant subsidies provided for international students, the deficit
implications for the university are staggering.
Once targets are met and recruitment is complete, fill out the GASP for students to whom you will
make an offer this year, once you are certain. Alternatively, ask your GPA to compile a list of
those applicants whom you are not recommending for admission (name and student number).
The Admissions Office will “batch process” the list of files refused admission. This is a much
simpler process than manually ticking “does not recommend” and signing each individual GASP
form.
Much of the system is designed for an online application and submission of documents process (Student
Statements, Supplementary Information Forms, Letters of Recommendation). Details are provided every
year in December and through the spring via email and at the GPD meetings by the Associate Dean,
Students Affairs.
Transcripts, writing samples, and portfolios are submitted in hard copy via the regular post.
International transcripts will not be assessed automatically for translation to the Canadian grading system
and thus for grade point average calculation; however, if an applicant’s file seems promising, you may
request that Admissions make the translation and calculation. Ask your GPA to contact your program’s
Admission’s assessor.
Exchange Students
During the admissions cycle, programs will receive application files from exchange students for
consideration. Programs should assess whether the applicant has the basic qualifications to be able to
succeed in the program while bearing in mind the educational context of the student’s home country. The
admission of an international exchange student is not counted towards the program's international limit.
As well, exchange students do not require funding.
Since exchange students are part of reciprocal institutional agreements, its is highly encouraged that
programs admit these students where they meet the admission requirements of the program.
Special Conditions of Acceptance (Non-Standard Admit)
Where programs wish to make an offer of admission to an applicant who does not meet the established
program admission requirements, the applicant's file and a rationale supporting admission should be
forwarded to FGS for consideration.
Making Offers
On your list of ranked offers, establish a cut-off of quality below which you will not offer. Then review your
program’s acceptance ratio over the past few years. Make a number of first-round offers in light of this
20
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acceptance ratio. For instance, if historically only 50% of students to whom a first-round offer of admission
is made accept that offer, then the number of first-round offers should be approximately double the
historical acceptance number. Every program is different, as is its historic ratio of acceptance. (See
“Recruitment Process Overview” concerning over-offering and the YGS).
Students receive two letters: One is an offer of admission sent directly from the Admissions Office; the
other is an offer of funding, generated and signed in FGS, then delivered to the Program for the GPD to
co-sign. Check that the funding amount printed and the terms are accurate. Mistakes can happen.
The funding letter is then sent to the student from the Program. Timing the two letters to arrive together is
impossible, so we generally advise GPDs to send a “heads up” congratulations email, which informs the
student that the two offers will be arriving shortly, thus explaining the process.
Since effective recruitment is difficult nowadays without providing accurate funding information to
students quickly and prior to their receipt of the formal, printed letter, you will need to inform students of
the funding package. Telephone calling is safest; however, most students will still ask for an e-mail
confirmation of some sort. The difficulty here is that GPDs cannot commit to funding amounts themselves
without decanal oversight, i.e., it’s not from a Program budget, but from various Faculties’ (and
researchers’) budgets. Sending a PDF of the offer letter (created when you sign the letter) makes some
sense, or conveying the funding information without commitment language:
Congratulations ….
In the mail, you should soon be receiving two separate letters which comprise the offer of
admission and funding from York University and the Graduate Program in ___________. The
letter from the Admissions Office will provide instructions for how to accept the offer online.
Attached as a PDF, I enclose a copy of the funding letter sent in the mail today. I am happy to
explain any details of the program and the funding with you by phone.
The funding offer letters contain a paragraph that tends to confuse everyone, except those who have to
juggle the various budgets from which funding for student is drawn. The paragraph reads as follows:
Funding will be provided from one or more of the following sources: awards, fellowships,
scholarships, graduate assistantship, research assistantship or teaching assistantship. All funding
is contingent on your continuous registration as a full-time student, continued satisfactory
performance in the program and fulfillment of your funding-related employment obligations. If you
receive a significant external/internal award (such as an OGS, NSERC, CIHR, GSMP or CGS
Bombardier award), your funding offer may be adjusted.
Why? The offer letter has to cover all the possibilities of combination of funding in all programs and
associated with all of the resource Faculties. The open language provides leeway for Faculty and/or
researcher top-ups, and combinations of TAships with GAships and/or RAships. The language about
external/internal scholarships and funding package adjustment says “may be adjusted.”
