GRADUATE COORDINATORS
WORKSHOP
October 4 & 7, 2011
University Context

University of Guelph
 Senate
 Board
of Graduate Studies
 Subcommittees of BGS:
 Programs
 Admissions and
 Department
Progress
Graduate Studies Committee
 Chair

Internal Quality Assurance Process (IQAP) replaces
the OCGS process
Board of Graduate Studies


Division committee membership
Faculty nomination process

Three categories
 Regular
 Associated
 Special

New programs and course changes
Senate Policy on Rights and
Responsibilities

Graduate Calendar: Policy on Responsibilities of
Advisors, Advisory Committees and Graduate
Students and Graduate Student-Advisor Mediation
Procedures
http://www.uoguelph.ca/registrar/calendars/graduate/curre
nt/geninfo/geninfo-por-deptresp.shtml

Departmental responsibilities may be delegated to
Graduate Coordinator
Departmental Responsibilities
May be delegated to Grad Coordinator and Graduate Studies Committee:

Establish appropriate deadline dates and regulations associated with
review, examination and submission of the thesis or research project

Make available information about current courses, areas of expertise of
faculty members, and pertinent information not already outlined in the
Graduate Calendar.

Match students and advisors not later than within six months of initial
registration.

Approve the advisory committee/graduate degree program form no
later than the end of the student's second registered semester.
Departmental Responsibilities

Establish procedures by which the Graduate Coordinator
and, if appropriate, the Graduate Studies Committee can
monitor progress of graduate students through reports
by the Advisor, student, and appropriate others, and to
communicate this progress to all involved parties.

Investigate situations where an Advisory Committee has
not met for two or more consecutive semesters. In
addition, investigate perceived irregularities in
student/Advisor/Advisory Committee relationships.

If a student has received an unsatisfactory evaluation
report for two consecutive semesters then the
Departmental Graduate Coordinator will meet with the
student, the Advisor and the Advisory Committee to
consider the lack of progress and any possible remedial
measures.
Departmental Responsibilities

Maintain a list of scheduled faculty leaves and, where
warranted, assist in making satisfactory arrangements for
the advising of the student when the Advisor is on leave
or on extended absence from the campus.

Inform Graduate Program Services should there be
unresolved concerns about either the Advisor's
effectiveness or the student's performance.

Allow students to change Advisors

In the event that an Advisor or Advisory Committee
member withdraws because of a conflict of interest,
work with all parties to mitigate any negative
consequences of the withdrawal
Dispute Resolution
Interpersonal conflict
between Student and
Advisor
Graduate
Coordinator
Dispute over progress evaluation or failed
qualifying /defense exam (may include
procedural irregularity, questions of academic
merit or extenuating circumstances, including
medical or compassionate)
Graduate
Coordinator
Chair/Director
Chair/Director
Board of Graduate Studies
Assistant VP Grad Studies
(informal mediation)
Dean may seek advice of
the College Dean
(Admissions & Progress
Committee)
Senate Committee
on Student Petitions
Departmental action,
letter to Chair reporting
on policies not followed
Dispute Resolution
Disruptive, abusive or
destructive behaviour on
the part of the Advisor
Disruptive, abusive or
destructive behaviour
on the part of the
Student
Complaint by Student to
Chair/Director (informal
mediation). If not
resolved, or disciplinary
action may be required,
College Dean
Complaint at the
departmental/school level – to
Graduate Coordinator and/or
Chair
Complaint by Advisor, Graduate
Coordinator, Chair normally to
Campus Community Police who
take carriage of complaint through
the University’s judicial process
Update on Policies and Practices

Maximum Duration Policy
 Plan

of Study
Quality Assurance
Program
Completion
Period2
Progress
Report & Plan
of Study
To A&P by
Mid-Semester
Registration
Blocked at
End of
Semester
Continuation
with
Approved
Plan of Study
Maximum
Program
Duration
Masters
FT
6
7
7
8,9
9
PT
6
6.3
6.3
6.6 to 8
8
FT
12
13
13
14 to 16
183
PT
12
12.3
12.3
12.6 to 14
154
DE & T
16
17
17
18 to 20
225
DE & T - PT
16
16.3
16.3
16.6 to 18
196
FT
9
10
10
11,12
12
PT
9
9.3
9.3
9.6 to 11
11
PhD
DVSC
FT, Full-time; PT, Part-time; DE & T, Direct entry and transfer from a master's program
Case Studies
Review and Discussion
Recruitment






Coordinator Responsibilities
Information Sessions
One Pagers
Graduate Studies Preview Day
Graduate Recruitment Strategies – Website
Responding to Prospective Student Inquiries
Admissions
 On
behalf of the graduate studies
committee, recommend admission of new
graduate students
 Sign all forms pertaining to admission
Recommendation for Admission,
Recommendation to Waive English
Language Requirements, etc.
 New funding form in line with union
requirements
Admissions



Upgrading – OGS website
Transfers and alternate admissions
Admission appeals - Provisional
Records

Advisory Committee Forms



Facilitate establishment of the student’s Advisory Committee and
academic program
Submit Advisory Committee forms to OGS by the mid point of
the student’s second registered semester (full time) or by
semester 5 for part time students
Semester Evaluation Reports



Filed each semester, even if Satisfactory
Unsatisfactory must come to OGS
Students must sign
Qualifying Examinations

Program’s process must be on file with OGS
Components (e.g. courses, examinations, written paper,
oral exam)
 Use of standardized forms

Recommendations to A & P

A & P Guidelines
http://www.uoguelph.ca/registrar/graduatestudies/files/a&p.pdf



When OGS rejects applicant, submit appeal and support
documentation
Recommendations on program transfers, extending LOA,
resolving course failures.
Recommendations for Withdrawal


Documentation
Student Petitions

Departmental summary and support documents
Counselling Students

Sensitivity to ESL students, both domestic and visa
Communication
 Academic Misconduct


Sensitivity to personal issues that may affect
performance and progress
Monetary
 Health
 Family


Referrals
Student Financial Services
 Student Health Services
 Counselling Services

Funding and Awards

New awards


Upcoming awards requiring attention



Trudeau
Award reference letter sample are available on OGS
website
Assistance with different awards processes


Trillium – update
OGS & SFS
Students with funding difficulty

Financial Assistance
GRADUATE COORDINATORS
WORKSHOP
October 4 & 7, 2011