Biochemistry and Molecular Biology. Graduate Program Handbook

Transcription

1 Biochemistry and Molecular Biology Graduate Program Handbook Last Updated August 2015

2 BIOCHEMISTRY and MOLECULAR BIOLOGY GRADUATE PROGRAM TABLE OF CONTENTS History and Administration of the Biochemistry and Molecular Biology Graduate Program. 3 Policies and Procedures of the Biochemistry and Molecular Biology Graduate Program. 3 Admission 3 Registration. 3 Progress Reports... 3 Program Time Limits. 4 Program Standards and Requirements. 4 Course Requirements.. 4 Program Time Lines.. 5 Rotation Students.. 6 Supervisor and Supervisory Committee 7 Functions of Supervisory Committee. 9 Research Proposal 9 Evaluation of Graduate Students 10 Program Transfers. 11 Stipends.. 11 Employment While Registered in Graduate Program. 12 Absence from Program. 12 Withdrawals 13 Guidelines For Resolving Student-Supervisor Conflicts. 13 Doctoral Candidacy Examination 14 Doctoral Dissertation and Masters Thesis. 17 Appendix A: Withholds and Administrative Procedures for dealing with late Documents. 21 2

3 HISTORY AND ADMINISTRATION OF THE BIOCHEMISTRY and MOLECULAR BIOLOGY GRADUATE PROGRAM A graduate program in Medical Science was instituted shortly after the Faculty of Medicine at the University of Calgary was founded in Approval for the Faculty of Graduate Studies to award the M.Sc. degree in Medical Science was granted that year and for the Ph.D. degree in As a result of the internal review of the Medical Science graduate program, the Faculty of Graduate Studies approved the devolution of the Medical Science program and the formation of the graduate program in Biochemistry and Molecular Biology effective July 1, Currently, there are about 60 faculty members and 20 adjunct members in the Department of Biochemistry and Molecular Biology. They constitute one of the largest and strongest (external research funding and international acclaim) research departments in the Faculty of Medicine. In terms of graduate student involvement, the faculty members of the Department of Biochemistry and Molecular Biology have been the supervisors of over 100 students who have obtained their degrees since the inception of the Medical Science program. They continue to supervise approximately 80 graduate students and a large number of post-doctoral fellows. The Graduate Education Committee (GEC) sets the rules and procedures for the graduate program in Biochemistry and Molecular Biology (BMB). The GEC consists of the Graduate Program Director as Committee Chairperson, a Graduate Student Representative, the Head of the Department of Biochemistry and Molecular Biology, and at least one member from each of the department s research streams (Cell Signalling and Structure; Genomics, Proteomics and Bioinformatics; Molecular and Developmental Genetics; and Molecular Biology of Disease). The GEC sets rules for all BMB students irrespective of their research stream or Institute affiliation. The Graduate Program Administrator helps the Graduate Program Director implement the BMB graduate program, as set forth by the GEC. POLICIES AND PROCEDURES OF THE BIOCHEMISTRY and MOLECULAR BIOLOGY GRADUATE PROGRAM ADMISSION Admission into the BMB Graduate Program is competitive, and successful applicants are required to have a GPA of at least 3.3 (out of 4.0) during the last two years of their studies. In addition, applicants whose first language is not English must score at least 600 (written test), 250 (computer-based test), or 100 (internet-based test) on the TOEFL examination or have an IELTS score of 7.50, or a MELAB score of 84, or a PTE score of 70. These requirements are above those set by the Faculty of Graduate Studies. Applicants with either a BSc or MSc degree may be accepted into the PhD program if they have a strong application. Students accepted into the MSc program may transfer to the PhD program within two years of their first registration with the approval of their supervisory committee. Criteria for transfer to the PhD program are discussed below. REGISTRATION i) First Year Registration First year registration is completed online through the MyUofC portal. Registration must be completed within the first week of term. Details regarding online registration can be found in the University Calendar or the Master Timetable. ii) Subsequent Year Registrations Registration occurs annually on the anniversary of first registration. Details regarding online registration can be found in the University Calendar or on the Graduate Studies website: ANNUAL PROGRESS REPORT The Annual Progress Report is completed online and includes sequential contributions from the student, supervisor, and Graduate Program Director. It must be submitted each year of the program no later than May 31. It is the responsibility of both the student and supervisor to ensure that the Annual Progress Report is submitted on time. If the student has difficulty obtaining the supervisor s completed part of the form, or if there are other extenuating circumstances, the student should consult with the Graduate Program Director. A withhold may be placed on students who fail to submit their Annual Progress Report on time. The withhold will be removed when the completed report has been submitted. See appendix A (Withholds and Administrative procedure for dealing with late documents) for details. 3