If any student (Masters or Doctoral) wins an OGS, however, the funding offer from the university to the
student is always altered. In most cases, it may only increase $10,000, not $15,000. In other cases,
depending on the balance of TAships, GAships, offered in a Faculty, the funding may only increase
$8000 or so. Ontario Graduate Scholarships represent a partnership between the Ontario Government
21
Graduate
Studies
and the University. The posted 15K amount = $10,000 from the Province and $5,000 from the university.
The university considers that it has already contributed its $5000 contribution in the initial offer of funding.
In the summer, GPDs should work with associated resource Faculty units (for instance, undergraduate
chairs, appropriate Associate Deans in the resource Faculty) to determine in what form(s) the funding will
be paid out and when. For instance, FW TAship, summer TA, GA, or RAship. $X researcher funding
through a matching fund GAship (MFGA) represents X hours of work.
Masters
Tri-Council CGS awards do not require an adjustment at the Master’s level. The decision is up to the
program. However, if a student was initially offered, for example, $9000 + $10,000 YGS and then won a
$17,500 CGS, you might consider whether some of the York U commitment might not be better spent
assisting other students. Many internal recruitment awards, if won, replace the initial funding offer.
Doctoral
The adjustment language is determined by the CUPE 3903 collective agreement because at the doctoral
level, most of the regular funding for students comes in the form of work wages, which trigger various
add-ons and top-ups paid by the university. When a student wins a significant scholarship or award for
academic merit, the work-wage component may be reduced; for instance, if students win a 35K or 50K
Tri-Council scholarship, they are limited to a 0.5 TAship. Necessarily, what was offered to a student by
York U prior to learning about the external funding must be adjusted.
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Graduate
Studies
ORIENTATION, REGISTRATION, ENROLMENT
ORIENTATION
Each year, FGS holds a fall orientation for new students. This is generally held at the end of August.
Aug. 27, 2014
Two sessions for Graduate Students new to York in Fall 2014
Session 1: 1:30 pm – 3:30 pm
or
Session 2: 5:30 pm – 7:30 pm
Location: Lassonde Building, Lecture Hall A
The content of both sessions will be the same
Sept. 10, 2014
This orientation is for Graduate Students new to York in Fall 2014 who were not available for either of the
August sessions
Time: 5:30 pm – 7:30 pm
LocationVari Hall C
REGISTRATION
Category of Registration (full time/part time)
Students are expected to remain in the category of registration to which they were admitted unless a
change of status is approved, via petition, by the GPD and FGS. The FGS Petition Form can be found
here: http://www.yorku.ca/grads/forms.html#petitions
Continuous registration:
With the exception of students in master’s programs offered by Schulich, all full- and part-time graduate
students must maintain continuous registration, including payment of applicable fees, in every fall, winter
and summer term. This requirement applies to all students, including those who are not taking courses
(e.g. doctoral students who are working on their dissertation). Students who fail to maintain continuous
registration will be withdrawn from their program. The requirement of continuous registration supports
students toward the timely completion of their studies. However, the university recognizes that from time
to time students may need to take a leave of absence from their studies.Enrolment Timelines
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Graduate
Studies
Fall Term
Winter Term
Summer Term
Registration & Enrolment Opens
June 4, 2014
June 4, 2014
Early March, date to be
confirmed
Registration Deadlines (after this date there is a $200 late fee)
September 3, 2014
December 16, 2014
Beginning of May 2015, date to
be confirmed
On-line Registration Closes (after this date students must come to Dean’s Office to register)
October 27, 2014
January 27, 2015
End of June 2015, date to be
confirmed
Course enrolment:
For students who are taking courses, the goal is for them to enroll in courses sooner rather than later. As
noted above, enrolment for courses offered over the fall/term term(s) normally opens at the beginning of
June.
Advising blocks:
Newly admitted students will normally have an advising block. In order for these students to enroll in
courses, the block needs to be cleared, which is done at the program level (normally by the GPA). At the
program-level, removal of these advising blocks is often tied to program advising; i.e. the block won’t be
cleared until the student has had an advising session. Depending upon when these advising sessions
take place, what this means is that students sometimes don’t enroll into courses until well into the
summer. With the goal of having students enroll in courses sooner rather than later, one option is to allow
students to enroll, and then, if necessary, have them change course enrolments later in the summer
following their advising session.
Other deadlines:
There are various deadlines with respect to last day to add a course without permission; to add a course
with permission; to drop a course on-line; to petition for a change in status (i.e. leave of absence, from
full-time to part-time or vice versa, extension of time limits) for the following term; etc. There is also a
refund table for students who withdraw from their program. All of these dates are available on the
graduate studies website, under “Important Dates”, which can be found here:
http://www.yorku.ca/grads/important_dates.html
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Graduate
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LEAVES, TIME LIMITS, BALANCE OF DEGREE FEES
Leaves
Students may request a leave of absence from their studies, as follows:
The Program Approval Form http://www.yorku.ca/grads/forms/ProgramApproval.pdf is used for requests
for the following types of leaves: maternity, parental, elective, no course available.
