Veterinary Medical Sciences Graduate Program Policies and Procedures Manual July 2011

Transcription

1 Veterinary Medical Sciences Graduate Program Policies and Procedures Manual July 2011 This manual summarizes background information and represents the official policies and procedures regarding graduate training in the Veterinary Medical Sciences Graduate Program. Policies and procedures on the University of Calgary, Faculty of Graduate Studies website take precedence in case of conflict with the contents of this manual. The information will be of use to prospective as well as current graduate students, faculty and staff. Graduate Program Director Office of Research and Graduate Education Faculty of Veterinary Medicine TRW 2D09, 3280 Hospital Drive NW Calgary, Alberta (phone) (403) (fax) (403)

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3 Table of Contents THE FACULTY OF VETERINARY MEDICINE RESEARCH TRAINING PROGRAMS... 5 VETERINARY MEDICAL SCIENCES (VMS) GRADUATE PROGRAM... 6 VETERINARY MEDICAL SCIENCES ROTATION PROGRAM... 6 Rotations... 6 Arranging Rotations... 6 Failure to Find a Permanent Placement... 7 Financial Support During Rotations... 7 GRADUATE PROGRAMS AS PART OF RESIDENCY PROGRAMS... 7 ADMINISTRATION AND SUPERVISION... 9 GRADUATE PROGRAM DIRECTOR... 9 GRADUATE EDUCATION COMMITTEE Purpose Responsibilities and Duties Composition of the Committee GRADUATE AND POSTGRADUATE TRAINING MANAGER THE SUPERVISOR: CRITERIA AND DUTIES FOR SUPERVISION Granting of Supervisory Privileges in the Veterinary Medical Sciences Graduate Program Duties of Supervisors CO SUPERVISORS THE SUPERVISORY COMMITTEE Functions of the supervisory committee POLICIES AND PROCEDURES ADMISSION REGISTRATION First Year Registration Subsequent Years Registration Transferring to the VMS Graduate Program from another Graduate Program Transferring from MSc to PhD PROGRAM TIME LIMITS RESIDENCY REQUIREMENTS STIPENDS/FINANCIAL SUPPORT Veterinary Medical Sciences Differential Fee Reimbursement Policy EMPLOYMENT WHILE REGISTERED IN A GRADUATE PROGRAM EVALUATION OF VMS GRADUATE STUDENTS Course Requirements Research Proposal Research in Progress Seminars and Journal Clubs Supervisory Committee Meetings Annual Progress Reports Meeting with the Graduate and Postgraduate Training Manager DOCTORAL CANDIDACY EXAM

4 The candidacy exam: written component The candidacy exam: oral component Prior to the candidacy exam Composition of the candidacy exam committee Deadlines for taking the candidacy oral examination How to prepare for the candidacy exam Conduct of the candidacy oral exam Post candidacy exam procedures Candidacy exam failures THESIS DEFENSE Prior to the thesis exam Composition of the thesis exam committee Conduct of thesis oral exam Post defense exam procedures Failed thesis and or defense: Convocation clearance PROGRAM TIMELINES MASTERS STUDENTS: PhD STUDENTS: Appendix A: Forms Specific to the VMS Graduate Program (Conditional) Letter of Commitment (sample) VMS Progress Report for Committee Meetings Report of Supervisory Committee Meeting VMS Confidential Trainee Report Research Proposal Approval (for Masters students only) Candidacy Exam Preparation (for Doctoral students only) NOTES

5 THE FACULTY OF VETERINARY MEDICINE RESEARCH TRAINING PROGRAMS The University of Calgary, Faculty of Veterinary Medicine (UCVM) is the first veterinary college located in the province of Alberta, and is Canada's fifth accredited veterinary college. UCVM has four departments: Department of Production Animal Health, Department of Ecosystem and Public Health, Department of Comparative Biology and Experimental Medicine, and Department of Veterinary Clinical and Diagnostic Studies 1. UCVM is committed to meeting the animal and public health needs of the province, and strengthening the connections between human and animal health through its educational, research and outreach programs. UCVM faculty members supervise graduate students in the Veterinary Medical Sciences Graduate Program in many broad inter disciplinary areas: Animal Health Policy Bone and Joint Health Clinical Sciences Comparative Pathobiology Ecosystem Health Epidemiology Equine Health Immunology and Infectious Disease Neuroscience Production Animal Health Public Health Reproductive Biology Stem Cells and Regenerative Medicine Veterinary Medical Education Wildlife and Zoo Medicine In addition to the Veterinary Medical Sciences Graduate Program, some UCVM faculty members are affiliated with other graduate programs in the University such as Medical Sciences, Community Health Sciences, Neuroscience, Biological Sciences, Biomedical Engineering, Molecular and Medical Genetics, Immunology, and Microbiology and Infectious Disease. The Faculty of Veterinary Medicine has over 100 research and clinical trainees in various programs: Summer undergraduate research traineeships designed to provide rich exposure to research and promote graduate trainee recruitment; Graduate training linked to the completion of original research, leading to thesis based MSc and PhD degrees; Internships (one year) for DVM graduates to gain additional experience in specialty clinical areas; Residency* (three or more years) for DVM graduates, linked to completion of an MSc or PhD; Postdoctoral fellowships for research trainees that already have doctoral degrees. Further information on all of the research training programs can be found at * coming soon 5

6 VETERINARY MEDICAL SCIENCES (VMS) GRADUATE PROGRAM The key features of the VMS graduate program are: Wide range of research opportunities in biomedical, clinical and population level animal and public health science Generous graduate scholarships for top ranking VMS graduate students 2 Working within a research intensive veterinary school with close linkages to the medical school and other University of Calgary Faculties, and collaborations with partner agencies in the public and private sector An optional 4 6 month research rotation program to allow students a variety of work environments with different professors in order to make more informed decisions about supervisors 3 Strong training in basic research skills Training in communication, ethics and career options Minimal residency requirement to permit research work off site Guidelines for completion of MSc within 2 years, and completion of candidacy (qualifying) exam for PhD student within months Unique graduate scholarship opportunities Reimbursement of international student differential tuition fees 4 VETERINARY MEDICAL SCIENCES ROTATION PROGRAM The purpose of the rotation program is to allow students the opportunity to experience various supervisors and their research in order to make an informed choice regarding with whom they would like to continue their graduate studies. Rotations Rotations are only available to begin for September admission. Rotations are 8 weeks in duration, during which the student works closely with the supervisor or a member of the research team as part of an ongoing study, as well as focusing on their required course work 5. Three rotations and at least two of the three required courses should be completed by the middle of the second semester. Additional elective courses (1 for MSc and 2 for PhD) will be taken after consultation with the permanent supervisor (i.e. after the rotation is complete). At the end of each rotation, there is no expectation of significant progress in research per se, but rather that both the student and faculty mentor would be able to judge whether there is a mutual interest in a permanent supervisory relationship. Arranging Rotations Students interested in rotations must register for the September term no later than the current registration deadlines 6. Students are encouraged to seek advice in choosing their rotations by directly contacting potential faculty supervisors, from current students, and the Graduate Program Director. Students may find out further information on faculty and their research interests at After the student has been recommended for admission to the VMS Graduate Program, the UCVM Graduate and Postgraduate Training Manager will coordinate student placement for the first two rotations, based on the student s ranked list of preferences from their on line admission. Supervisors would be under no obligation to have a rotating student if they are not interested in recruiting a student that year. While supervisors may not have funding available when the student is in a rotation with them, they assume the financial responsibility for See p.16 for further details

7 the student when the student takes permanent placement with them (see below). The assignment of the first two rotations will be based as much as possible on the preferences of the student, but choices may be constrained by the availability of space within a faculty members research program. In almost all cases, students will be assigned to at least one of their two top choices. If/when supervisors for the rotation can be confirmed, the student s admission will be forwarded to the Faculty of Graduate Studies for final review and official offer of admission (usually by mid July). If a rotation supervisor cannot be found, or the student no longer wishes to participate in the program, the student s application may be cancelled. Students will be informed of their rotation assignments by August 1st. The choice of the third rotation is entirely up to the student, and should not be made until after the program has started in September. As the student gains knowledge of the UCVM faculty, a more informed choice of a third rotation can be made. Third rotations are arranged through direct communication between students and potential supervisors. Students should have their third rotations arranged no later than one week before the end of the second rotation (at the end of December). As soon as third rotation arrangements have been finalized, the Graduate Program Director must be notified. Students who are still undecided on a supervisor after their third rotation may, with approval by the Graduate Program Director, choose a fourth rotation. During the third rotation, or any time prior to that, a student should make arrangements with their preferred graduate program supervisor for permanent placement. At that time, the student and the graduate program supervisor would begin to submit applications for financial support 7. All deadlines stated in the following policies and procedures would begin from the date the student completed their last rotation. Failure to Find a Permanent Placement If a student is unable to find a permanent thesis supervisor after completion of their rotations, he/she may be required to withdraw from the program. Admission to the program does not guarantee that a student will be accepted by a supervisor for their thesis work. That being said, it is extremely rare for an accepted student to fail to find a suitable supervisor. Financial Support During Rotations Students will be paid the standard stipend by the VMS Graduate Program during the rotation period (prorated to $20,000 per year = $10,000 for 6 months), unless they have received an external or internal award/scholarship (e.g., Dean s Excellence Scholarship) in which case the monthly value of the award will be deducted from the monthly rotation stipend. A condition of the rotation stipend is that the student is making progress on completing their required courses. Rotation students with an award in excess of the standard monthly stipend will not receive a rotation stipend, but will keep the full value of their award during the rotation. After the rotation period, the student stipend becomes the responsibility of the student and permanent supervisor. Students who select their supervisor early and choose not to complete all three rotations would have the initial stipend curtailed, and the stipend becomes the responsibility of the student and the permanent supervisor. A letter from the supervisor, outlining their commitment to the training of the student, as well as their commitment to fund the student in accordance with the minimum VMS guidelines (at least $20,000 per year for the duration of their program) must be submitted to the Graduate and Postgraduate Training Manager. GRADUATE PROGRAMS AS PART OF RESIDENCY PROGRAMS UCVM is committed to the development of post graduate professional programs. Participation in residency programs will normally include the requirement for completion of a graduate degree in the Masters or PhD program. The graduate programs of residents are administered through the VMS Graduate Program (or other 7 7

8 appropriate program). The clinical portions of residency programs are administered through the Office of Community Partnerships. Normally, a joint supervisory committee that supervises both aspects of a student s training program will be established. 8

9 ADMINISTRATION AND SUPERVISION The VMS Graduate Program is jointly administered by UCVM and the Faculty of Graduate Studies. All policies and procedures relating to the VMS Graduate Program are first approved by the UCVM Faculty Council. However, the Faculty of Graduate Studies has final authority over all academic policies relating to graduate programs. GRADUATE PROGRAM DIRECTOR 8 The Graduate Program Director is a faculty member appointed by the UCVM Dean and is responsible for the overall direction of the graduate program and, through the UCVM Graduate and Postgraduate Training Manager and graduate program administrative assistant, for the day to day operations of the program. At the discretion of the UCVM Dean, the UCVM Associate Dean Research and Graduate Education may serve as the Graduate Program Director. The Graduate Program Director is accountable to both the Dean of the Faculty of Graduate Studies and the UCVM Dean. The Graduate Program Director s responsibilities include interpreting and implementing University and Faculty of Graduate Studies policies and regulations as they may apply to the program and its students and staff. Joint responsibility to both Deans includes regular review of program requirements, with revision as needed, and ensuring and enhancing graduate program quality. The accountability to the Faculty of Graduate Studies Dean includes ensuring that the rules and regulations of the Faculty of Graduate Studies and the University are followed within the program (as attested to by the Graduate Program Director s signature on documents), contributing to the periodic revision of those regulations through participation in Faculty of Graduate Studies Council and possibly its committees. The Graduate Program Director s responsibilities to the Dean of Graduate Studies include the following: A voting member of the Faculty of Graduate Studies Council Working with supervisors to ensure students complete degree requirements in a timely fashion; Mentoring students to apply successfully for external and internal scholarships; For programs involving a thesis, reviewing annual student progress reports and supervisors comments on these, and acting on the reports as needed; Reviewing other recommendations to Faculty of Graduate Studies from supervisory committees, and in general facilitating administrative matters as appropriate; Serving as the first resource in cases of disputes between student and supervisor; Ensuring that the allocation of graduate student support provided annually by Faculty of Graduate Studies is fully spent each year, in accordance with Faculty of Graduate Studies guidelines for those funds; Assisting applicants and students to identify appropriate supervisory committee members; Promoting the program within and beyond the University; Ensuring that the program s entry in the Graduate Calendar accurately reflects the program s approved requirements and course offerings; Service on Faculty of Graduate Studies Council committees as requested. To accomplish these, it will be appropriate for frequent consultation and collaboration with the UCVM Graduate and Postgraduate Training Manager and graduate program administrative assistant, and as required with the 8 FGS council minutes, 16 December 2010 ( 9