4 The Annual Progress Report submitted at the end of the third year of an MSc program or the fifth 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, when the student will begin writing their thesis, and a tentative range of dates for the defence. PROGRAM TIME LIMITS BSc to MSc - four years BSc/MSc to PhD - six years These are the maximum time limits for the programs set by FGS. MSc students are generally expected to complete their program within 2-3 years while PhD. students are generally expected to finish within 4-5 years. Requests for program extensions must be made using the Program Extension Form that is available from the Faculty of Graduate Studies website. Justified requests that include all required information will be forwarded to the Associate Dean (Graduate Science Education) for approval. PROGRAM STANDARDS AND REQUIREMENTS In 1989, the Committee on Education of the International Union of Biochemistry (IUB) recognized that the tremendous growth and scientific development within the areas of biochemistry and molecular biology have led to a number of subspecialties and that scientists qualified to supervise professional training in this discipline now comprise quite a heterogeneous group of individuals. They also noted that, within this context, it is impossible to design a graduate program that is ideal for everyone. Nonetheless, the Committee on Education of the IUB did make recommendations regarding standards for the PhD degree in biochemistry and molecular biology that take into account the issues raised above. These recommendations state that: 1) The candidate should demonstrate a general knowledge of biochemistry and molecular biology and a detailed knowledge of the topics related to the area of research. 2) The candidate should be familiar with the literature of biochemistry and molecular biology and should have the ability to keep abreast of major developments and acquire a working background in any area. 3) The candidate should possess technical skills in laboratory manipulation. 4) The candidate should demonstrate skill in the recognition of meaningful questions in biochemistry and molecular biology, and 5) The candidate should demonstrate that oral and written communication skills have been acquired. The current graduate program in Biochemistry and Molecular Biology fulfills the standards outlined within these recommendations. Our course requirements enable the acquisition of general knowledge, and activities within the Institutes through thesis-based research and seminars are ideally suited to meeting objectives related to laboratory skills and detailed knowledge within a specific area. (i) Course Requirements In almost all cases, PhD students will be required to take at least three graduate level courses, and MSc students will be required to take at least two courses, although this can be modified by the Supervisory Committee. All BMB students are required to take one of the two BMB core courses (MDSC 721 Biochemistry and Molecular Biology, MDSC Advanced Genetics) at their first opportunity. Other courses required for each student will be selected by the student in consultation with the supervisor and/or supervisory committee, based upon academic background and proposed general area of research. The form entitled " GSE Course Requirements and Approval should be used as an aid. Each student is required to participate in both journal club and work-in-progress seminar programs administered by the Institute or Research Group to which the student and his/her supervisor belong, and the student will present at least one journal club seminar and one work-in-progress presentation per year. (ii) Research Requirements The PhD program is designed to provide graduates with the training and experience necessary to undertake independent research. Thus, it is expected that PhD students will perform research of a standard that is suitable for publication in internationally recognized journals. Also, it is expected that students in the PhD program obtain sufficient knowledge and expertise to critically evaluate research papers, write publication quality manuscripts, write acceptable research proposals, and give clear oral presentations. It is expected that MSc students will learn 4

5 to write a research proposal, critically evaluate research papers, give clear oral presentations, and independently perform the research experiments necessary to complete their thesis projects. PROGRAM TIME LINES Students should follow the section appropriate to them as a guide to what is required at each step. All students within one week of first registration need to complete their online registration. During the first two months of their program, all students are required to take the WHMIS and Radiation Safety courses (offered through Safety Services - call to register). Where appropriate, students should also arrange to take the relevant portions of MDSC 603, Use of Laboratory Animals in Biomedical Research (coordinated by the Animal Resource Centre at ). The student and the supervisor share equally the responsibility that each requirement is met within the set time limits. i) M.Sc. Student Time Line Start of program Before 3 months You should have selected a Supervisor by this time, unless you are in the rotation program (see below). Establish Supervisory Committee (submit signed form Recommendation for Approval of Supervisor and/or Supervisory Committee ) Before 6 months 1st Supervisory Committee Meeting Before 12 months At 12 months Before 15 months Before 24 months At 24 Months Before 36 months At 36 months Before 48 months 2nd Supervisory Committee Meeting - Present Research Proposal to Committee Submit final proposal and signed form Approval of Research Proposal to Program Office Meet with Supervisory Committee Meet with Supervisory Committee 1. Meet with Supervisory Committee 2. MSc Thesis Defence Annual Progress Reports must be submitted each year no later than May 1. ii) Ph.D. Student Time Line Start of program Before 3 months You should have selected a Supervisor by this time, unless you are in the rotation program (see below). Establish Supervisory Committee (submit signed form Recommendation for Approval of Supervisor and/or Supervisory Committee ) Before 6 months 1st Supervisory Committee Meeting 5