The FGS Petition Form http://www.yorku.ca/grads/forms.html#petitions is used for requests for the
following types of leaves: external student status, exceptional circumstances (including medical,
professional and compassionate).
Details regarding the various types of leaves can be found in the Registration section of the FGS
Academic Regulations http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=2 . With
the exception of external student status, approved leaves do not count towards program and Faculty time
limits.
Since leaves are intended to support planned absences, petitions for retroactive leave are rarely granted.
The FGS Petitions Committees does not consider petitions or appeals dealing with financial matters.
Master’s Time Limits
Master’s students must register and pay fees for a minimum of the equivalent of three terms of full-time
registration, except in programs where a longer time is specified. All requirements for a master’s degree
must be fulfilled within 12 terms (4 years) of registration as a full-time or part-time master’s student.
Doctoral Time Limits
Doctoral students must register and pay fees for a minimum of the equivalent of six terms of full-time
registration. All requirements for a doctoral degree must be fulfilled within 18 terms (6 years) of
registration as a full-time or part-time doctoral student.
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26
Graduate
Studies
Extensions
A student who exceeds the program time limit but not the relevant Faculty time limit for completion of the
degree may register as part-time or petition for an extension of full-time status. A student who has
reached the Faculty time limit for completion of the degree but who is close to completion can petition for
an extension, normally in part-time status. The FGS Petition Form can be found here:
http://www.yorku.ca/grads/forms.html#petitions
Withdrawal
To withdraw in good standing from the Faculty of Graduate Studies, a student must notify their graduate
program office in writing. The effective date of withdrawal is the date the program was notified in writing
by the student. Withdrawing from a course does not constitute official withdrawal from the program.
To be eligible to withdraw in good standing, a student’s academic record may not include any coursework
Incompletes and may not include any combination of C grades or combination of C and F grades that
would normally result in withdrawal for failure to maintain academic standards. Students who are beyond
the applicable maximum time limits or who have not maintained continuous registration are normally not
eligible to withdraw in good standing.
The Program Approval Form http://www.yorku.ca/grads/forms/ProgramApproval.pdf is used by graduate
programs to report withdrawals to the Registrar’s Office.
Reinstatement/Reinstatement to Defend
Students who have withdrawn in good standing may petition for reinstatement anytime within three terms
(12 months) following their withdrawal. Students who do not petition for reinstatement within three terms
(12 months) following the withdrawal must normally apply for readmission.
Students who have withdrawn in good standing may petition for reinstatement to defend a
thesis/dissertation at any time following their withdrawal, on the condition that the thesis/dissertation is
ready to proceed to defense. Such petitions must include support of the supervisory committee and
graduate program director, including confirmation that the thesis/dissertation is ready to proceed to
defense.
The FGS Petition Form http://www.yorku.ca/grads/forms.html#petitions is used for requests for
reinstatement/reinstatement to defend.
Balance of Degree Fees
Doctoral students must register and pay fees for a minimum of the equivalent of six terms of full-time
registration. With respect to total minimum fee requirements for PhD programs, students who successfully
complete a PhD program in less than the equivalent of six terms of full-time registration will, prior to
convocation, be responsible for payment of a balance of degree fee. For calculation of balance of degree
fees, one full-time term is equivalent to two part-time terms, and vice versa.
Master's students must register and pay fees for a minimum of the equivalent of three terms of full-time
registration, except in programs where a longer program length is specified. (This does not apply to
master's programs in the Schulich.) With respect to total minimum fee requirements for master's
programs that do not have a flat program fee, the program length (in full-time equivalent terms)
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predetermines the minimum total academic fees that a student must pay prior to graduation. Students
who successfully complete a master's program in less time than the program length will, prior to
convocation, be responsible for payment of a balance of degree fee. For the calculation of balance of
degree fees, one full-time term is equivalent to two part-time terms, and vice versa.
Students who exceed the program length of a master's program, or the maximum time limits for
completion of a master's or PhD degree, will be responsible for payment of fees beyond the total
minimum fee requirement, as appropriate.