10 appropriate Associate Dean of Faculty of Graduate Studies and others. Accountability to the UCVM Dean pertains to operations of the program and includes: Working within the UCVM leadership group and reporting through appropriate channels to the Dean; Meeting enrolment targets that may have been agreed upon; Maintaining academic rigor in the program; Preparing an annual plan and budget for the support of graduate students in the program, and monitoring the budget; Reviewing and updating the policies and procedures; Serving as Chair of the Faculty of Veterinary Medicine Graduate Education Committee. However, if the Director role is held by the UCVM Associate Dean Research and Graduate Education, then the chair will be appointed by the UCVM Dean from among the membership of committee. GRADUATE EDUCATION COMMITTEE Purpose The powers of the Committee derive from UCVM Faculty Council. The purpose of the Graduate Education Committee is to provide guidance and make recommendations regarding the VMS Graduate Program, as well as other aspects of graduate and post graduate education associated with UCVM, to the Dean of the Faculty of Graduate Studies and UCVM Dean, as appropriate. Responsibilities and Duties The Committee will advise the Faculty, the UCVM Dean and the Graduate Program Director with respect to the development and delivery of the VMS Graduate Program; The Committee will recommend to the Graduate Program Director the admission, re admission, and transfer of graduate students into the VMS Graduate Program; Provide recommendations on graduate funding allocations and principles on scholarship competitions and internal and external awards for graduate students; The Committee will identify needs for and recommend graduate courses for inclusion in the VMS graduate training program; Review course proposals and calendar changes in accordance with university policy, and make recommendations to UCVM Faculty Council; Review and update the VMS Graduate Program policies and procedures, and make recommendations to UCVM Faculty Council; The Committee will advise and oversee the recruitment and mentorship of all graduate students working for UCVM faculty, regardless of which Graduate Program that they are enrolled in; The Committee will promote and oversee the recruitment and mentorship of undergraduate summer research trainees and postdoctoral fellows. Composition of the Committee The Committee will be composed of: i) Chair (Graduate Program Director; if the Director role is held by the UCVM Associate Dean Research and Graduate Education, then the Chair will be appointed by the UCVM Dean from among the membership of committee) (voting only in the case of a tie) ii) Representative from each of the four Departments who have experience in graduate education (appointed by the Departments)(voting) iii) A representative of new faculty members (appointed by the UCVM Dean) (voting) 10

11 iv) A current graduate student (nominated by the Veterinary Medicine Graduate Students Association) (voting) v) The Graduate and Postgraduate Training Manager (ex officio, non voting) vi) Graduate administrative assistant who shall act as recorder for the Committee GRADUATE AND POSTGRADUATE TRAINING MANAGER The Graduate and Postgraduate Training Manager is a staff position in the UCVM Office of Research and Graduate Education, reporting overall to the Associate Dean Research and Graduate Education, as well as the Graduate Program Director with respect to the VMS Graduate Program. The overall purpose of the position is to advance and support the graduate education and research training mission of the UCVM by supporting the creation, implementation, administration, management, evaluation and enhancement of the VMS Graduate Program as well as summer undergraduate, and post doctoral training programs in UCVM. In reporting to the Graduate Program Director, duties of this position include but are not limited to: i) Managing the recruitment, admissions and funding of graduate and summer undergraduate research students; ii) Managing operational aspects of the VMS Graduate Program including reporting requirements such as annual progress reports and reports from supervisory committee meetings; iii) Managing the awarding of graduate education and summer undergraduate research awards, internal and external; iv) Supporting the duties and activities of the VMS Graduate Program Director, as required to ensure their success; v) Actively identifying, organizing and managing activities to enhance the multifaceted education of research trainees, as well as to promote a sense of community; vi) Increasing the impact of UCVM research by helping to promote trainee interactions and highlighting trainee research success, both within and outside of UCVM. vii) Supervision of the day to day activities of the Graduate program administration assistant. GRADUATE PROGRAM ADMINISTRATOR The VMS Graduate Program Administrator is a staff position in the UCVM Office of Research and Graduate Education, reporting overall to the Associate Dean Research and Graduate Education, as well as the Graduate Program Director with respect to the VMS Graduate Program. With respect to the VMS Graduate Program, duties of this position include but are not limited to: i) First point of contact for existing and prospective summer research students, graduate students, other post graduate trainees, as well as faculty supervisors seeking information regarding research and graduate education. ii) Administration, review and processing of documents related to summer research students, graduate students, other post graduate trainees from the time of application, through admission, in program and graduation with respect to Faculty of Graduate Studies and UCVM. iii) Receipt and review of applications to the Veterinary Medical Sciences Graduate Program and UCVM studentship and fellowship awards competitions, and processing for review by Graduate and Postgraduate Training Manager and relevant committees. iv) Support all administrative needs of the Graduate and Post graduate Training Manager. v) Provide administrative support for Graduate Education Committee by scheduling meetings, helping to 11

12 develop agendas, distributing meeting packages, and acting as recording secretary. THE SUPERVISOR: CRITERIA AND DUTIES FOR SUPERVISION 9 Granting of Supervisory Privileges in the Veterinary Medical Sciences Graduate Program The Faculty of Graduate Studies approves the initial appointment of a faculty member to supervisory status allowing supervision in any graduate program, subject to recommendation by that program s Graduate Program Director 10. A faculty member who is new to the University of Calgary and wishing to supervise graduate students in the VMS Graduate Program must initially request supervisory status through the VMS Graduate Program Director, and should include an updated curriculum vitae highlighting their previous supervisory experience, and a cover letter stating the rationale for the request. Upon approval by the Graduate Program Director a written recommendation will be submitted for approval by the Faculty of Graduate Studies. Criteria for supervision in the VMS Graduate Program are as follows: i) Though not required, the supervisor normally has a recurring Academic Appointment at the University of Calgary; ii) The supervisor is actively engaged in research with an appropriate level of financial support to fund the proposed work of graduate students; iii) The supervisor commits to funding the stipend of graduate students for the duration of their studies in accordance with minimum stipends set out by the VMS Graduate Program 11 ; iv) The supervisor will be familiar with and adhere to the policies and regulations of the VMS Graduate Program and Faculty of Graduate Studies. Faculty members who have already received supervisory status at the University of Calgary in another graduate program and wish to supervise graduate students in the VMS Graduate Program, must also obtain approval by the VMS Graduate Program Director. Prior to approval, a University of Calgary faculty member s home program will be notified of their request. Supervisory status of faculty members: Faculty members will be granted supervisory status in the VMS Graduate Program in one of the following categories: A) Faculty members without previous experience of full time thesis based graduate students will require a co supervisor who has prior supervisory experience, until their first graduate student has successfully defended their thesis (for a Masters student), or candidacy exam (for a PhD student). B) Faculty members with prior satisfactory supervisory experience of full time, thesis based graduate students will have no supervisory restrictions. C) If a prospective supervisor does not hold a University of Calgary appointment, each instance of supervision or co supervision must be approved by the VMS Graduate Program Director and Faculty of Graduate Studies, and a co supervisor with supervisory experience who is a recurring faculty member must be appointed VMS Graduate Education Committee approved, 16 June Supervisor eligibility requirements 12

13 Any requests for changes in supervisory status must be made to the VMS Graduate Program Director by written request and must include an updated curriculum vitae that highlights graduate supervisory experience. Recommendations for changes in status will be reported in turn to the Faculty of Graduate Studies 13. Duties of Supervisors The supervisor acts both as a general mentor (with emphasis on guidance, instruction, and encouragement of scholarship and research) and as a judge of the graduate student s performance. Because of their own experience and involvement in research and related professional activities, supervisors should provide professional guidance and research stimulation to their students. A fundamental duty of the supervisor is to impart to their students the skills necessary to plan and conduct original research. Specific duties of the supervisor include: i) providing appropriate time commitment to the training of a graduate student for the complete duration of their studies; ii) developing a professional relationship with the graduate student conducive to research and intellectual growth; iii) providing constructive criticism to the graduate student in support of the highest standards of research and professional development; iv) working with the graduate student to establish a realistic timetable for the completion of the various requirements of their program of study; v) providing frequent and prompt comments on drafts of the research proposal and thesis, attempting to be critically constructive and encouraging; vi) scheduling the candidacy exam of PhD graduate students, and the committee meetings and thesis oral examination of MSc and PhD students. For further details on supervisory duties, all VMS Supervisors are encouraged to familiarize themselves with the Faculty of Graduate Studies Handbooks of Supervision for Doctoral and Master s Program Thesis based, and the Policy Governing the Relationship Between Supervisor and Student 14. Continuity of supervision throughout a graduate program is important to a graduate student s success. Except when applying for the VMS Rotation Program, graduate students must arrange a permanent supervisor for the duration of their program prior to acceptance into the VMS Graduate Program. The selection of a supervisor should be by mutual agreement between student and faculty member. During absences such as sabbatical or other leave, the supervisor must ensure that adequate supervision is provided to the graduate student 15. The supervisor must be officially appointed within one month after the initial date of registration by completing the Appointment of Supervisor and/or Supervisory Committee form 16 and submitting to the Graduate and Postgraduate Training Manager for review and signature by the Graduate Program Director. Approved forms will be forwarded to the Faculty of Graduate Studies for final review. Should a change in supervisor be required, the graduate student is required to meet with the Graduate Program Director to discuss the plan of action, and must officially record the change of supervisor by filling out the above form. CO SUPERVISORS In cases where a faculty member has Category A supervisory status (see above) but wishes to supervise a graduate student, there is a specific requirement that they find and appoint a senior co supervisor with For further information see and