6 Before 12 months At 12 months Before 18 months At 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 2nd Supervisory Committee Meeting - Submit and Defend Draft Research Proposal to Committee Meet with Supervisory Committee Candidacy Exam. A final approved version of the research proposal must be submitted at least three months prior to the oral examination. Form available at, Meet with Supervisory Committee Meet with Supervisory Committee Meet with Supervisory Committee 1. Meet with Supervisory Committee 2. PhD Thesis Defence Annual Progress Reports must be submitted each year no later than May 31. iii) Guidelines for Rotation Students Students with a strong record accepted into the Biochemistry and Molecular Biology graduate program may choose to do rotations in different laboratories in the department, with the agreement of the lab head, before arranging a permanent supervisor. MSc rotation students will spend two months in each of two laboratories; PhD students have the option to do a third rotation. Only faculty members in the Department of Biochemistry and Molecular Biology are eligible to supervise rotation students. Students may arrange rotations with eligible faculty members within or prior to the first month of their graduate studies, but all rotations must be approved by the Graduate Program Director. It is the student s responsibility to inform the Graduate Program Director of their choice of labs. Once a Supervisor has been approved to take a rotation student, that Supervisor is committed to pay the student s stipend for the two month period. Requests to abbreviate the length of time spent in a particular lab rotation or to remain in the first rotation lab are strongly discouraged and must be discussed with the Graduate Program Director and the relevant supervisors. Once the student leaves the rotation program, they may not reenter it. It is strongly recommended that rotation students not make firm commitments for second or third rotations until after they begin their graduate program and have an opportunity to interact with faculty and students in the department. At or near the end of each rotation, the student may be requested to provide a written report on their findings during their time in the laboratory. The Supervisor will be required to submit a brief report. At the end of the rotation program, the student must select a permanent supervisor. An interim Supervisory Committee will be established for each rotation student within 2 weeks of registration. The committee will consist of the first rotation supervisor, the Graduate Program Director and 1 member appointed from the GEC. A permanent committee must be established no later than twelve months after initial registration. iv) Rotation Student Time Line At start of program 6

7 Spend 2 months in each of 2 or 3 laboratories during the first 4 to 6 months. By 3 months At 6 months (4 months for M.Sc.) Meet with Interim Supervisory Committee. Submit GSE Course Requirements and Approval Form Select Supervisor Before 9 months (7 months for M.Sc.) Establish permanent Supervisory Committee (submit signed form Recommendation for Approval of Supervisor and/or Supervisory Committee ) Before 12 months Supervisory Committee Meeting - Submit and Defend Research Proposal to Committee Subsequent steps are as described above - M.Sc. or Ph.D., whichever is appropriate. NOTE THAT THE TIME SPENT IN ROTATIONS DOES NOT EXTEND THE DEADLINES FOR CANDIDACY EXAMS AND THESIS DEFENSES. Annual Progress Reports must be submitted each year no later than May 31. v) Time Line for Students Who Transfer from MSc to PhD Use MSc or Rotation student time lines, except Supervisory Committee will recommend transfer before the 24th month in program, and then switch to PhD time line. SUPERVISOR AND SUPERVISORY COMMITTEE i) Supervisor Students entering the BMB graduate program typically have arranged a supervisor prior to beginning their program. Students who choose to enter the rotation program must select a permanent supervisor by the end of the 4-month (MSc students) or 6-month (PhD students) rotation period. The selection of a supervisor by a graduate student (and vice versa) is, perhaps, the most important decision he/she will make in his/her graduate program. The supervisor acts as an academic tutor who provides encouragement (and guidance) in scholarship and research for the intellectual growth of the student while at the same time providing constructive criticism to achieve high standards of research and professional development. The work in BMB is research intensive, technically-demanding and time-consuming. The supervisor may also be actively involved in his/her own research and professional pursuits within the same laboratory. Thus, there is likely to be frequent (ideally daily) interaction between the supervisor and student and the two need to be sufficiently compatible to provide an environment conducive to research productivity and intellectual growth. Thus, the selection of a supervisor should be by mutual agreement between the student and faculty member concerned. The Faculty of Graduate Studies policies on Supervisor/student relationships is found at ii) Supervisory Status a) Graduate student supervisors in the BMB graduate program are faculty members with academic appointments in the Department of Biochemistry and Molecular Biology. b) The Faculty of Graduate Studies approves the initial appointment of a faculty member to supervisory status and tracks the quality of supervision in the graduate program. c) Faculty members who have supervised and graduated either MSc or PhD students at the University of Calgary or another recognized institution will be granted full supervisory status. d) Non-PhD faculty members who have limited supervisory experience will initially be approved to supervise MSc students only and are strongly encouraged to sit on other students supervisory committees and participate in candidacy and thesis examinations. Subsequently, these individuals can be approved to supervise PhD students. e) Faculty members with PhD degrees are eligible to supervise both MSc and PhD students. However, faculty members with limited supervisory experience are advised to consider supervision of students at the MSc level first before enrolling students in the PhD stream. Supervisors must be actively engaged in research with an appropriate level and duration of financial support from external granting agencies. Supervisors must be prepared to make an appropriate time commitment to the training of graduate students. 7