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CONVOCATION TIMELINES
October Convocation
June Convocation
Deadline for GPDs to submit Recommendation for PhD Oral Exam Form to Dean’s Office
July 28, 2014
March 31, 2015
Deadline for students to formally apply to graduate and to inform their grad program of their intention to
graduate
August 1, 2014
April 1, 2015
Deadline for GPDs to submit Recommendation for master’s Oral Exam to Dean’s Office
August 5, 2014
April 2, 2015
Deadline for students to defend thesis/dissertation exam to fulfill requirements for convocation
August 22, 2014
April 24, 2015
Deadline for completion of all degree requirements, including submission of final grades
August 29, 2014
April 30, 2015
Deadline for submission to Dean’s Office of thesis/dissertation in final acceptable form
August 29, 2014
April 30, 2015
Deadline for graduate program to conduct degree audit and submit Convocation Forms to RO
approx. September 15
Approx. May 9
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Graduate
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STUDENT PETITIONS & APPEALS
http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=6
PETITIONS
Students are advised to seek advice from their program and/or GPD about petitions, particularly to
determine whether they have sufficient grounds for a successful petition. There are two basic types of
petition in terms of approval authority: some are adjudicated at the program level; others are adjudicated
by the FGS Petitions Committee.
Program Approval
Matters such as late withdrawals from courses, late additions of courses, and maternity/parental and
elective leaves are approved by the GPD upon signature of the petition form. You know your program,
you know the student’s progress (or should), and so you are the best person to decide whether the
petition should be granted.
Note: certain leaves of absence which require registration as “inactive” have a fee attached
(approximately $185).
Students taking leave are well advised to understand the implications of their student funding particularly
if they are hold an external scholarship. FGS must also be informed of the leave to inform the external
funding agency and determine the implications relative to the length of the leave.
FGS Approval
Other academic petitions seek recommendation and rationale from the GPD as to the advisability of the
petition and/or any implications for the student’s progress in the program; however, the decision rests with
the Faculty of Graduate Studies. Such petitions included reinstatement in the program, medical leaves
and extensions thereof, etc.
Note: “Documented medical grounds” generally guarantee the success of a petition; however, the
attending physician statement must be as explicit as possible within the confines of confidentiality given
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the nature of the petition. “The student was under my care” is often insufficient to establish and document
“medical grounds.”
APPEALS
Appeals of petition decisions may be made, by either party to the original petition, to the FGS Appeals
and Academic Honesty Committee (AAHC).
Leave to appeal will be granted only when the appeal makes out a prima facie case based on any of the
following grounds:
a) New evidence
b) Procedural irregularity in the Petitions Committee’s handling of the case
c) Substantive argument that the original petition decision constitutes gross injustice or error
If leave to appeal is granted, a meeting will be held to consider the appeal. The appellant has a right to be
present at the meeting.
Full details of the appeals process can be found in the Faculty of Graduate Studies Academic
Regulations: http://www.yorku.ca/grads/policies_procedures/faculty_regulations.php?id=6
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ACADEMIC HONESTY
Students in the Faculty of Graduate Studies are expected to conform to strict standards of academic
honesty as specified in the Senate Policy on Academic Honesty, which can be found here:
http://www.yorku.ca/secretariat/policies/document.php?document=69.
Any breach of academic honesty is a serious offence to both the University community and the
academic enterprise. Any suspected breach of academic honesty, no matter how small it may appear,
requires investigation. At all stages, a student has a right to a representative of their choosing. Students
may contact the Graduate Students’ Association regarding representation.
York’s Academic Integrity Tutorial (http://www.yorku.ca/tutorial/academic_integrity/) is designed to test
and inform students about academic integrity expectations and what to keep in mind in order to avoid
academic dishonesty. At York University, a foundational expectation is that students are aware of and
respect the principle of proper representation in one's work, including how to avoid plagiarizing the work
of others.
Investigating Potential Academic Misconduct
When a breach of academic honesty is suspected:
1. Initial Investigation
• Faculty member must consult with GPD and supervisor.
• GPD generally responsible for investigating, collecting information/documentation, and
determining if there are grounds to proceed with a charge.
• When a potential breach is identified, a block must be placed on enrolment activity in the
course.
2. Exploratory Meeting (program level)
• Investigative meeting of the GPD, faculty member, student, and student’s representative
(optional).