14 previous supervisory experience. The role of the senior co supervisor is to provide supplementary guidance, instruction, and research stimulation on all duties as listed for the supervisor on a regular basis to both the supervisor and the graduate student. Graduate students whose project overlaps the expertise of two supervisors may also choose to have co supervision. In this case, one supervisor should be designated as the primary co supervisor. The co supervisory relationship benefits both the graduate student but also, in cases of faculty members who are new to supervising or who are new to UCVM, the junior supervisor can learn about program policies and approaches to supervision from the senior supervisor. Because of the latter benefits, new faculty are advised to become co supervisors of graduate students who are working with a senior faculty member, in cases where their expertise can benefit the student. This experience will help them in recruiting and advising students of their own and lend graduate teaching credentials to their curriculum vitae. Note also that a postdoctoral fellow, as defined in the University of Calgary Postdoctoral Fellow Policy 17, may also be appointed as a co supervisor. THE SUPERVISORY COMMITTEE 18 The Supervisory Committee is the primary vehicle for establishing and monitoring all aspects of the graduate student's program, and as such represents an independent element in the quality control of the graduate program. The supervisory committee functions to support both the student and supervisor, expanding the range of expertise and experience available to advise and assess the graduate student. The members of the supervisory committee will provide ongoing constructive criticism and discussion of the graduate student s ideas, methods, and performance, evaluation and encouragement; should be accessible to the graduate student for consultation and discussion; and should suggest other sources of information to the student. Committee members will serve on Candidacy Examination and Thesis Defense committees. In consultation with their supervisor(s), a graduate student s Supervisory Committee will be selected to include a minimum of two (for MSc students), or three (for PhD students) additional faculty members 19. If a student has a co supervisor, the supervisory committee will consist of the supervisor, the co supervisor, plus two (MSc) or three (PhD) additional members. In the case of the PhD committee, one member should come from outside the VMS Graduate program, and at least one member should have supervisory experience at the Doctoral level 20. At the discretion of the supervisor or the committee, additional members may be added, bearing in mind that 2 additional individuals must be added for the candidacy and defense examinations. Committee members may be any University of Calgary faculty member or non University personnel who have the appropriate expertise. Non University personnel may be approved to serve on supervisory committees by submitting a curriculum vitae to the Graduate Program Director for review and recommendation to the Dean of the Faculty of Graduate Studies 21. In the VMS Graduate Program, the Graduate Program Director must approve the composition of the committee no later than four months 22 after the initial date of registration to ensure the student will begin to receive guidance and feedback as early in their program as possible. It is the joint responsibility of the student 17 The Postdoctoral Fellow Policy defines a PDF as An individual, normally within 5 years of completion of a doctoral degree or 10 years of completion of an MD, DDS, DVM or equivalent, who is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path. The Postdoctoral Fellow Policy mandates that assistance with the supervision of graduate students requires the agreement of the Faculty Supervisor Handbooks of Supervision for Doctoral and Master s Program Thesis based; Granting of Supervisory Privileges 19 VMS Graduate Education Committee approved, 24 November Handbooks of Supervision for Doctoral Program Thesis based 21 Doctoral handbook, section 3.0 Doctoral supervisory committee _BW_6_Final_Revised March_15 11_Jd 2.pdf. FGS Calendar, Veterinary MEdical Sciences, (. Supervisory Assignments. 14

15 and supervisor to ensure the Supervisory Committee is formed within the deadline. This information will be forwarded to the Faculty of Graduate Studies. The Supervisory Committee will normally be chaired by the Supervisor, unless the Graduate Program Director recommends otherwise. Any changes to the composition of the Supervisory Committee require the completion of a revised Appointment of Supervisor and/or Supervisory Committee form 23 and the subsequent approval of the Graduate Program Director. VMS graduate students must meet with their supervisory committee within the first term (first four months) after initial registration to discuss topics including their proposed research, courses, and upcoming candidacy exam (for PhD students) 24. Since many decisions must be made in a graduate student s first year and it is critical to get off to a solid start, most graduate students will meet with their committee twice in their first year. Subsequently, students must meet with their Supervisory Committee at least once per year. At least one week prior to the meeting, the student will fill out and distribute a Veterinary Medical Sciences (VMS) Progress Report for Committee Meetings 25. This Report will allow the committee to review the progress of the student before the meeting, so the meeting time can primarily focus on discussion of the student s progress and their plan for the future. Minutes of committee meetings must be recorded by the Supervisor in order to clarify specific expectations to the student by filling out the Report of Supervisory Committee Meeting 26 form. Copies of the VMS Progress Report for Committee Meetings and Report of Committee Meeting must be completed and signed at the meeting by all members of the committee and the student. A copy must be forwarded to the Graduate and Postgraduate Training Manager to be inserted in the student s file. Any additional meeting minutes may also be forwarded for inclusion in the graduate student s file. Progress of the student will be monitored by the Graduate Program Director and any concerns will be dealt with in an appropriate fashion. Functions of the supervisory committee i) approve all aspects of the graduate student s program including course requirements; ii) approve the research proposal of the student (prior to 12 months for MSc, prior to months for PhD as a component of the candidacy exam 27 ) before it is submitted for final approval by the Graduate Program Director; iii) meet a minimum of once per year to assess the progress of the student in coursework and research; iv) meet at least three months prior to the Candidacy Oral Examination to discuss the scope of the Candidacy Examination and to suggest appropriate additional examiners (for PhD committees); v) at the appropriate time, provide approval to the student to proceed toward the thesis defense without further committee meetings (this approval is not necessarily an endorsement of the thesis research); vi) if a student drastically alters their direction or emphasis in their thesis research, a Supervisory Committee meeting will be called immediately to discuss proposed changes to the research proposal, anticipated time frame for proposed studies, and whether the changes will have a significant effect on completion of the thesis. Other considerations: Graduate students will have the opportunity to meet with the members of the Supervisory Committee in the absence of the Supervisor. If a graduate student's academic performance is judged to be below an acceptable standard as deemed by the members of the Supervisory Committee, this should be made clear to the graduate student in writing as early in the program as possible. Graduate students, upon recommendation of the Supervisory Committee, may be required to withdraw from the program for reasons of "unsatisfactory progress" VMS Graduate Education Committee approved, 24 November Appendix A 26 Appendix A 27 VMS Graduate Education Committee approved, 24 November

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17 POLICIES AND PROCEDURES ADMISSION 28 Admission to the VMS Graduate Program is formally granted by the Faculty of Graduate Studies. In addition to the Faculty of Graduate Studies minimum admission requirements 29, and requirements for international trainees 30, the Faculty of Veterinary Medicine requires the following: 1. A Baccalaureate degree** or its equivalent from a recognized institution with a minimum admission grade point average of 3.0 on a 4.0 grade point scale or equivalent, as well as a minimum of 3.0 during the last 2 years (60 credit hours) of undergraduate study; 2. Proficiency in the English language. Applicants whose primary language is not English are required to provide proof of proficiency in English, such as a minimum TOEFL score of 580 (written test), or 92 (internet based test), or a minimum IELTS score of 7.0. There is no general right of admission to graduate programs 31. All graduate programs have limited enrolment capacities, and meeting the minimum requirements does not guarantee admission. Each graduate program determines whether to recommend the admission of a particular applicant to the Faculty of Graduate Studies based not only on the applicant's credentials, but also on the availability of resources for supervision and research, departmental research objectives, program balance, and other such considerations. Applicants who do not meet the above requirements will only be considered under exceptional circumstances. In the VMS graduate program, applications are reviewed by the Graduate Education Committee and formally recommended for admission to the Faculty of Graduate Studies by the Graduate Program Director. In some instances, applicants who do not meet the admission standards may be advised to enrol in graduatelevel courses as an Open Studies student in order to improve their undergraduate record and to reach acceptable standards. If this is the case, the applicant will be required to meet with the Graduate Program Director in the Faculty of Veterinary Medicine prior to enrolling in Open Studies. International applicants that are applying from outside of Canada are not eligible for Open Studies. ** The Faculty of Graduate Studies requires a four year Baccalaureate degree or its equivalent as a minimum qualification for admission to graduate programs. While a DVM degree is not a requirement for entry into the MSc or PhD program in Veterinary Medical Sciences, trainees who have a DVM degree, or its equivalent from a foreign institution, would meet this minimum standard. One of the documents required for admission to the VMS Graduate Program 32, is a letter from the potential supervisor with a statement outlining their commitment to the training of the student, as well as their commitment to fund the student in accordance with the minimum VMS guidelines (at least $20,000 per year for the duration of their program). A formal Letter of Understanding outlining commitments and expectations of the supervisor (see below) may be submitted in place of a statement from the proposed supervisor in the admission process

18 It is highly recommended that a Letter of Understanding 33 be filled out and provided to the graduate student as soon as possible. The purpose of this letter is to ensure both the graduate student and supervisor are aware of the conditions of the graduate position prior to beginning their studies. The Graduate Students' Association Collective Agreement also stipulates that students should have an explicit description of duties, performance expectations, and hours to be worked in writing, kept on file in the student's department. Details and information provided in the Letter of Understanding will fulfill the requirement for a letter of commitment from the supervisor. All conditions of the letter are conditional prior to official acceptance of the student by the Faculty of Graduate Studies and the Veterinary Mecial Science Graduate Program. Applications to the VMS Graduate Program with all official supporting documents received by the posted deadlines will only be reviewed during one of the three review periods per year (March, June, or November) 34. Late applications will be reviewed during one of the next three review periods. REGISTRATION In accordance with the Faculty of Graduate Studies, all Graduate students must register annually, at the time of their registration anniversary 35. Registration ensures continuous standing in a program. Failure to register will result in automatic withdrawal. A Graduate student who fails to register by the deadline but wishes to continue in the same program may reactivate his/her registration by paying a reactivation fee of $ and completing a manual registration form 36. This must take place within four months of the registration date. First Year Registration Graduate students in their first year must complete the on line registration 37 through the myuofc portal through the PeopleSoft Trainee Center 38 before the fee deadline for that session 39. Please note that even if a new student is moving to Calgary and will arrive after the beginning of the registration term, he/she still responsible for registering and paying all associated fees. Students who do not complete this registration and pay fees before the deadlines will be withdrawn from the program. In addition, the Veterinary Medical Sciences Graduate Program also encourages the student and supervisor to review further topics such as intellectual property and professional development as soon as the student begins their studies. This will ensure both the student and supervisor are clear on their respective duties, roles and expectations to create a productive and successful learning environment 40. Subsequent Years Registration Graduate students must register annually on the anniversary of their first registration 41 by completing the online registration through the myuofc portal (this is done even if the student is not taking any classes). Prior to this registration, VMS Graduate Students must have submitted at least one VMS Progress Report for Committee Meetings 42 form and Report of Supervisory Committee Meeting form 43 (completed for each committee meeting, at least once per year). 33 Appendix A 34 VMS Graduate Education Committee approved, 8 September _Graduate_Calendar_Feb _Third_Edition.pdf, Registration Registration Initialization For an example of topics to be discussed, see the University of Western s Template for Creating a Letter of Understanding Appendix A 18

19 Transferring to the VMS Graduate Program from another Graduate Program Graduate students will be required to submit a Change of Program or Status form 44 to the Graduate and Postgraduate Training Manager. Students will be considered on a case by case basis by the Graduate Education Committee who will make recommendations to the Graduate Program Director. Final decisions will be made by the Faculty of Graduate Studies. Factors taken into consideration will include previous coursework/coursework to be completed, format of candidacy exam (for PhD students), and rationale for transfer. Program transfers must take place before a student s third annual registration 45. Transferring from MSc to PhD Within the first 18 months of first registration, and when a supervisor and supervisory committee feels the progress of a student is at a level consistent for Doctoral work, a recommendation may be made to the Graduate Program Director for the graduate student to transfer from the MSc to PhD program 46. Minutes of this meeting, a written recommendation signed by all committee members, and the Change of Program or Status form 47 are to be submitted by the supervisor to the Graduate and Postgraduate Training Manager. Students will be considered on a case by case basis by the Graduate Education Committee who will make recommendations to the Graduate Program Director. A revised Appointment of Supervisory Committee 48 form completed and signed by the student and supervisor may also be required. If the change is approved, the Graduate Program Director will submit a letter of recommendation for the change in status to the Dean of the Faculty of Graduate Studies. It is recommended that the transfer be effective in the month of the student's Annual Registration to facilitate the calculation of tuition fees. The student should be made aware that transferring to a PhD will affect their tuition fees as they will pay full program fees until the term immediately following successful completion of their candidacy exam 49. A student transferring from the MSc to the PhD program is expected to fulfill the minimum expectation of the three required courses (VETM600, VETM601, VETM605 or equivalent) and two additional graduate level courses prior to completing their PhD candidacy 50. The student will be required to write and defend their research proposal, appropriate for a PhD project, and complete other requirements of the candidacy exam within 6 months of transferring 51. It should be noted that the defence of the MSc thesis, normally required by 12 months, does not qualify as the candidacy exam. Transferring from PhD to MSc Program Students who are in the PhD program, even after successful completion of the candidacy exam, may elect to transfer into an MSc program if circumstances change. This should be discussed at a meeting of the supervisory committee and minutes of this meeting including a written recommendation signed by all committee members, and the Change of Program or Status form should be submitted to the Graduate Program Director. PROGRAM TIME LIMITS 52 Expected completion time for full time study towards an MSc is two years, with a maximum time of four years. Graduate students in full time PhD programs are expected to complete in four years with a maximum time of six years. Only under unusual circumstances will the Graduate Program Director recommend that the Dean, Faculty of Graduate Studies, grant an extension beyond the program time limits. Otherwise, the graduate student will be required to withdraw from the VMS Graduate Program. 43 Appendix A _Graduate_Calendar_Feb _Third_Edition.pdf, Program Transfer 46 VMS Graduate Education Committee approved, 1 December VMS Graduate Education Committee approved, 1 December Time limits 19