8 During absences such as sabbatical or other leave, supervisors must ensure that adequate supervision is provided to each graduate student. A Supervisor may not withdraw supervision from a graduate student without well-documented reasons, and without consultation with and approval by the Graduate Program Director and the supervisory committee. If the relationship between a student and a supervisor breaks down, the program has a responsibility to mediate. iii) Administrative Responsibilities of the Supervisor include: Forming the supervisory committee within 3 months of appointment as supervisor. Arranging for at least 1, preferably 2, supervisory committee meetings per year; Recording the Minutes of the meetings, and copying them to each committee member, the student, and the Graduate Program office. Minutes must be kept in order to clarify specific expectations for the student. All arrangements for candidacy and thesis defense examinations. Day-to-day monitoring of the student s progress and assisting with timely submission of Annual Progress Reports. Supervisors are responsible for knowing the current regulations by which their students are governed. These regulations are included in the BMB Graduate Program Handbook: and the FGS Handbooks of Supervision and Examination: iv) Financial Responsibilities of the Supervisor: Supervisors agree to maintain minimum and maximum stipends for their graduate students in the BMB program as described: until the thesis has been submitted to examiners. Payment of stipends following submission of the thesis or during program extensions is not obligatory but is negotiable between the student and supervisor. v) Supervisory Committee The Supervisory Committee is the primary vehicle for establishing and monitoring the graduate student's program, and, as such, represents an independent element in the quality control of the graduate program. The committee provides ongoing evaluation of the student's work and serves as a source of scholarly encouragement during the research phase of the student's program. Normally, committee members serve on Candidacy Examination and Thesis Defence committees. The supervisory committee is to be established within 6 months of a student starting their program. To appoint a Supervisory Committee the student must the names of their Committee members to the BMB Graduate Program Administrator, bmbgrad@ucalgary.ca. The GPA will then enter those names into the system and forward an, Appointment of Supervisor and/or Supervisory Committee" form which the student will need to get signed. Supervisors are recommended to the Faculty of Graduate Studies by the Graduate Program Director, and require the Dean's approval. In some cases, a student may have a supervisor and a co-supervisor, where the student s academic and research programs are supervised by two faculty members. Further information regarding co-supervision may be obtained from the Graduate Program Director. The Supervisor must be a member of the Department of Biochemistry and Molecular Biology. Co-supervisors may be faculty members from other departments, universities, or other institutions who have expertise appropriate for the student s research. The permanent supervisory committee must include the supervisor plus two faculty members, at least one of whom will be from the Department of Biochemistry and Molecular Biology; there is no department restriction for the other member. 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. The Supervisory Committee will normally be chaired by the supervisor, unless the Graduate Program Director recommends otherwise. FUNCTIONS OF SUPERVISORY COMMITTEE (i) Approve the student's program with respect to course requirements. (ii) Assist in the development of the student's Research Proposal and approve it no later than 12 months after initial registration (MSc students), or three months before Candidacy exam (PhD students). 8