• Possible results:
• All parties agree that there was no breach
• All agree that a breach occurred and agree on an appropriate penalty
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•
•
Agreement that a breach occurred but disagreement on penalty
Disagreement that breach occurred (student does not admit to breach)
3. Formal Hearing by Appeal and Academic Honesty Committee (AAHC) of FGS
• Record of Meeting of Academic Honesty Case (form) submitted to FGS in any case
where a breach is alleged to have occurred
• A formal hearing is required in any case where there is disagreement between the
program and the student
• When receiving a joint submission, where the program and the student agree that a
breach occurred and agree on the penalty, normally the AAHC will impose the penalty
suggested, but may decide to hold a hearing if it is of the opinion that some other penalty
would be more appropriate (or if the breach is a second or subsequent offense)
• Results will be communicated to student, to program and to Registrar’s Office for
implementation (e.g. failing grade in course or assignment, transcript notation)
The full FGS Academic Honesty Procedural Guidelines can be found online at
http://www.yorku.ca/grads/policies_procedures/academic_honesty.html
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ANNUAL STUDENT PROGRESS REPORTS
http://www.yorku.ca/grads/policies_procedures/thesis_dissertations_index.html
It has been clearly established that completion rates are enhanced and average completion/withdrawal
times reduced if supervisory committees meet regularly (at least annually) with each student, usually in
the spring, and evaluate the student’s activities and progress.
At the Master’s level, a thesis supervisory committee shall meet annually with the student, normally in the
Spring, to evaluate the Report on Progress submitted by the student and submit a completed copy of the
Report on Progress to the graduate program director after the meeting. In accordance with program
requirements and procedures, students in non-thesis program options may be required to submit a
progress report to the graduate program director.
In accordance with program requirements and procedures, students in doctoral programs must submit a
progress report to the graduate program director on an annual basis, normally in the Spring. Once
established, a dissertation supervisory committee shall meet annually with the student, normally in the
Spring, to evaluate the Report on Progress submitted by the student and submit a completed copy of the
Report on Progress to the graduate program director after the meeting.A sample progress report can be
found in the Thesis, Dissertation and Supervision Guidelines:
http://www.yorku.ca/grads/policies_procedures/thesis_dissertations_section1.html#annual.
In order to help both student and supervisor, programs should provide benchmark norms or deadlines
listed by term by which a requirement should be met. For instance, benchmarks might include “supervisor
officially signed on by term 1 (Masters) or 5 (Doctoral)”, “all coursework by term 3 (M) or 6 (D)”, “thesis
proposal by term 2 (M)”, “dissertation supervisory committee signed on by term 8”, “qualifying or
comprehensive exam(s) by term 9”. Progress reports have become increasingly important in the age of
litigation. They guard against “supervised neglect.” Both student and supervisor must recognize and
account for slow or lack of progress. Reports to the graduate program director of unsatisfactory progress
may require a student to withdraw from a program of studies, or withdraw from the graduate program in
which the student is enrolled.
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SUPERVISION
According to FGS Guidelines, supervisors must:
•
Offer substantive and procedural assistance with the design, planning and conduct of feasible
research projects.
•
Ensure that the scholarly standards of the university and the discipline are met in the work.
•
Meet with the supervisee at least once each term.
•
Give timely response to submitted written work, with constructive suggestions for improvements.
The turnaround time for comments on draft chapters or parts of chapters should not normally
exceed two to three weeks.
•
Help the student to establish and modify a suitable timetable for completion at the following
stages of his or her degree: proposal writing, research, writing, oral defense.
•
Organize the supervisory committee, ensuring that all members approve in writing of the proposal
and subsequently have read all chapters of the dissertation and approve in writing that the final
version is the one to go out to external members and then be examined.
MEDIATING DISPUTES IN THE SUPERVISOR-STUDENT-COMMITTEE
RELATIONSHIP
At issue is usually appropriate academic conduct in one form or another, which is to say, diverging
assessments by the student and the supervisor as to the necessity, validity, and quality of particular types
of work – all in all, then, issues of “standards.” First and foremost, the role of the GPD is to uphold the
standards of quality for degree-level work in the program and the field. GPDs are not just within their
rights, but also wise to consult others in the field or specialty in question to verify the supervisor’s and the
student’s differing positions. Document the consultations, for students can petition or appeal decisions,
file grievances with the Ontario Human Rights Commission if appropriate, etc., and few disputes can be
resolved on the basis of hearsay.
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Some students may mistake their impressions of the amount of work they have done as proportionate to
the quality of the results and charge the supervisory or committee with being unreasonable with the
number and type of revisions asked for. Mediation seeks to determine what is reasonable or
unreasonable and why.
Some supervisors may abuse their positions of authority, wittingly or unwittingly, by presuming that
supervision means that students must develop the supervisor’s projects in the ways that the supervisor
determines, for instance as opposed to the supervisor, with his or her expertise, helping students to
develop their own projects. Sometimes personality clashes may use the dissertation unwittingly as the
battlefield.