20 When an extension is granted, the graduate student is no longer guaranteed funding and will work out arrangements with their supervisor independently. The student will make arrangements with their supervisor in regards to the completion of their thesis. When an extension is not granted, a student may continue to work on the thesis but there is no expectation that funding will be provided by the supervisor. With the approval of their supervisor, the student may then reapply for admission to the VMS Graduate Program for the semester in which they plan to defend their thesis. RESIDENCY REQUIREMENTS 53 It is recognized that for field studies or international research, students may be required to do work outside of Calgary. However, graduate students enrolled in the VMS Graduate Program are normally expected to have a minimum residency at the University of Calgary of one term during their first year of studies. Any exceptions must be approved by the Graduate Education Committee. This will ensure students are present to participate in their required courses and establish a connection with their research peers and supervisor(s). Students are required to return to the University of Calgary at least once per registration year for their annual committee meetings, candidacy exam (for PhD students), research in progress seminars, and thesis defense. Every attempt will be made to accommodate students to participate in the seminar series and other required courses through videoconferencing or suitable alternative methods, although the presentation of the students Research in Progress seminar must be done in person. Permission for this minimum residency must be requested in writing and will be dealt with on a case by case basis by the student s supervisory committee, and approved by the VMS Graduate Program Director. For extended absences of students, the program of study and accommodations required for a student to complete the program (courses, seminar series) must be addressed in a letter at the time of admission by the student s supervisor and subsequently approved by the VMS Graduate Program Director. STIPENDS/FINANCIAL SUPPORT Full time graduate students in the VMS Graduate Program will be offered a stipend of at least $20,000 per year for the duration of their program (normally 2 years for MSc and 4 to 5 years for PhD students). Stipend funding comes from a variety of sources, including grants, external salary awards, teaching assistantships, and UCVM graduate scholarships 54. Further information on funding opportunities can be found at Veterinary Medical Sciences Differential Fee Reimbursement Policy 55 International students are required to pay an additional differential fee, which is equivalent in value to their International student tuition fee 56. International students registered in the VMS Graduate Program will be directly reimbursed the full value of their differential fee each year (i.e. it will be deposited as a scholarship in to the same bank account as their stipend). While graduate students may be approved by the Graduate and Post Graduate Training Manager to set up a payment plan 57 to pay tuition and general fees on a monthly basis, students are responsible for paying their own fees (tuition and general) by the deadlines stated in the Graduate Calendar 58 so that no late charges are incurred. 53 VMS Graduate Education Committee approved, 29 July VMS Graduate Education Committee approved, 8 June Fees and Expenses

21 International graduate students will be directly reimbursed the full value of their differential fee as follows 59 : Term Fall (September to December) Winter (January to April) Spring (May to June) Summer (July to August) Date of reimbursement September 25 th January 25 th May 25 th May 25 th Funds will be returned provided that the following conditions are met: New graduate Students: 1. Must accept their offer of admission from the Faculty of Graduate Studies, and initialize their registration on line so their fees are assessed. 2. Must also complete the required paperwork with their faculty supervisor to establish payment of stipend and other funds such as the differential fee reimbursement by direct deposit. 3. Must also provide proof of valid student visa by the first day of their first term, and if not in attendance during the first two weeks of their first term, provide expected date of arrival. Current Graduate Students 1. Must have initialized their registration so their fees are assessed. 2. Must be in good standing with the Faculty of Graduate Studies and Veterinary Medical Science program policies and procedures. 3. Must have paid their tuition for the previous term IN FULL. Students who do not meet the above conditions will not be reimbursed of their differential fee. If a student subsequently meets the above conditions, their differential fee will be reimbursed in the following term. International students whose tuition is paid for by an external organization (i.e. government) must contact the Graduate and Postgraduate Training Manager to determine if it is possible for their differential fees to be reimbursed. EMPLOYMENT WHILE REGISTERED IN A GRADUATE PROGRAM Graduate students may hold Graduate Assistantships (Teaching or Non teaching) 60. UCVM and other programs in the University of Calgary provide some Graduate Assistantships Teaching designed to provide faculty and teaching technical staff with additional support for teaching in both the undergraduate and graduate programs, and enhance the training of graduate students by providing them with opportunities to participate in teaching in a structured and mentored environment in which they have the chance to develop and improve teaching skills. In addition to adhering to the agreement between the Governors of the University of 59 Effective September funding/more info 21

22 Calgary and the Graduate Students Association 61, the Faculty of Veterinary Medicine has additional requirements as described below 62 : 1. The needs for teaching assistants in the undergraduate (DVM) program are assessed and approved by the UCVM Associate Dean Curriculum. The needs for teaching assistants in the VMS graduate program are assessed and approved by the UCVM Associate Dean Research and Graduate Education. Consideration will be given as to whether the teaching needs are best met by employment of a graduate teaching assistant, as opposed to use of technical staff, considering the goals of the Graduate Assistantship Teaching Program. The quality of the experience for the Graduate student will also be considered. 2. During their teaching duties, graduate teaching assistants will report to the Discipline Teaching Support Team Leader and receive direction from the faculty member acting as Course Coordinator. 3. Graduate teaching assistants should receive formal training in teaching as well as written assessments of their abilities after completion of their teaching duties from both the Course Coordinator and the Discipline Teaching Support Team Leader. The details of the training and assessment should be included in the original application to fund a graduate teaching assistantship. This will be reviewed and monitored by the Associate Dean Research & Graduate Education. Please [email protected] for an application and details on posting. 4. Graduate students are encouraged to take formal training in teaching through the University prior to taking on their teaching duties ( 5. All Graduate students supervised by UCVM faculty should be eligible to receive a Graduate Assistantship Teaching. Students within 6 months of completing their thesis work should, however, receive endorsement from their graduate Supervisory Committee and the UCVM Associate Dean Research and Graduate Education, in order to ensure that the teaching obligations do not impede the completion of the thesis research work. 6. Graduate teaching assistants will be identified through an open process in which formal applications are made by candidates, with the knowledge and support of their graduate supervisors. 7. The value of the award should reflect teaching contact time with students (both formal and informal), preparation time, involvement in course assessment, and training. 8. The intention is that Graduate Assistantships Teaching will used to supplement the stipends that graduate students receive for their thesis research work, not in place of them. If a graduate supervisor decides, with agreement of the graduate student, to reduce their stipend during the period of teaching because the time commitment will significantly reduce progress in research, the stipend reduction should not exceed the amount of the Graduate Assistantships Teaching compensation defined as stipend and must not include the amount defined as salary, as outlined in Schedule A of the Graduate Assistantships (Teaching/Non teaching) agreement. 9. Graduate Teaching Assistantships will be awarded based balancing the dual criteria of: a. expertise, teaching experience or potential of the candidate b. opportunity to enhance graduate student experience of as many graduate students as possible 10. Following the Graduate Student Association Guidelines, a formal Offer of Appointment contract shall be filled out, signed and submitted to the Office of Research and Graduate Education and other required parties (please [email protected] for further information). Holders of Faculty of Graduate Studies or UCVM awards must not hold paid employment that entails 450 or more hours per year (~8.5 hours per week) or accept full time employment while their award is active. Awards 61 Graduate Assistantships (Teaching/Non teaching) agreement (1 May 2011), 62 UCVM Curriculum Office (July 2009), UCVM Office of Research and Graduate Education (July 2011) 22

23 may be cancelled without notice if the terms and conditions under which they are granted are not met. Any payment made during a period in which they were not eligible to hold the award must be reimbursed. 63 EVALUATION OF VMS GRADUATE STUDENTS It is expected that students in the VMS Graduate Program will maintain high levels of performance throughout the duration of their program. It is the primary responsibility of the supervisor to ensure that the graduate student is performing at an acceptable level through regular group or individual meetings (preferably weekly) with the student 64. Consistently unsatisfactory performance by students may result in a requirement to withdraw from the VMS Graduate Program. In the VMS graduate program a student s performance will be evaluated on: course work a research proposal presentation at yearly research in progress presentations and journal clubs annual supervisory committee meetings annual progress reports annual meetings with the Graduate Training Manager 1. Course Requirements Mandatory courses: In addition to the requirements of the Faculty of Graduate Studies 65, the following courses are mandatory for all VMS MSc and PhD students: VETM 600: Seminars in Veterinary Medical Sciences This course will present effective oral presentation skills during a workshop, as well as provide feedback on annual seminars presented weekly by UCVM research trainees to the Faculty during the Veterinary Medicine Research in Progress Seminars. The workshop is centered on first year graduate students although is open to all graduate students and postdoctoral fellows that are supervised by UCVM faculty members. Attendance and presentation at the seminar series is mandatory for all UCVM research trainees and will fulfill the presentation requirements for this course. This half credit course is held weekly (1 hour sessions) from September to April each year. VETM 601: Professional Skills in Health Science Research This is a series of workshops focusing on skills essential for success in health science research including, research integrity, grant writing, verbal and written communication of research discoveries and career development and options. This course is open for credit to graduate students, as well as to postdoctoral fellows and new faculty with permission of course coordinator. Course consists of a series of workshops addressing topics of interest. Experts from different fields will be brought in to discuss their perspectives, and promote discussion. This halfcredit course is held every two to three weeks (3 hour sessions) from September to April each year. VETM 605: Research Design and Methods in the Health Science* This is an introductory course in experimental design and statistics centered on first year graduate students working in the health sciences. This half credit course consists of weekly 2 hour sessions over 13 weeks (one semester) that combine lecture, small group work, and supervised discussion time for students to prepare their proposals. The course is open for auditing with permission of course coordinator Standards of Performance