9 (iii) Meet at least once a year (ideally more often) to assess the student's progress in course work and research and to participate in evaluation relevant to the Annual Progress Report. (iv) If a student makes a drastic change in direction or emphasis in their thesis research, then 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. (v) The Supervisory Committee is expected to provide ongoing critical evaluation of the student as well as to serve as a source of scholarly encouragement. They must inform students about their progress on a regular basis. Where progress is favourable, a committee may make recommendations to the Graduate Program Director through the student's supervisor, for transfer from MSc to PhD program, and for approval to proceed to Faculty of Graduate Studies examinations (Candidacy or Thesis Defence). If a student's academic performance is judged to be below an acceptable standard, this should be made clear to the student in writing at as early a stage in the program as possible. Students, upon recommendation of the Supervisory Committee, may be required to withdraw from the program for reasons of "unsatisfactory progress". (vi) The Supervisory Committee will meet between three to six months prior to the Candidacy Oral Examination to discuss the scope of the Candidacy Examination and to suggest appropriate additional examiners. (vii) At the appropriate time, the Supervisory Committee will normally provide approval to the student to proceed toward the thesis defense without further committee meetings. Note that this approval is not necessarily an endorsement of the thesis research. See notes in section (i) under Doctoral Dissertation and Masters Thesis (p. 15). (viii) Students, if they so choose, will have an opportunity at each Supervisory Committee meeting to meet with the members of the Supervisory Committee in the absence of the Supervisor. RESEARCH PROPOSAL (MSc) A research proposal must be prepared by the student, presented to their Supervisory Committee by 12 months, and approved by their supervisory committee within 15 month after initial registration. If this is not completed by this time, a Withhold may be placed on the student s file until such time as the committee meeting to defend the proposal is scheduled. See appendix A (Withholds and Administrative procedure for dealing with late documents) for details. This research proposal should consist of: (a) Background information from the scientific literature, including critical evaluation of previous work. (b) A clear statement of the objectives of the proposed research program. (c) A discussion of the methodology to be used in the implementation of the proposal. (d) An indication of the contributions to scientific knowledge that should result from his/her research. Proposals should not exceed 20 typed, double-spaced pages excluding references and figures. The proposal should be presented to the Supervisory Committee at least a week before the meeting scheduled to evaluate the proposal. Acceptance of the research proposal should be documented by submission of the Research Proposal Approval form to the Program Office. If there are major changes in the direction of a student's research, an addendum will be added to the original proposal and approved by the Supervisory Committee [see Functions of Supervisory Committee (iv)]. Transfer from the MSc. to PhD program usually is done in the context of defending a research proposal that is appropriate for a PhD project. See the section below outlining program transfers. RESEARCH PROPOSAL (PhD) A draft of the research proposal should be submitted to the student s supervisory committee within 12 months of the student s initial registration in the Faculty of Graduate studies. Further work by the student, with support from the supervisor and supervisory committee, will result in a final version of the doctoral research proposal. A final version of the research proposal must be submitted at least 3 months prior to the oral 9

10 candidacy examination, which will take place within 21 to 24 months of initial registration. See the section below outlining requirements for the Candidacy Examination. For the Faculty of Medicine Graduate Programs, the research proposal will consist of a minimum of 13 pages and a maximum of 17 pages, single-spaced document (excluding figures, tables and references). The proposal should include: Introduction (approximately 4-5 pages should contain an appropriate literature review of the field and the project) Relevant Preliminary Data (approximately 3-4 pages) Hypothesis and Experimental Rationale (approximately 1 pages) Specific Aims (approximately 4-5 pages) Significance (1-2 pages) Please note: All of the research in the proposal does not necessarily need to be successfully completed. At the same time, completion of all of the proposed research does not guarantee the granting of the doctoral degree. EVALUATION OF GRADUATE STUDENTS The BMB Graduate Program requires graduate students to maintain satisfactory performance throughout their program. The following describes the evaluation process that will be used. (i) Course Work The University of Calgary Calendar describes the standards set by the Faculty of Graduate Studies that students need to achieve to remain in graduate school. As a Faculty requirement, the BMB Graduate Education Committee will rigorously adhere to these standards. (ii) Research Supervisors continuously monitor research progress. That is, evaluation may be daily or at laboratory meetings. However, as expectations of Supervisors may vary, it is in the best interest of the graduate student to call Supervisory Committee meetings whenever necessary, and minimally once a year, to ensure that the expectations are shared by the Supervisory Committee Members. The Chair of the Supervisory Committee Meeting, generally the Supervisor, will always write minutes of the meeting. This report, which will serve as the evaluation of the student's progress, will be forwarded to the Graduate Program Director with copies to each Supervisory Committee member and to the student. Should the student or a Committee member disagree with the report, they should write to the Graduate Program Director with copies to all parties concerned. The absence of a response will be taken as approval of the minutes. (iii) Other Annual Progress Reports, which require completion by each student and Supervisor prior to yearly registration, also carry the signature of the Graduate Program Director. The Graduate Program Director will determine whether all requirements for the academic year were met by the student. Requirements include: research proposal (in the applicable year), supervisory committee meetings, attendance and presentations at Institute/ Research Group seminars and in journal clubs on a regular basis. Note that these are graduate program requirements, and they may not be over-ruled by the Supervisor. Superior evaluation will be looked upon favourably by the Graduate Program Director and may lead to nomination for internal and external awards. Unsatisfactory evaluation may require the student to withdraw from the BMB graduate program. PROGRAM TRANSFERS (i) Change from MS. to PhD Program Students registered for the MSc degree, who have demonstrated their ability to successfully carry out coursework and research, may seek to change their registration status to that of a PhD candidate. All transfer requests must be recommended before 24 months after first registration. There is no extension to this deadline. Generally, transfer to the PhD program is done when the student defends their thesis proposal at a Supervisory Committee meeting, in which case the submitted proposal must be appropriate for a PhD project. If transfer is requested after a MSc thesis proposal had been previously approved, a revised or new proposal (appropriate for a PhD project) must be defended and approved by the Supervisory Committee before the transfer request. Transfers require 10