Because the GPD must recommend to FGS the supervisor and supervisory committee for a student, the
GPD is also within his or her rights to reverse that recommendation. The Associate Dean, Student Affairs
in FGS can assist with mediation and the formation of a more conducive supervisory relationship.
In cases where a student is being abusive or commits personal misconduct (as opposed to academic
misconduct in the form of dishonesty), the matter must be referred to the Office of Student Conflict
Resolution: http://www.yorku.ca/oscr
In cases where a faculty member is conducting him or herself inappropriately, personally or academically,
the matter must be referred to the Office of Faculty Relations: http://fr.info.yorku.ca
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CURRICULUM DEVELOPMENT
GUIDELINES AND PROCEDURES
INTRODUCTION
These guidelines and procedures are intended to support the review and approval process with respect to
curriculum development, from changes to existing graduate courses to the development of new graduate
programs.
Completed proposals for new courses, changes to existing courses and changes to program/graduate
diploma academic requirements (including admission requirements) should be submitted via email
attachment to M. Michael Schiff, Assistant Secretary of Council (mmschiff@yorku.ca).
Proposals for new graduate fields, new graduate diplomas and new graduate degree programs should be
submitted via email attachment to the FGS Academic Affairs Officer, Sarah Hildebrandt
(fgsaao@yorku.ca). Please note that a formal Notice of Intention should be submitted prior to the
development of proposals for new fields, diplomas or degree programs. For further details regarding the
Notice of Intention process and requirements, please contact Anna Pralat, Quality Assurance
Coordinator, Office of the Vice-Provost (yuqap@yorku.ca or ext. 55498) or Sarah Hildebrandt, FGS
Academic Affairs Officer (fgsaao@yorku.ca or ext. 66958).
Curriculum proposals may be submitted at any time. That said, the following chart is intended to provide
some direction with respect to the dates by which proposals should be submitted at the Faculty level in
relation to particular effective dates. Please note that, regardless of the submission date, the effective
date of curriculum proposals will ultimately be determined by the date of final approval, including
consideration of whether or not student registration/enrolment decisions have been informed by published
requirements.
37
Type of Proposal
New Course Proposals
Course Change Proposals
Minor Changes to Program/Graduate Diploma
Academic Requirements
Major Modifications to Program/Graduate
Diploma Academic Requirements
New Graduate Fields
New Graduate Diplomas
New Graduate Degree Programs
General Guidelines
Recommended Timelines
•
Use New Course Proposal Template
•
Include library statement with all new course proposals
•
Provide evidence of consultation, where appropriate
•
Use Course Change Proposal Template
•
Provide evidence of consultation, where appropriate
Submission at the Faculty level by November 1st in order to take effect the
following September. (Please note that course proposals approved later in
the academic year will fall outside of the normal room allocation process for
the following year.)
•
Use Change to Program/Graduate Diploma Academic
Requirements Proposal Template
Submission at the Faculty level by October 1st in order to take effect the
following September.
•
Provide evidence of consultation, where appropriate
•
Guidelines for major vs. minor modifications can be found here:
http://yuqap.info.yorku.ca/files/2012/05/modification_protocol.pdf
Changes to admission requirements: At least 18 months from the time the
proposal is submitted at the Faculty level (e.g. March 2015 submission for an
effective date of September 2016).
•
Use the Major Modifications to Existing Programs Definitions and
Proposal Template
Submission at the Faculty level by October 1st in order to take effect the
following September.
•
Guidelines for major vs. minor modifications can be found here:
http://yuqap.info.yorku.ca/files/2012/05/modification_protocol.pdf
Changes to admission requirements: At least 18 months from the time the
proposal is submitted at the Faculty level (e.g. March 2015 submission for an
effective date of September 2016).
•
Use New Graduate Field Proposal Template, which can be found
here: http://yuqap.info.yorku.ca/home/procedures/protocols/newprograms-with-expedited-approvals/
Submission at the Faculty level by October 1st in order to take effect the
following September.
•
Provide evidence of consultation, where appropriate
•
Submit Notice of Intention prior to development of formal
proposal
•
Use New Graduate Diploma Proposal Template and guidelines,
which can be found here:
•
http://yuqap.info.yorku.ca/home/procedures/protocols/newprograms-with-expeditedapprovals/graduate_diplomas_definition_and_proposal_template/
•
Provide support statements and evidence of consultation
•
Submit Notice of Intention prior to development of formal
proposal
•
Use New Graduate Degree Program Proposal Template, which
Submission at the Faculty level by November 1st in order to take effect the
following September. (Please note that course proposals approved later in
the academic year will fall outside of the normal room allocation process for
the following year.)