24 * or a suitable alternative Further course requirements: MSc students must take at least one additional graduate level 3 credit ( half ) course, and PhD students must take at least two additional graduate level 3 credit courses, appropriate to their field of study and approved by their supervisory committee. These additional courses must be at the 600 or 700 level. Normally, only one directed study course may be taken. If necessary, the trainee's Supervisory Committee may recommend credit for undergraduate courses provided they are relevant to the area of study, but only one 500 level course may be taken. A passing grade or B is required in all courses 66. Veterinary Medical Science graduate courses are listed in the Faculty of Graduate Studies Calendar 67. Current course offerings can be found through the myuofc portal 68. All courses carrying the VETM designation are available for trainees from the other Graduate Programs. Graduate courses offered by other Faculties may also be appropriate for trainees enrolled in Veterinary Medical Sciences. Please refer to the Faculty of Graduate Studies Calendar for additional course offerings. Trainees are encouraged to take as many courses as necessary to obtain the basic knowledge required for their research. The Supervisory Committee must approve the courses required by the trainee. If required, during the first two months of their program, trainees should take the WHMIS and Radiation Safety courses (offered through Safety Services 69 ), and the relevant portions of MDSC 603, Use of Laboratory Animals in Biomedical Research (coordinated by the Animal Resource Centre). Successful completion of these requirements will be noted on the Annual Progress Report. Passing grade requirements: Students should note that while "B " is the minimum passing grade in any one course for students in the Faculty of Graduate Studies, a grade point average (GPA) of at least 3.00/4.00 must be maintained in each year of program in order to graduate 70. A student who receives a "B " or lower in two or more courses, or whose GPA at the annual registration anniversary falls below 3.00 will be required to withdraw unless the Graduate Education Committee and supervisor recommend otherwise. A student who receives a grade of F will normally be required to withdraw unless the program recommends otherwise. 2. Research Proposal The VMS Graduate Program requires all MSc and PhD students to defend a Research Proposal to their supervisory committee. A copy of the final version of the proposal will be kept in the student s file. For MSc students, this should normally occur within 12 months after initial registration in the program 71. The MSc proposal should be approved by the Supervisory Committee and submitted to the Graduate and Postgraduate Training Manager appended with the Research Proposal Approval form, signed by the graduate student, supervisor/co supervisor, and all committee members. All MSc students switching to a PhD must present and defend a revised proposal to their Supervisory committee within six months of program transfer as a component of their candidacy exam. For PhD students, the defense of the proposal is part of the candidacy exam. All components of the candidacy exam should normally be completed within months of first registration (for further details see the following section entitled Doctoral Candidacy Exam ) Student Standing Student standing 71 VMS Graduate Education Committee approved, 1 December

25 Any major deviations in an MSc or PhD graduate student s research from the proposed work should be approved by their Supervisor and Supervisory Committee, and documented by appending a brief, revised proposal. Proposals should be no less than 10 and no more than 20 typed, double spaced pages (excluding references and figures), using 12 point Times New Roman or 11 point Arial font. Margins will be 1 inch on all sides. A research proposal should consist of (not necessarily in the following order): 1. Abstract: a half to full page summary. 2. Research Question: at the beginning, clearly set up the proposal with a well defined, realistic and manageable research question. 3. Significance: why are the proposed studies important to perform, and how will they contribute original results to the field. 4. Introduction: Background information from relevant scientific literature, including critical evaluation of previous work performed on the research topic. The literature search should remain focused on the specific topics that will be researched, and methods used. 5. Hypothesis: Based on previous observations (by the student or other researchers), what are the expected results? 6. Objectives and Aims: A clear statement of the overall objectives and specific aims of the proposed research program. 7. Description of Experimental Plan including Methods: A brief discussion of the methodology and model system (if any) to be used in the implementation of the proposal. Describe expected results briefly and make note of potential pitfalls that could be encountered and an alternate plan of action should the proposed research not work, or to corroborate the results that will be obtained. Indicate the necessity of planned research. 8. Collaborations: state any collaboration that will occur, being clear on the role of the student versus the collaborator. 9. Timeline: Plan out which experiments will be tackled first, and an estimate of how long they will take to complete. This will help to prioritize and keep the student on track. 10. Initial results: Summarize original results already obtained by the student. Comment on how they laid the ground work for future studies. 11. Summary and Significance: A half to full page highlighting what is proposed, the research aims, and an indication of the contributions to scientific knowledge that should result from the research. 12. Literature Cited: use a computer program to aid in referencing material. 3. Research in Progress Seminars and Journal Clubs At the Veterinary Medicine Research in Progress Seminar Series, all UCVM research trainees (graduate students, postdoctoral fellows, research associates, interns) present their current research and gain valuable feedback on their presentation skills. As a teaching and learning experience, trainees will also be required to provide feedback to their fellow trainee presenters. Attendance and presentation at this seminar series is mandatory for VMS graduate students and will fulfill the seminar presentation requirements for graduate students in VETM600. Trainees are also expected to attend and present annually at a regular journal club series, organized through a group of supervisors, or their Department. 25

26 4. Supervisory Committee Meetings 72 In the VMS Graduate Program, students must meet with their supervisor/co supervisor and supervisory committee within their first term of registration (4 months). As many decisions must be made in a graduate student s first year and it is critical to get off to a solid start, most graduate students will meet with their committee twice in their first year. Subsequently, students must meet with their Supervisory Committee at least once per year. The supervisor and graduate student are responsible for scheduling all aspects of the committee meeting. At this first meeting, topics such as proposed research, courses, and upcoming candidacy exam (for PhD students) must be discussed. Follow up meetings must occur at least annually, or at the request of the supervisor or student. At least one week prior to the meeting, the student will fill out and distribute a Veterinary Medical Sciences Progress Report for Committee Meetings 73. This report will allow the meeting time to focus on discussion of the student s progress and plan for the future, rather than just a review of the student s progress. At the meeting, the student will give a short presentation highlighting their progress since the last committee meeting. It is acknowledged that at the first meeting the student will primarily be presenting a proposed plan of their project for feedback from the committee members. The VMS Graduate Program also requires the Report of Supervisory Committee 74 form to be filled out at each Committee Meeting. This form, together with the VMS Progress Report for Committee Meetings, and any additional minutes taken (if any), are to be submitted to the Graduate and Postgraduate Training Manager within one week of any Supervisory Committee meetings. The purpose of the Report of Supervisory Committee form is to ensure the student is aware of the level of satisfaction of all committee members in both the progress of the student s research, as well as their knowledge of required topics. verification by committee members is acceptable in place of signatures. Progress of the student will be monitored by the Graduate Program Director and any concerns will be dealt with in an appropriate fashion. For students in the PhD program, the Report of Supervisory Committee should outline plans for completion of the candidacy exam prior within the first months of initial registration in the program. 5. Annual Progress Reports The Faculty of Graduate Studies requires that the supervisor and graduate student jointly submit an Annual Progress Report on the student s performance, annually by the end of May. This is an on line report, accessed through the graduate student s myuofc portal. The graduate student will submit the report on line for review by the supervisor and then the Graduate Program Director. The graduate student then acknowledges that he/she has reviewed these comments. In addition, VMS graduate students are also encouraged to submit the VMS Confidential Trainee Report 75 to the Graduate and Postgraduate Training Manager. The purpose of this report is to provide the graduate student with an opportunity to report on aspects of their program not commented on in the Faculty of Graduate Studies on line Annual Progress Report, such as their supervisor, supervisory committee, and training environment. 72 Handbook of Supervision and Examination, section 5.2 part III: Doctor of Philosophy/Doctor of Education; Handbook of Supervision and Examination, section 4.2, part II: Thesis based Master s degree, _Graduate_Calendar_Feb _Third_Edition.pdf ( Annual Reports ) 73 Appendix A 74 Appendix A 75 Appendix A 26

27 If the Progress of the graduate student is deemed unsatisfactory by the Supervisor, and/or the Graduate Program Director, the student and/or supervisor are required to meet with the Graduate Program Director to discuss the appropriate steps to be taken to ensure that satisfactory progress is resumed. It is the responsibility of both the graduate student and supervisor to ensure that the reports and required forms are submitted on time. If there are extenuating circumstances in submitting the report on time the supervisor should consult with the Graduate Program Director. A withhold may be placed on graduate students who fail to submit their reports on time. The withhold will be removed when the completed report has been submitted. The Progress Report submitted at the end of the second year of an MSc program or the fourth year of a PhD program must include a detailed timeline, approved by the Supervisory Committee, outlining any additional work required for the degree, and estimates of when the work will be completed. 6. Meeting with the Graduate and Postgraduate Training Manager All Graduate Students will meet with the Graduate and Postgraduate Training Manager at least once per year to review their progress. The primary purpose of this meeting is to provide an opportunity for the student to reflect on the work they have accomplished and to discuss any concerns they may have. DOCTORAL CANDIDACY EXAM The candidacy exam is an examination of the Faculty of Graduate Studies, and is for Doctoral students only. The purpose of the candidacy exam is to ensure that the candidate has the ability to understand, evaluate, and critically assess background in theoretical concepts, current research findings, and experimental approaches in their field of thesis research and related topics. The candidacy exam should also focus on the graduate student s ability to design and theoretically conduct research of high quality in their particular fields of study. Admission to candidacy is an acknowledgement that a graduate student is prepared to devote their full attention to their thesis research. All rules and regulations pertaining to the Doctoral candidacy exam can be found in the Handbook of Supervision and Examination: Doctoral Program 76. In the event of a conflict, the Faculty of Graduate Studies rules supersede any procedures stated below. The candidacy exam: written component The candidacy exam for VMS PhD students will consist of a written research proposal and oral component. The purpose of the written research proposal is to ensure the student is capable of writing a proposal, and is competent in designing original research plans, and has the background knowledge in their field and methods required for their proposed area of research. Thus, while it is understood the graduate student may use documents previously written by the supervisor (i.e. grant applications, etc.) to assist with their writing, the research proposal is to be written by the student. The research proposal is also not expected to have completed results and may contain preliminary data. The research proposal shall consist of maximum 20 page (double space) document, excluding references and figures, and will include a relevant literature summary of the graduate student s field of study and description of proposed research 77 (see the previous section entitled Evaluation of VMS Graduate Students, 2. Research Proposal for more details). As the proposal is written in the beginning of the graduate student s program, it is understood that the final thesis may deviate from the original proposal presented during the candidacy exam VMS Graduate Education Committee approved, 11 August

28 The candidacy exam: oral component The oral exam is formal and limited to the graduate student and the exam committee. The Dean of Graduate Studies or their representative, and the VMS Graduate Program Director may attend the exam without prior notice. In the Veterinary Medical Sciences Graduate Program, the oral part of the exam is based both on the written proposal and all relevant related topics assigned by the exam committee. Therefore, it is required that the candidacy is completed early in the student s program, normally within months after the start of the program 78. The oral exam is not a defense or a critique of any preliminary data presented. The oral exam should be scheduled one week after submission of the written proposal to the exam committee. The purpose of the oral exam is to allow the graduate student to defend their written proposal, as well as to ensure their knowledge in thesis and related areas is sufficient. Topics and questions during the examination must be related to the proposed research but may also be in areas beyond the graduate student s immediate research area as outlined in the Candidacy Exam Preparation form 79. If the written component is failed, the oral will still proceed to give the candidate the chance to defend their written proposal and deal with other questions. The assessment of the candidate takes place immediately following the oral exam and is based on the overall performance in all components of the exam. Prior to the candidacy exam Within the first term (4 months) of initial registration, the PhD student must have a supervisory committee established, and have had a preliminary meeting where coursework and an outline of the research proposal have been discussed. At this meeting, the Report of Supervisory Committee Meeting form 80 will be filled out to provide initial advice to the student on their proposed research. Prior to the exam, all mandatory program requirements must be completed, including the completion of coursework with a minimum grade point average of 3.0/4.0. The supervisor is responsible for the scheduling of all aspects of the examination. The Notice of Candidacy Oral Exam 81 form must be submitted by the supervisor to the Graduate and Postgraduate Training Manager no earlier than 12 weeks, but no later than at 6 weeks before the scheduled date of the oral exam. This notice must include: time, place of exam, name of recommended members of the examining committee for the Faculty of Graduate Studies to approve, and signatures of the student and supervisor. Upon confirmation of completion of all degree requirements, the Graduate Program Director will appoint a Neutral Chair, and sign the form and submit to the Faculty of Graduate Studies (copying to the supervisor/co supervisor, and student) within four weeks of the exam. So that the candidate may be clear on the expectations of their examination committee members, and to know which scientific areas they should be competent in, the examination committee (minus the Neutral chair) must meet with the student (preferably in a group meeting) to discuss these matters at least 12 weeks prior to the oral exam. To assist the committee, the supervisor may provide a list of topics which the committee may use as a basis for discussion. The graduate student may also provide a summary of their research prior to and/or at the meeting, especially to assist the new external examining members with selecting topics. The graduate student, supervisor/co supervisor, and exam committee will discuss and complete the Candidacy Exam Preparation form 82, and submit to the Graduate and Postgraduate Training Manager for placement in the student s file. The purpose of the Candidacy Exam Preparation Form is to document the arrangements and expectations of the graduate student, the supervisor/co supervisor, and committee members. This document must be received no 78 VMS Graduate Education Committee approved, 1 December Appendix A 80 Appendix A Appendix A 28