11 written recommendation from the Supervisory Committee, signed by each member, to the Graduate Program Director. The correspondence should discuss the student's potential for pursuing a research program that will lead to a PhD degree and the academic record of the student in course work. A letter of recommendation for the change in status will then be forwarded to the Dean of the Faculty of Graduate Studies. A student transferring from the MSc to the PhD program will be expected to fulfill the minimum expectation of three graduate level courses. (ii) Change from PhD to MSc program Students registered for the PhD program may request to switch into the MSc program upon the recommendation of their Supervisory Committee prior to taking the Candidacy Exam. If a PhD student takes the Candidacy Exam and fails, they may still request to switch into the MSc program, but if they choose to re-take the exam they forfeit the opportunity to later switch into the MSc program. Transfers require written recommendation from the Supervisory Committee, signed by each member, forwarded to the Graduate Program Director. A letter of recommendation for the change in status will then be forwarded to the Dean of the Faculty of Graduate Studies. Transfers must be approved by the Dean. (iii) Change of Supervisor A student may apply through the department to the Dean for permission to change supervisors while remaining within the degree program. Such application must be made prior to the Candidacy Examination. STIPENDS Supervisors agree to maintain minimum and maximum stipends for their graduate students in the BMB program as described: until the thesis has been submitted to examiners. Payment of stipends following submission of the thesis or during program extensions is not obligatory but is negotiable between the student and supervisor. Paid vacation time, time to prepare for the PhD candidacy exam, and time to write the thesis, are negotiable between student and supervisor. Typically, paid time away from the lab includes 2-3 weeks per year for vacation, 1 month for the candidacy exam, and 1-2 months for thesis writing. These are guidelines only. Students must understand that stipends are paid from public funds, whether they are operating grants or studentship awards, and that a certain minimum amount of time spent on research in the lab is expected. At the same time, supervisors understand that students are trainees not employees, and need time to study for courses and exams, attend seminars, retreats and conferences, and to read, think and talk about research. EMPLOYMENT WHILE REGISTERED IN GRADUATE PROGRAM i) Students are allowed to take Graduate Assistant Teaching (GAT) positions with the approval of their supervisors. ii) Other employment The disciplines of biochemistry and molecular biology are among the fastest developing branches of science today. Keeping abreast of progress in one's research area is extremely time-consuming. Combining the time needed to read the literature with the time needed to design and carry out experiments leaves little time for recreation or extra employment. Therefore, it is the view of the GEC that employment would interfere with a student's development and training. Accordingly, if financial needs are paramount, the student should discuss this with the student representative on the GEC. The GEC will attempt to assist the student. In exceptional circumstances (e.g., students with dependents), the guaranteed compensation provided by Supervisors, scholarships or the GEC may not be sufficient to meet the financial needs of some graduate students. Such students may wish to seek employment to supplement their graduate student support. The GEC recommends that before a student accepts employment he/she discusses the matter fully with his/her Supervisor and the Supervisory Committee. If a student wishes to be employed and wishes to continue to receive financial aid, but the Supervisory Committee recommends termination of financial support, then the student and the Supervisory Committee will meet with the GEC to determine whether or not such financial aid will continue. ABSENCE FROM PROGRAM i) Leave of Absence 11