Submission at the Faculty level by September 1st in order to take effect the
following September. (Please note that the development of a new graduate
diploma involves submission of a Notice of Intention prior to development of
a formal proposal.)
Following submission of the formal proposal at the Faculty level, the
review/approval process for new graduate degree programs normally takes
18-24 months. (Please note that the development of a new graduate
Graduate
Studies
can be found here:
http://yuqap.info.yorku.ca/home/procedures/protocols/newdegree-program-approvals/
•
degree program involves submission of a Notice of Intention prior to
development of a formal proposal.)
Definitions of and proposal templates for dual credential,
collaborative and combined programs can be found here:
http://yuqap.info.yorku.ca/home/procedures/protocols/new-programs-withexpedited-approvals/dual_credential_colla
borative_combined_programs_definitions_and_proposal_templates/
37
SUBMISSION AND REVIEW/APPROVAL PROCESS
The initial review and approval of proposals for new courses, changes to existing courses, and changes
to program/graduate diploma academic requirements (including admission requirements) begins at the
program level, in accordance with program procedures. Once approved at the program level, these
proposals should be forwarded to the Office of the Dean, Faculty of Graduate Studies, for consideration
by the relevant Faculty-level committee(s). Completed proposals for new courses, changes to existing
courses and changes to program/graduate diploma academic requirements should be submitted via email
attachment to M. Michael Schiff, Assistant Secretary of Council (mmschiff@yorku.ca).
Proposals for new graduate fields, new graduate diplomas and new graduate degree programs should be
submitted via email attachment to the FGS Academic Affairs Officer, Sarah Hildebrandt
(fgsaao@yorku.ca). Please note that a formal Notice of Intention should be submitted prior to the
development of proposals for new fields, diplomas or degree programs. Submission of a Notice of
Intention form “does not constitute a formal proposal, and will not be judged from that standpoint. It is
intended to facilitate early consultations so that any proposal that is ultimately developed benefits from
the expertise of others delivering complementary programs, avoids direct competition with or duplication
of existing programs, and enables a preliminary assessment of resource implications.” For further details
regarding the Notice of Intention process and requirements, please contact Anna Pralat, Quality
Assurance Coordinator, Office of the Vice-Provost (yuqap@yorku.ca or ext. 55498) or the FGS Academic
Affairs Officer, Sarah Hildebrandt (fgsaao@yorku.ca or ext. 66958).
Course Proposals:
Final approval of new courses and course changes normally rests with the Faculty of Graduate Studies
Academic Affairs Subcommittee. In some instances (e.g., where a new course and/or course change is a
component of a proposed change in program requirements), new course or course change proposals
may be forwarded to the Academic Planning & Policy Committee for consideration. Otherwise, course
proposals approved by the Academic Affairs Subcommittee are reported, for information, to the Academic
Planning & Policy Committee and to FGS Council. Please note that course proposals that are not
approved by the Academic Affairs Subcommittee will not be input into the course repository, which is
required for classroom allocation and enrolment.
Changes to Program/Graduate Diploma Academic Requirements (including admission
requirements) and New Graduate Fields:
Final approval of changes to program/graduate diploma requirements and new graduate fields rests with
Senate, following approval (working backwards from Senate) by:
•
Senate Academic Standards, Curriculum and Pedagogy Committee (ASCP)
•
Faculty of Graduate Studies Council
•
Faculty of Graduate Studies Academic Planning & Policy Committee (APPC)
•
Faculty of Graduate Studies Academic Affairs Subcommittee
•
Relevant program-level committee(s)
Graduate
Studies
New Graduate Diplomas and New Graduate Degree Programs:
Following approval by Senate (as outlined above), final approval on new graduate diplomas rests with the
Appraisal Committee of the Ontario Universities Council on Quality Assurance (called the Quality
Council). More details with respect to the approval process are provided in the Protocol for New Programs
with Expedited Approvals section of the York University Quality Assurance Procedures, which can be
found here: http://yuqap.info.yorku.ca/home/procedures/protocols/new-programs-with-expeditedapprovals/.
New Graduate Degree Programs:
Following approval by Senate (as outlined above), final approval on new graduate degree programs rests
with the Appraisal Committee of the Ontario Universities Council on Quality Assurance (called the Quality
Council). The review process for new graduate degree programs involves a site visit by external
reviewers, who will provide a report that will be included in the documentation provided to the relevant
review committees. More details with respect to the approval process are provided in the New Degree
Program Approvals section of the York University Quality Assurance Procedures, which can be found
here: http://yuqap.info.yorku.ca/home/procedures/protocols/new-degree-program-approvals/.