29 later than 12 weeks prior to the proposed date of the oral candidacy exam, and will become a permanent part of the student s academic record. Composition of the candidacy exam committee The examination committee will consist of the supervisory committee plus two additional members. In the VMS Graduate Program candidacy exam, the supervisor/co supervisor will attend the exam as non voting members. It is the responsibility of the supervisory committee to meet at least 4 months prior to the oral exam to discuss suitable extra members. The VMS program encourages at least one of the additional two members to come from outside of UCVM or at least the student s home Department. Persons who are not board appointees of the University of Calgary may serve on the candidacy committee. In this case, the curriculum vitae of the member should be submitted to the Graduate Program Director who, on approval, will make a recommendation to the Dean of Graduate Studies. Additional members must have no conflict of interest with the student 83. The committee will also consist of a Neutral Chair, a non voting member of the academic staff who is appointed by the Graduate Program Director. No changes on the composition of the examination committee may be introduced without prior approval from an Associate Dean or Dean of Graduate Studies. The Faculty of Graduate Studies must also be informed of any changes in the scheduling of an examination. Deadlines for taking the candidacy oral examination The VMS Graduate Program normally requires all PhD students to complete the requirements for candidacy within months of initial registration. In cases where the nature of the research work (e.g. extended field work) and/or availability of courses makes this timeline difficult to achieve, a request for extension including proposed timeline should be requested in writing to the Graduate Program Director. If an extension is not granted and a candidacy examination is not completed, a withhold of services (such as printing of transcripts, registering for courses, etc) will be placed on the student s record. This withhold will be removed when a date for an examination is formally scheduled, and the Graduate Program Director recommends to Faculty of Graduate Studies that the examination be held. How to prepare for the candidacy exam The candidacy exam can be one of the most stressful moments for a PhD student. Although one may feel they can never fully prepare for the exam, below are a few steps a student may take to help minimize the stress: Talk to each of the committee members on an individual basis well before the exam starts. Ask them specifically what they expect. Find out about their research interests and backgrounds as they are likely ask questions on areas they are most familiar with. Talking to the committee may also provide insight into how the faculty members think and thus the types of questions they may ask. This preparation may help to better anticipate the type of questions the committee members are likely to ask. Set up a timeline for writing and studying. Make sure to factor in extra time for unexpected delays. Read a variety of grant or research proposals from fellow graduate students, postdoctoral fellows, and supervisors. This will help to provide an idea as to the amount of detail required for the proposal. To complement fellow researcher s grants or proposals, pick up any granting agency's grant writing policies/recommendations booklet (e.g. CIHR, NSERC,). Organize one or more practice oral exams with your supervisor, fellow graduate students and/or postdoctoral fellows. This will ensure you keep on track with your study timeline, as well as practice with answering questions out loud

30 Discuss with other graduate students and postdoctoral fellows the process and types of questions asked during their exam. This knowledge will help you feel more comfortable in your exam as you will be more prepared as to what to expect Conduct of the candidacy oral exam Students may only bring their written proposal (with no additional markings) and a laptop to the exam to allow for the projection of figures included in the research proposal. The student should also bring white board markers or other writing utensils to aid in answering questions. To begin the exam, the Neutral chair will review procedures of the exam with committee members to ensure proper policies and procedures adhered to. The Neutral chair will also minute the conduct of the examination so advice may be given during the deliberation of the committee, to report results to students, and provide complete and accurate feedback to the candidate and supervisor. Only the exam committee may ask questions. The first round of questions will primarily focus on questions derived from the research proposal. The second round will be on more general knowledge in areas as outlined by the committee on the Candidacy Exam Preparation form. Questions should be clear and succinct and the student given reasonable time to answer. If the question was understood but the student is unable to answer, the examiner should pass to another question and not attempt to extract an answer by prolonged interrogation, or by leading the candidate. The student is encouraged to ask for clarification if they are unsure of any questions. The Neutral chair should guard against the tendency of examiners to interact with each other instead of concentrating on the examination. The exam shall not exceed two hours (this does not include deliberation time). The Neutral Chair will preside over the candidacy and report the results to the student. They will also give a report to the Graduate Program Director and ensure it is also submitted to the Faculty of Graduate Studies within 24 hours of the examination. This report shall include a few exams questions so as to be able to build up a bank of typical candidacy exam questions for future candidates to review. Post candidacy exam procedures At the end of the candidacy examination, the student and supervisor/co supervisor will be asked to withdraw from the room for deliberation of the exam committee. Before any discussion of the candidate s performance, each examiner must identify, by secret ballot, which recommendation (pass/fail) they favour. This procedure provides the committee with a frame of opinion upon which to base a full discussion of the student s performance. The examiners then conduct a post examination discussion, in which the Graduate Program Director, and the Dean of Graduate Studies or the Dean s representative may participate, although they have no vote. After the final vote, each examiner must record a recommendation of pass or fail on the official Faculty of Graduate Studies Report of Candidacy Oral Examination form 84. Every effort should be made to reach a unanimous recommendation. Should the outcome of the final vote include one negative vote, the candidate will pass. Should the outcome include two or more negative votes, the committee s recommendation to the Dean of Graduate Studies will be fail.the Neutral Chair must inform the student of the committee s recommendation immediately following the vote of the examination committee. The Neutral Chair will record the final recommendation of pass or fail on the Report of Candidacy Oral Examination form which must be submitted to the Graduate Program Director and the Dean of Graduate Studies within one working day of the completion of the examination. Candidacy exam failures Should the outcome include two or more negative votes, the committee s recommendation to the Dean of Graduate Studies will be fail. Within five working days of the failed examination, the Neutral Chair must submit a written report of the examination procedures to the Dean of Graduate Studies and copy it to the

31 Graduate Program Director. Within five working days of the examination each committee member must also provide a confidential written report to the Dean of Graduate Studies explaining the reasons for his/her vote and copy it to the Graduate Program Director and the Supervisor. After consultation with the Supervisor, the Graduate Program Director then summarizes the essential points to the student, copied to the Supervisor. The final decision will be at the discretion of the Dean of Graduate Studies. If the Dean of Graduate Studies upholds the recommendation to fail, the student will be allowed one retake of the examination. The student may also elect to transfer to the MSC program prior to the re take exam. Only one re take of a candidacy examination will be permitted. The re take must take place no sooner than two months and no later than six months from the date of the first examination. Normally the composition of the committee will remain the same. In reporting the results of the second examination, the committee will be limited to recommending either a pass (i.e., no more than one negative vote), or fail. A recommendation of fail requires that within five working days each examiner must submit a confidential written report to the Dean of Graduate Studies, copied to the Graduate Program Director and Supervisor, detailing the reasons for his/her vote. Within five working days, the Neutral Chair must also submit a written report of the examination procedures to the Dean of Graduate Studies, copied to the Graduate Director. If the Dean of Graduate Studies upholds the recommendation to fail after the re take of the exam, the student will be required to withdraw from the Faculty of Graduate Studies. Further details may be found in the Doctoral handbooks 85. THESIS Ultimately, the thesis must be the student's own work. Editing should take place as part of a learning process, and as a collaboration between the student and their supervisor and other academics in the University. Working with a student to teach them how to edit the thesis is part of a learning experience; having a thesis professionally edited is not acceptable 86. Specific guidelines must be followed when writing a thesis. Information on formatting, as well as printing, binding and distribution of theses may be found online at the Faculty of Graduate Studies Thesis Guidelines 87. The Graduate and Postgraduate Training Manager will have copies of theses from past VMS Graduate Students available for review to assist current students in writing their own. In general, a thesis should be a coherent document. This means that if a thesis contains separate manuscripts, there needs also to be an introductory and concluding chapter that explains how these separate manuscripts fit together into a unified body of research. If previously published materials are included, it should be stated what exactly is the student s own work and what work was done by other researchers. While it is expected that a portion of the thesis could be the basis for a publication, the supervisor and examiners should recognize that even an excellent thesis may not be perfect in all respects, and is not a prerequisite for acceptance of the thesis as a partial fulfillment of the requirements for the degree. The thesis submitted to the members of the examination committee for final examination must be in all respects a final, complete copy and not a draft. The student must ensure that the thesis is in the hands of the examiners at least three weeks prior to the proposed date of the oral examination. DEFENSE The thesis oral examination is an examination of the Faculty of Graduate Studies. All rules and regulations pertaining to the thesis defense may be found in the Faculty of Graduate Studies Masters and Doctoral

32 handbooks 88. In the VMS Graduate Program, the final thesis defense for MSc and PhD degrees will consist of a one hour public seminar followed by an open oral examination. A student who has successfully completed all requirements of the VMS Graduate Program and the Faculty of Graduate Studies has the right to submit and defend a thesis even if doing so may be contrary to the advice of the Supervisor. Prior to the thesis exam The Supervisor is responsible for all scheduling in regards to the thesis oral examination. The official Notice of Thesis Oral Examination form 89, indicating the title of the thesis, the time and place of the examination, the names of the recommended examiners, and confirming that the candidate has completed all program requirements, must be received by the Graduate Program Director six weeks prior to the time of evaluation, so it may be received in the Faculty of Graduate Studies office at least four weeks prior. The membership of the examination committee must be approved by the Faculty of Graduate Studies. A Notice of Thesis Oral Examination form, bearing the names, but not signatures of the graduate student, the Supervisor, the Graduate Program Director, and the Dean of Graduate Studies or designate will be posted at least two weeks before the date of the examination outside of the Office of Research and Graduate Education. The Graduate Program Director will ensure that copies of the notice are sent to the student and to members of the examination committee 2 weeks prior to the defense. The student must ensure that the thesis is in the hands of the examiners at least three weeks prior to the proposed date of the oral examination. The examination begins when the thesis is distributed. The examiners should not discuss the thesis or their evaluation of it with each other (or anyone else) prior to the oral examination. The Examiner s Report on Thesis 90 is considered a confidential document and must not be shared with the candidate or the other examining committee members before the final decision of the examining committee. The form is submitted to the Chair of the Examining Committee at the beginning of the oral examination and serves as the record of the quality of the thesis prior to any corrections or amendments. The final thesis oral examination is open, but only the examiners may question the graduate student. The examiners deliberations are private and confidential. Only the Neutral Chair, the examining committee, and, if present, the Graduate Program Director and the Dean of Graduate Studies or the Dean s Representative may be present. Composition of the thesis exam committee The thesis oral examination committee shall consist of: the student s Supervisor (and Co Supervisor) the members of the Supervisory Committee at least two other examiners, one of whom shall be external to the Veterinary Medical Sciences Program and the other external to the University 91. The composition of the committee must be approved by the Graduate Program Director and approved by the Dean of Graduate Studies. No changes in the composition of examination committees may be introduced without prior approval from an Associate Dean of Graduate Studies or the Dean of Graduate Studies. The Faculty of Graduate Studies must be informed of minor changes in the scheduling of the examination (e.g., for illness or weather). Changes of more than two weeks will need prior approval by the Faculty of Graduate Studies Handbooks of Supervision, Thesis Oral Examinations 32