12 The Leave of Absence Policy has been created to assist graduate students who are unable to continue their programs as full-time students. Reasons for requiring such a leave nominally include bereavement, care giving, medical, military service and parental. Students are advised to discuss the need for a leave with their supervisors and should also consult with other interested parties, including the Graduate Program Director and supervisory committee members. See the Graduate Program Administrator for details. ii) Preparing the Application for Leave of Absence In consultation with the supervisor, the Application for Leave of Absence form is completed by the student, and signed by both the student and supervisor. The application should also receive approval from the Graduate Program Director before it is submitted to the Faculty of Graduate Studies for final approval. Wherever possible, application should be made as far as possible in advance of the anticipated leave or as soon as possible after commencement of the leave. While it is often difficult to anticipate the need for a leave, wherever possible it is helpful if the commencement and termination of the leave coincides with the beginning of a term or registration year. Please consult with the Faculty of Graduate Studies. Please note that it is the student's responsibility to ensure that the proposed leave is compatible with the regulations of any granting agency from which funding would normally be received during the leave period and that such agencies are informed of the proposed leave. Students on student loan programs should clarify the consequences that such a leave may have on their repayment status. International students are advised to consult with immigration authorities regarding their immigration status during a proposed leave. Students whose leave overlaps their annual registration date will be required to submit an Annual Progress Report to the Graduate Program Director by the appropriate deadline date. The report is used for assessment of fees. In the rare event that a student and supervisor have difficulty agreeing to the leave arrangements, students should consult first with the Graduate Program Director and then, if necessary, with the Faculty of Graduate Studies. iii) Special Registration Status If a leave of absence is not appropriate for the student, a change to Special Registration Status may be applicable. Special Registration Status allows the student with significant family responsibilities to maintain fulltime student status while moving through the program at a slightly reduced rate. With this registration status, the student is still eligible to apply for, and receive, funding in the form of GA, GRS, GA (Trust), and scholarships. All typical full-time fees are applicable. A change of registration form must be completed. For further details, see WITHDRAWALS The Calendar of the Faculty of Graduate Studies discusses "Withdrawals and Readmission to a Graduate Program". Students who are in their final year of their graduate program (see time limits) and are unable to complete defence of thesis within the time limit, may withdraw from the graduate program. When the thesis is ready for defence, the student will re-apply for admission as per instructions in the Calendar. Students who apply for re-admission into the Program two years or longer after their withdrawal will not normally be supported for readmission by the Graduate Program Director. GUIDELINES FOR RESOLVING STUDENT-SUPERVISOR CONFLICTS It is understood that the supervisor-student relationship by its very nature is unique and can sometimes lead to several different types of difficulties. The purpose of these guidelines is to address this issue and to provide a vehicle for the resolution of difficulties encountered by either the student or the supervisor. It is understood that at any time the student or supervisor should feel free to approach the Graduate Program Director or the Head of the Department of Biochemistry and Molecular Biology in confidence to mediate or advise. (i) Basic Assumptions (a) Both supervisor and student should expect to be treated in a professional manner. This is not an employeremployee relationship but rather a teacher-student relationship, which involves a commitment on both sides. (b) Both student and supervisor are expected to adhere to all the rules and guidelines of the University of Calgary, Faculty of Graduate Studies, and the Biochemistry and Molecular Biology Graduate Program. 12

13 (ii) Manner in which Problems are to be Addressed When student-supervisor relationship problems arise of a personal or an academic nature, the parties should attempt to resolve the conflict by the procedures outlined below, in the following order: (a) When a problem develops in the view of either the supervisor or the student, the first step should be a meeting between the individuals to discuss and attempt to resolve the problem. (b) When the issue cannot be resolved between the two parties, either person should arrange a Supervisory Committee meeting. At the meeting of this committee, the issues in question should be addressed and a resolution should be reached. Minutes should be kept of this discussion and a copy be forwarded to the student, Supervisory Committee members and the Graduate Program Director. (c) When either person feels that the Supervisory Committee has not dealt with the issues in question, or that this forum is not an appropriate avenue for the resolution of the problem, and then either person may bring the problem to the attention of the Graduate Program Director or the Head of the Department of Biochemistry and Molecular Biology. The Department Head may appoint a Grievance Committee, if necessary, to mediate the dispute. This committee will be composed of the Chair of the Department of Biochemistry and Molecular Biology (or their designate) plus two faculty members and two graduate students. The committee s role will be to mediate disputes and to ensure that recommendations for resolution are carried out. (iii) Associate Dean (Graduate Studies), Faculty of Medicine Should either party be dissatisfied with the Grievance Committee recommendation, he/she must contact the Associate Dean (Graduate Studies), Faculty of Medicine, to discuss the problem and the reasons for the dissatisfaction with the recommendations. If the dissatisfied party is still unhappy with the Associate Dean's ruling, then as a final attempt to resolve the disagreement, a letter to the Dean, Faculty of Graduate Studies, may be written. Copies of correspondence to the Associate Dean or to the Dean, Faculty of Graduate Studies, should be sent to the Head, Department of Biochemistry and Molecular Biology. (iv) If a problem develops which cannot be resolved by initial consultations between the student and the supervisor, normally the student will be allowed to continue working in the laboratory while the grievance is being addressed through appropriate channels as outlined above. This will include problems resulting from charges initiated by either the student or the supervisor that require a grievance procedure, inquiry or investigative process. A student may be requested by the supervisor to forfeit his/her keys and work in the laboratory only when others are present during the normal working hours of that particular laboratory. (v) If the Supervisor and/or Graduate Program Director feels that it is inappropriate for a student to continue in the laboratory while a grievance procedure, inquiry or investigative process is underway, the Supervisor must present his/her case to either the Associate Dean (Graduate Studies), Associate Dean (Research), or the Dean, Faculty of Medicine prior to changing the locks or preventing access to the laboratory. (vi) Students will continue to receive financial support during a grievance procedure, inquiry or investigative process within the Faculty of Medicine. If the supervisor is providing support, they are expected to continue that support until a decision is reached. If a decision is made to withdraw the student from the program, students will be notified in writing regarding the termination of their support. Students will not be provided financial support during any Faculty of Graduate Studies appeals process. The student will then not be allowed to continue in the laboratory during any Faculty of Graduate Studies appeals process. DOCTORAL CANDIDACY EXAMINATION The Candidacy Examination is a Faculty of Graduate Studies (FGS) examination, All deadlines and procedures can be found at these links. Additionally, please note: If necessary, requests for an extension past the deadline must be made by filling out a Request for Program Extension form, 13