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MEMBERSHIP IN THE FACULTY OF GRADUATE STUDIES
Introduction
Appointment to FGS in general and membership in a graduate program in particular is governed by the
Policy on Appointments to Faculty of Graduate Studies, which can be found here:
www.yorku.ca/grads/council/policy_on_appointment_to_FGS.html.
Members of the Faculty of Graduate Studies are normally appointed to a specific graduate program or
programs. Depending upon their appointment category, an individual appointed to the Faculty of
Graduate Studies may be eligible to supervise graduate students as a principal supervisor or member of
a supervisory committee, teach graduate courses, evaluate graduate students, and/or participate in
decision-making processes in accordance with program governance procedures.
Appointment Criteria
Each graduate program has program-specific appointment criteria and procedures that are grounded in
the FGS Policy. These program-specific criteria provide the basis upon which programs consider and
make re/appointment recommendations. Approval of program-specific appointment criteria rests with FGS
Council.
Appointment Categories
All program-specific re/appointment recommendations are made in one of the following categories:
• Full Members must hold a tenure-track/tenured position at York and are eligible to participate in the full
range of activities in a graduate program, including principal supervision of PhD dissertations.
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• Associate Members must hold a tenure-track/tenured or contractually limited (CLA) position at York and
may be eligible undertake all of the roles of a Full Member, with the exception of principal supervisor of
PhD dissertations.
• Members Emeriti may be eligible undertake all of the roles of a Full Member, with the exception of
principal supervisor of PhD dissertations.
• Adjunct Membership is for individuals who hold academic or professional positions external to York
University (including visiting professors and adjunct faculty), but whose expertise is relevant to the
graduate program in question. Adjunct members may be permitted to serve on supervisory committees
but normally may not act as principal supervisor or co-supervisor of dissertations or theses.
• Independent Membership applies normally only to tenure-track/tenured faculty at York for whom there is
currently no appropriate graduate program with which to be associated.
• Instructor Members are eligible to teach a specific graduate course in a specific year, based on program
need.
Detailed descriptions of the appointment categories are included in the Policy on Appointments to Faculty
of Graduate Studies
Appointment Terms
• Full and Associate Members may hold an appointment that is continuing unless (i) a limited term is
deemed appropriate, (ii) it is determined that the individual no longer satisfies the conditions for their
appointment category, and/or (iii) their tenure-track/tenured or contractually limited position at York comes
to an end.
• Members Emeriti and Adjunct Members: Normally for a maximum of five years; renewable.
• Independent Members: May not exceed three years; renewable.
• Instructor Members: Coincident with the term(s) over which the graduate course is offered; renewable.
Reporting Procedures
With the exception of Independent Members, appointments are initiated at the program level.
Full Members and Instructor Members – Final approval of the initial appointment of Full Members rest
with the FGS Academic Planning and Policy Committee (APPC), which may delegate responsibility to the
Associate Dean (Academic) as appropriate. The FGS APPC (or delegate) also has final approval of
Instructor members, with some exceptions. Please see the FGS policy for details.
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Associate Members, Members Emeriti and Adjunct Members – Final approval rests with the graduate
program. However, all (re)appointment recommendations must be reported by the graduate program to
the Office of the Dean, Faculty of Graduate Studies.
A detailed description of the reporting procedures can be found here:
www.yorku.ca/grads/council/faculty_appointment_reporting_procedure.html.
Appointments Database
A listing of members appointed to the Faculty of Graduate Studies, including an indication of supervisory
eligibility, can be found in the appointments database, which is maintained by the Assistant Secretary of
Council. As the database is accessed by users for multiple purposes (e.g., in relation to approval of
supervisory and examining committees), it is important that all appointments and re-appointments are
reported to FGS so that appointment information is accurate and up-to-date. A listing of members
appointed to the Faculty of Graduate Studies, including an indication of supervisory eligibility, can be
found here: www.yorku.ca/grads/council/graduate_faculty_members.php. It can be searched by a faculty
member's last name, by graduate program, or both.
Cyclical Reviews and Quality Assurance
All appointments to a graduate program shall be reviewed in conjunction with a program’s cyclical
appraisal under the York University Quality Assurance Protocol (YUQAP). In accordance with cyclical
appraisal guidelines and procedures, each member of the program has the onus of establishing that they
meet/continue to meet the program-specific criteria for the relevant category.
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