33 The external examiners must meet the following criteria: If from within the University of Calgary, they must have a Board appointment outside the student s program but within the professorial ranks, and have expertise in the student s research area or a closely related field; If external to the University of Calgary, they must have a well established research reputation, expertise in the area of the student s research, and experience in evaluating theses at a graduate level. In addition, the external examiners must: Not have collaborated with the supervisor in the last five years; Not be related to the student, nor have worked with the student; Not have been a supervisor in the student s department or program for the last three years. An external examiner who does not meet all the criteria is not necessarily precluded from serving on the examining committee, but the Graduate Program Director must provide the Dean of Graduate Studies with a memo explaining the circumstances. Non Board appointees to examination committees may be designated as external examiners with the approval of the Dean of Graduate Studies. Persons who are not Board appointees of the University of Calgary may be approved to serve on thesis oral examination committees. A recommendation to the Dean of Graduate Studies by the Graduate Program Director for such an appointment must be accompanied by a curriculum vitae. The examination is chaired by a neutral member of the academic staff appointed by the Graduate Program Director. He/she is not a member of the examining committee and is non voting. The Neutral Chair presides over the thesis oral examination and reports the results to the student. The Neutral Chair gives the report to the Graduate Program Director who ensures that it is submitted to the Faculty of Graduate Studies within 24 hours of the examination. Conduct of thesis oral exam Normally, final thesis oral examinations are open, but only the examiners may question the student 92. The examiners deliberations are private and confidential. Only the Neutral Chair, the examining committee, and, if present, the Department/Program Head and the Dean of Graduate Studies or the Dean s Representative may be present. Before the oral examination, each examiner is required to prepare an assessment of the thesis on the official Examiner s Report on Thesis form. These assessments are to be submitted to the Neutral Chair of the examination committee before the oral examination begins. The assessments are CONFIDENTIAL: they are not to be made available to the student or to the examination committee before the final recommendation of the examination committee. After the examination, the Neutral Chair should submit the reports to the Graduate Program Director who ensures that they are forwarded to the Faculty of Graduate Studies. After the examination, the graduate program must make the Examiners Reports available to the student, upon request. Prior to the oral exam, the candidate will present a 1 hour seminar (~45 minutes talk, ~15 minutes questions) which is open to the Faculty and general public. The exam committee will refrain from asking questions at this public seminar. This will be followed by a brief break (~10 15 minutes) where there will be no interaction between the candidate and exam committee. The oral examination is a formal examination, not an informal discussion with the candidate. The oral examination should not exceed two hours. This does not include deliberation time of the committee. No one other than an examiner (as identified on the Notice of Thesis Oral Examination form) is allowed to question the candidate. All examiners must be given an opportunity to question the candidate early in the examination, e.g., by rounds of questioning lasting no longer than 2 hours in total. Examiners editorial comments on the thesis should not be discussed at the oral examination. It is recommended 92 Format of Final Thesis Oral Exam 33

34 that each examiner hand the student a list of any such comments for post examination final thesis revisions immediately after the exam is complete. Questions to the candidate should be relevant to the subject matter of the thesis, and should be clearly and succinctly phrased in order to minimize doubt in the candidate s mind as to what is being asked. The student should be given reasonable time to answer. If the student has understood the question but cannot answer, the examiner should pass to another question and not attempt to extract an answer by prolonged interrogation. The Neutral Chair should guard against any tendency of examiners to interact with each other instead of concentrating on the examination of the candidate. Post defense exam procedures At the end of the thesis oral examination, everyone except the Neutral Chair, the members of the examination committee, the Department/Program Head or designate and the Dean of Graduate Studies and/or Dean s representative, is required to withdraw from the room. Before any discussion of the candidate s performance, each examiner must identify, by secret ballot, whether he/she favours recommending a pass or fail on each of the thesis and the oral defense. This procedure provides the committee with a frame of opinion upon which a full discussion of the student s performance may then be based. Thesis examinations must be judged to be either acceptable or unacceptable with respect to the thesis itself and, with respect to the oral defense, if the thesis is judged acceptable. Following a count of the straw vote the Neutral Chair will facilitate a post examination discussion in which the Department/Program Head and the Dean of Graduate Studies or their representatives may participate although they have no vote. At the conclusion of the discussion, each examiner must write his/her final recommendation on the official Report of Master s Thesis Examination form. Unanimous decisions are required for both the thesis and the oral defense. Decisions and signatures: 1. If the unanimous final decision is that the thesis conforms to the requirements for the Masters or Doctoral thesis then all members of the examination committee shall sign the signature page except the Supervisor, who will sign after reviewing and approving any necessary minor corrections on behalf of the committee. 2. If the unanimous final decision is that the underlying research reported in the thesis is judged to be sound, but the presentation of or analysis in the research requires attention that one or more members of the examination committee wish to review personally, then those members will not sign the approval page until they have seen and approved the revisions. Other members of the committee should sign immediately after the examination. The Report of the examination should specify who has withheld his/her signature. 3. If the examining committee unanimously determines that the underlying research is not acceptable, then the examination committee recommends a failed thesis to the Dean of Graduate Studies. In each case, the committee recommendation must be reported to the Dean on the official Report of Master s/doctoral Final Examination form within one working day of the completion of the examination. Immediately following the conclusion of the examination, the Neutral Chair must report the outcome to the student. If the examiners are unable to achieve unanimity regarding one or both components, there must be no further discussion regarding that component of the examination and the Neutral Chair must immediately inform the Dean of lack of unanimity. The final decision will be at the discretion of the Dean of Graduate Studies. 34

35 Failed thesis and or defense: The final decision will be at the discretion of the Dean of Graduate Studies. Should the Dean of Graduate Studies uphold the recommendation of fail, the candidate will have a second opportunity to present and defend an acceptable thesis. No judgment should be made on the oral defense, because the revised thesis will need to be defended anew. If the examiners fail to arrive at a unanimous final recommendation, the Neutral Chair must adjourn discussion on this component of the examination, and that same day inform the Dean of Graduate Studies of lack of unanimity. The final decision will be at the discretion of the Dean of Graduate Studies. Further details may be found in the Masters and Doctoral handbooks 93. Convocation clearance A final PDF copy of the thesis must be submitted to the Graduate and Postgraduate Training Manager. Upon release by the student, the thesis will be available to future students to aid them in writing their own. The names of the candidates who have successfully completed the final thesis oral examination will not be added to the convocation list until the Faculty of Graduate Studies receives two unbound copies of the thesis and a Departmental Clearance Form. Students will continue to be assessed continuing fees until cleared for convocation. 94 PROGRAM TIMELINES Graduate students and their supervisors should use the following tables as a guide. In cases where the nature of the research work (e.g. extended field work) and/or availability of courses makes this timeline difficult to achieve, a request for extension including proposed timeline should be requested in writing to the Graduate Program Director. The student and the supervisor share equally the responsibility that each requirement is met within the set time limits. All forms can be found on line or, in the Appendix, or by contacting the Graduate and Postgraduate Training Manager. Students in the Rotation program, or who transfer from a Masters to a PhD are encouraged to meet with the Graduate and Postgraduate Training Manager to discuss any potential changes to their program timelines. (Note: GTM=Graduate and Postgraduate Training Manager)

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37 MASTERS STUDENTS: **May of each year** the Faculty of Graduate Studies on line Annual Progress Report and the VMS Confidential Trainee Report are due. Date Action Completed? Start of Program 1. Registration (first year) Before 1 month Before 4 months Before 4 months Before 12 months At 12 months Before 18 months Before 24 months At 24 months Before 36 months At 36 months Before 48 months 1. Formally appoint supervisor/co supervisor, FGS Recommendation for Approval of Supervisor and/or Supervisory committee form signed and submitted to GTM 1. Establish supervisory committee, FGS Recommendation for Approval of Supervisor and/or Supervisory committee form signed and submitted to GTM 1. Submit VMS Progress Report for Committee Meetings to committee for review (at least one week before meeting, and to GTM after committee meeting) 2. Meet with supervisory committee to discuss proposed research, coursework, etc 3. Submit signed Report of Supervisory Committee Meeting form to GTM 1. Defend Research Proposal to supervisory committee (submit signed Approval of Research proposal form to GTM) 2. Submit Proposal to GTM 3. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) Transfers to PhD program should normally be complete by 18 months. NOTE: you will need to present and defend a revised proposal as part of your candidacy exam, the candidacy must be completed within 6 months of transfer. 1. Meet with supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) **discuss timeline for completion of requirements of degree** 2. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with Supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with Supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. Meet with GTM to discuss previous and next years accomplishments (*course requirements must be complete to proceeded to defense) 3. MSc. Thesis defense (maximum time limit) 37

38 PhD STUDENTS: **May of each year** the Faculty of Graduate Studies on line Annual Progress Report and the VMS Confidential Trainee Report are due. Date Action Completed? Start of Program 1. Registration (first year) Before 1 month Before 4 months Before 4 months Before 12 months At 12 months Starting 3 months before candidacy Between months Before 24 months At 24 months Before 36 months At 36 months Before 48 months At 48 months Before 60 months At 60 months Before 72 months 1. Formally appoint supervisor/co supervisor, Recommendation for Approval of Supervisor and/or Supervisory committee form signed and submitted to GTM 1. Establish Supervisory committee, Recommendation for Approval of Supervisor and/or Supervisory committee form signed and submitted to GTM 1. Submit VMS Progress Report for Committee Meetings to committee for review (at least one week before meeting, and to GTM after committee meeting) 2. Meet with supervisory committee to discuss proposed research, coursework, etc 3. Submit signed Report of Supervisory Committee Meeting form to GTM 1. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 2. *If candidacy exam is not scheduled until closer to 24 months, a committee meeting is advised to ensure the student is on track* 1. Meet with candidacy exam committee to discuss topics for exam (at least 3 months before oral exam), submit Candidacy Exam Preparation form to GTM 2. Submit Notice of Candidacy Oral Exam form to GTM (no earlier than 12 weeks and no later than 6 weeks before the scheduled date of the exam) 3. Submit Research Proposal to exam committee (at least 1 week before oral exam) and to GTM (after completion of the exam). Candidacy oral exam: defend research proposal to supervisory committee (*program requirements including courses must be complete before proceeding to candidacy) 1. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. Meet with GTM to discuss previous and next years accomplishments 1. Registration (for subsequent years) 1. Meet with supervisory committee (submit VMS Progress Report for Committee Meetings and Report of Supervisory Committee Meeting forms to GTM as above) 2. PhD thesis defense (maximum time limit) 38

39 Further information on the following topics may be found on the Faculty of Graduate Studies webpage ( APPEALS ABSENCE FROM PROGRAM WITHDRAWLS GUIDELINES FOR RESOLVING TRAINEE SUPERVISOR CONFLICT/GRIEVANCE POLICY WITHOLDS AND ADMINISTRATIVE PROCEDURES FOR DEALING WITH LATE DOCUMENTS 39

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41 Appendix A: Forms Specific to the VMS Graduate Program A copy of all letters or forms to be filled out may be found at or Once signed, please send the original to the Veterinary Medical Sciences Graduate Program, TRW Room 2D09. All documents will become a permanent part of the graduate student s record. (Conditional) Letter of Commitment (sample) Due: as a component of admission, or within 1 month of first registration (suggested). The purpose of the Letter of Offer is to ensure both the graduate student and supervisor are aware of the expectations of each other within the research setting. The conditions in the letter are to be discussed and agreed upon prior to signing by both graduate student and supervisor(s). All conditions of the letter are conditional if presented to the graduate student prior to being accepted by the Faculty of Graduate Studies and the Veterinary Mecial Science Graduate Program. VMS Progress Report for Committee Meetings Due: after each committee meeting. The purpose of the Progress Report for Committee Meetings is to allow the meeting time to focus on discussion of the student s progress and future plans, rather than just a review of the student s progress. Report of Supervisory Committee Meeting Due: after each committee meeting (within 4 months of first registration, and subsequently at least once per registration year). The purpose of the Report of Supervisory Committee Meeting is to document the academic and research progress of the graduate student any time the student meets with the Supervisory Committee. Any concerns from the student, supervisor, or committee members should be discussed and a recommendations for action determined. Signing the letter acknowledges a responsibility by both the graduate student, supervisor, and/or any committee members specifically mentioned to address all issues by any deadlines set. VMS Confidential Trainee Report Due: at the same time as the Faculty of Graduate Studies on line annual progress report in May of each year. The purpose of the Confidential Trainee Report is to provide the graduate student with an opportunity to report on aspects of their program not commented on in the Faculty of Graduate Studies on line Annual Progress Report, such as their supervisor, supervisory committee and training environment. Research Proposal Approval (for Masters students only) Due: within 12 months of first registration. The purpose of the Research Proposal Approval form is to ensure the proposal of the Masters student is at an adequate level, and any revisions that are required are noted for the student. Signing the letter acknowledges a responsibility by both the graduate student, supervisor(s), and/or any committee members specifically mentioned to address all issues by any deadlines set. Candidacy Exam Preparation (for Doctoral students only) Due: no later than 3 months prior to the proposed date of the oral candidacy exam. The purpose or the Candidacy Exam Preparation Form is to ensure the graduate student, the supervisor(s), and committee members are aware of the arrangements and expectations of each other. The terms of the letter must be reviewed and discussed during a meeting where the student is present. 41

