Graduate Program Directors’ Orientation

1. Graduate Program Directors’ Orientation Graham Carr Dean of Graduate Studies Paula Wood-Adams Associate Dean of Programs, Recruitment and Communications Cameron Skinner Associate Dean of Student Affairs, Postdoctoral Studies and Awards

2. School of Graduate Studies(Mandate) • 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

3. 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

4. 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

5. 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

6. Curriculum changes Examples: new courses, changes in prerequisites, adding an option to a program, changing requirements for a program • 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…

7. Approval process for curriculum changes and new programs Dept. submits dossier to faculty curriculum committee (FCC) Revision needed FCC reviews dossier Approved Revision needed Faculty council considers dossier Approved

8. Back to faculty GCC reviews dossier Revision needed Approved Council of SGS considers dossier Revision needed Approved APC reviews dossier Revision needed Approved

9. Back to APC Senate steering committee reviews dossier Revision needed Approved Senate considers dossier Approved Secretary of senate forwards senate resolutions to appropriate bodies Happy GPD

10. 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

11. 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

12. 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

13. 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

14. 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

15. Visiting and Exchange students+ Academic visitors • 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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 4 Final submission September 15 Final submission September 15 Spring Graduation: Spring Graduation: 1st submission March 18 1st submission March 4 Final 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

24. 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

25. What is the Process for Handling Violations of the Code? • Suspected violation of Code detected • Professor, Graduate student, Invigilator • 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? • Letter is issued (by courier to home address + email) requesting interview to discuss the charges (15 days). • 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

26. Discussion points • Admissions • Progress • Integrity • Thesis Discussion forums • Grad-Pro • Other GPD’s • Associate Deans

27. Further Opportunities for Discussion/Exchanges • GPD forums • GPD lunches • Winter 2010 Orientation • Open Houses