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43 Date <<sample Letter of Committment: to be printed on letterhead, may be modified>> Supervisor s name and address Dear <<Name>> I am pleased to offer you a graduate position in my research group in the Faculty of Veterinary Medicine s Department of <<dept>> at the University of Calgary to pursue your <<Masters, PhD>> studies. This offer is contingent on (you completing the requirements of your previous program <<insert details if necessary>>, and) being accepted by the Faculty of Graduate Studies and the Veterinary Medical Science Graduate Program <<and (if applicable) upon receiving your student visa and study permit>>. The expected completion time for full time students in a Masters program is 2 years and maximum completion time is 4 years. The expected completion time for full time students in a PhD program is 4 years and maximum completion time is 6 years. You will be collaborating on <<include a brief description of the research activities in which the student will be involved as well as any other responsibilities such as teaching/presentations>>. As a trainee in my research group, I will support and supplement your training through <<include details on training offered, your availability for meetings, etc>>. <<Include a statement on your expectations of hours in the lab (when taking classes and not taking classes), and if applicable, the time off you will grant for writing their research proposal, and the studying component and written component of a PhD students candidacy>>. I will also support your attendance at journal clubs, research in progress talks, and other relevant seminars as these are an integral and required part of your studies. <<Add any requirements or ensure you have discussions on personal use of internet at work, working from home, etc.>>. <<Add any requirements you may have or support you will offer to International students for English training (i.e. English for Academic Purposes ( Graduate students in the Veterinary Medical Sciences Graduate Program are guaranteed a minimum stipend of $20,000 per year which may come from a variety of sources including the supervisor s grant, University awards, or external scholarships. Prospective graduate students supervised by Faculty of Veterinary Medicine faculty members are eligible to apply for several studentships and scholarships ( I would also suggest you apply for <<name of scholarship>> as your research fits well with the award. Although you are to be the primary person filling out the award applications, I will provide you with assistance and ensure all sections that I am required to fill out or submit will be completed in a timely manner. Should you be successful in securing external funding your guaranteed minimum stipend will be raised to <<$22,000.>> <<outline what YOU will do if the student receives a major external award (i.e. will you provide a top up?), or if they secure a small award (i.e. if they secure an award of less than $5,000 they can keep the money, or it will be deducted from their stipend), or if they are a post professional student>>. If you have not secured your own funding at anytime throughout your studies, I will pay you <<at least $20,000>> from <<my operating grant, other>>. <<Include as applicable any other funds available for conferences/ relocation etc. >> Because you will be a trainee rather than an employee, your stipend will not be subject to withholding by the University for Canada Pension Plan (CPP), Employment Insurance (EI), or income tax. Also, for a trainee, paid leave is not mandatory; however, as your faculty supervisor, I agree with you taking << X>> weeks off per year for personal reasons. If you are an Alberta resident you will be covered by the Alberta Health Care Insurance Plan (see In addition, you will be provided with a moderate health and dental plan, which is paid for through your student fees. For students without a Canadian provincial coverage, Alberta Health Care is a MANDATORY requirement before the Graduate Extended Health & Dental plans can be effective. Please contact Alberta Health Care to obtain provincial coverage: 43

44 As with all members of the campus community, you will be expected to observe and to conduct yourself according to all University of Calgary policies. These policies may be found on the University of Calgary website at Further information on living in Calgary, getting started at the university and graduate studies in the Faculty of Veterinary Medicine can be found at To indicate your acceptance of these arrangements, please sign a copy of this letter and returning it to me by <<date>>. Otherwise, this offer will be withdrawn. Once signed and returned, I will sign the letter and send you a copy. If you have any questions regarding this offer, please do not hesitate to contact me at << /phone number>>. Sincerely, <<Faculty member s name and position>> ACCEPTANCE: I have read, understood and accept the offer of appointment as outlined above. Student name printed Student signature Date Supervisor name printed Supervisor signature Date Co Supervisor name printed (if applicable) Co Supervisor signature Date 44

45 Veterinary Medical Sciences Progress Report for Committee Meetings Student to submit progress report to committee one week in advance of meeting Date and Location of Meeting: Name of Student: Start Date: Name of Supervisor: Name of Co Supervisor: 1. Please note completion of or expected date of completion of program requirements below: Complete, or expected date of completion Coursework VETM600 VETM601 VETM605 1 st additional half course 2 nd additional half course (PhD only) Other additional half courses Defence of Proposal (MSc only) Candidacy Exam (PhD only) Thesis defence (by 12 months) (between months) (norms 2 years MSc, 5 years PhD) 2. Please describe your progress in reverse chronological order under the following headlines (note accomplishments since the last committee meeting with an asterisk): a. Publications b. Presentations (conference) c. Research in Progress talks d. Awards and Scholarships e. Teaching activities (list courses, dates, required hours, etc) 3. Please provide a brief summary of your research accomplishments since the last committee meeting. 4. Please provide a brief summary of your research plan for the next 6 12 months. *additional pages may be added as necessary* 45

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47 Veterinary Medical Sciences Report of Supervisory Committee Meeting *Evaluation of Graduate Student* page 1 of 3 Date of Meeting: Name of Student: Name of Supervisor: Name of Co Supervisor: 1. Have the recommendations from the last meeting been addressed? 2. Evaluation of graduate student s progress (considering stage of program): Scientific knowledge: basic concepts and methods COMMENTS Scientific knowledge: thesis specific Ability to apply knowledge Motivation/effort Research skills Independence/Creativity Time management Judgment Progress since last meeting Other (define) 47

48 Veterinary Medical Sciences Report of Supervisory Committee Meeting *Evaluation of Graduate Student* page 2 of 3 3. Are there any specific concerns about the student (if yes, please list)? 4. Are there any specific concerns about the project (given the expected completion time of 2 years for an MSc and 5 years for a PhD)(if yes, please list)? 5. Please outline the specific recommendations for the student to address the concerns listed above (including method to address, the primary contact for assistance, and an expected timeline for completion, attach additional pages as necessary): 6. Please outline the plan for completion of the program: Coursework VETM600 VETM601 VETM605 1 st additional half course 2 nd additional half course (PhD only) Defence of Proposal (MSc only) (by 12 months) Candidacy Exam (PhD only) (between months) Thesis defence (norms 2 years MSc, 5 years PhD) Complete, or expected date of completion 6. Any additional comments? 48

49 Veterinary Medical Sciences Report of Supervisory Committee Meeting *Evaluation of Graduate Student* page 3 of 3 Acceptance and signatures Your signature below denotes you have read, understood, and to the best of your abilities will follow the recommendations you are responsible for as outlined on the previous two pages. signature is acceptable. Only one committee member may be absent, and if so the reason for their absence must be noted. Student name printed Student signature Date Supervisor name printed Supervisor signature Date Co Supervisor name printed (if applicable) Co Supervisor signature Date Committee member name printed Committee member signature Date Committee member name printed Committee member signature Date Committee member name printed Committee member signature Date 49

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51 Veterinary Medical Sciences Confidential Trainee Report To be completed by the graduate student when completing the on line Faculty of Graduate Studies Annual Progress Report (May of each year) **Confidential** Name of Student: UCID: Name of Supervisor(s): Date: REPORT ON SUPERVISOR Please feel free to fill out the following report. If there are any topics of concern, we advise you to first meet with your supervisor to address these issues and plan a method to resolve them. Information on this form will assist the VMS Graduate Program Director in their selection of UCVM Supervisor Graduate Training and Teaching Awards. No Comment Strongly Disagree Neutral Strongly agree Your supervisor has established a professional working relationship Your supervisor has created a positive working environment Your supervisor responds in a timely manner to your questions, drafts of papers, etc You have adequate guidance on choosing courses You have adequate guidance on applying for scholarships and other funding Your project is suitable for your level of experience and manageable for your level of program Your expected hours of work are appropriate You have access to the necessary reagents/equipment to support your research Your supervisor has discussed career opportunities with you ADDITIONAL COMMENTS: Please add any additional comments you may have in regards to your supervisor, your supervisory committee, and your research/learning environment (additional pages may be added if necessary): REPORT ON VMS GRADUATE PROGRAM: Please comment on any aspects of the VMS Graduate Program. If you would prefer this section to be anonymous you may leave any comments in a sealed envelope in the Dean s Office with the envelope labeled VMS Graduate Program Review (additional pages may be added if necessary). 51

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53 Veterinary Medical Sciences Research Proposal Approval (for MSc students only) page 1 of 1 Date: Name of Student: Department: Name of Supervisor(s): Department: The Research proposal for the above mentioned student has been: accepted with minor comments and revisions accepted with the following conditions and revisions: Conditions: The Supervisor will review and approve the revisions A meeting with individual members of the Committee (list below) is required to review and approve the revisions A second Supervisory Committee meeting is required to review and approve the revisions Revisions (please list): Student name printed Student signature Date Supervisor name printed Supervisor signature Date Co Supervisor name printed Co Supervisor signature Date Supervisory Committee member name printed Supervisory Committee member signature Date Supervisory Committee member name printed Supervisory Committee member signature Date Supervisory Committee member name printed Supervisory Committee member signature Date 53

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55 Veterinary Medical Sciences Doctoral Candidacy Exam Preparation page 1 of 2 Date: Name of Student: Department: Name of Supervisor(s): Department: PROPOSED DATE OF EXAM: What will be the areas of study for the Candidacy Exam? Please be as helpful as possible (for example, noting textbooks, chapters in textbooks, authors, etc that the student should be familiar with). The chart below may be used as a guide. Additional rows may be added as necessary. Topic Level of Understanding 1. Textbook Current review articles Current Literature Suggested key references/textbooks: 2. Textbook Current review articles Suggested key references/textbooks: 3. Textbook Current review articles Suggested key references/textbooks: 4. Textbook Current review articles Suggested key references/textbooks: 5. Textbook Current review articles Suggested key references/textbooks: Current Literature Current Literature Current Literature Current Literature Will a mock exam be provided for the student (Yes/No)? If a mock exam will not be provided, what provisions have been made to prepare the student? Additional notes on meeting may be appended **Acceptance and signatures on the following page** 55

56 Veterinary Medical Sciences Doctoral Candidacy Exam Preparation page 2 of 2 ACCEPTANCE: I have read, understood, and accept the arrangements and expectations of the upcoming candidacy exam as outlined on the previous page. Student name printed Student signature Date Supervisor name printed Supervisor signature Date Co Supervisor name printed Co Supervisor signature Date Supervisory Committee member name printed Supervisory Committee member signature Date Supervisory Committee member name printed Supervisory Committee member signature Date Supervisory Committee member name printed Supervisory Committee member signature Date External member name printed External member signature Date External member name printed External member signature Date 56

57 NOTES 57