14 If both of the external examiners are from BMB, at least one of them should preferably be from a BMB Research Stream that is not represented on the Supervisory Committee. The Notice of Candidacy Oral Examination must be received by FGS no later than four weeks prior to the scheduled date of the Examination, therefore please provide the Graduate Program Administrator with the committee membership, date, time and room at least six weeks before the date of examination. The completed Candidacy Exam Preparation form (available from the Faculty of Medicine site, must be submitted to the Graduate Program Administrator. To familiarize the student with the format of the oral exam, it is highly recommended that the student organize a practice exam, with senior graduate students and/or postdoctoral fellows acting as the Examination Committee to test the student s general background knowledge. DOCTORAL DISSERTATION AND MASTERS THESIS (i) Approval to Defend Prior to scheduling the defense, M.Sc. and Ph.D. students must have a meeting of their Supervisory Committee where the data to be included in the thesis are presented. Following discussion, the Committee may provide approval, possibly conditional upon the completion of a small number of clearly specified experiments, for the student to schedule their thesis defense examination. Normally, the student must receive this approval, to be recorded in the minutes of the meeting and submitted to the Graduate Program Administrator, before the Notice of Doctoral or Masters Thesis Oral Examination will be approved. Any student who has successfully completed all FGS and program requirements has the right to submit and defend a thesis even if doing so may be contrary to the advice of the Supervisory Committee. Approval to Defend indicates that the student has completed a body of work that the committee believes is sufficient for a thesis. It is not necessarily an endorsement of all aspects of the thesis research. The decision to pass or fail a thesis is made by each examiner, including supervisory committee members, at the Defense Examination. (ii) Student Responsibilities for Thesis Preparation Students must consult the Faculty of Graduate Studies Thesis Guidelines prior to thesis preparation for a detailed explanation of the required format. These guidelines are available on the web at The cost of preparation, typing, photocopying, artwork, photography and binding of the thesis is the responsibility of the student, although the supervisor may choose to contribute to the costs. The Faculty of Graduate Studies will no longer check incoming theses for conformity with the guidelines of the National Library. The graduate student has the sole responsibility to ensure that the document conforms with these Guidelines, which are included within the Thesis Guidelines. (iii) Form of Thesis 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. Copies of the thesis are to be distributed to the examining committee on paper, unless an examiner has requested an electronic version. (iv) Thesis to Examiners The student must ensure that the M.Sc. or Ph.D. thesis is in the hands of all examiners, both local and external, at least 3 weeks prior to the proposed date of the oral examination. The Program Administrator will forward the "Examiner's Report on Thesis" form to all examiners. Thesis exams start on the date when the thesis is due to be handed out to the examiners. After this date, the exam cannot be changed unless there is an overriding emergency. The committee is reminded that examining committee members should not discuss the exam prior to the oral defense. 14

15 Thesis Examination Committees (i) Supervisor Responsibility The Supervisor, with the assistance of the Program Administrator, is responsible for ensuring that all steps necessary for arranging the thesis oral examination are completed. (ii) The Neutral Chair The thesis oral examination is chaired by the Graduate Program Director, or delegate. The chair reports on the results to the Dean and the student. (iii)a. Composition of Masters Thesis Examination Committee The Masters Thesis Examination Committee shall consist of the student's Supervisory Committee and at least one other examiner, who shall be external to the BMB graduate program. The composition of the committee must be approved by the Dean of the Faculty of Graduate Studies (FGS), upon the recommendation of the Graduate Program Director. (iii)b. Composition of Doctoral Thesis Examination Committee The Doctoral thesis Examination Committee shall consist of the student's Supervisory Committee and at least two other examiners, one of whom shall be external to the BMB graduate program. The other additional committee member, the External Examiner, shall be external to the University. The choice of the additional examiners is made in consultations between the student, the Supervisor and the Supervisory Committee. The composition of the thesis examination committee must be approved by the Dean, FGS, upon the recommendation of the Graduate Program Director. FGS may appoint a Dean's Representative to observe the examination to ensure that the rules of the exam are followed and that the student is treated fairly. Persons who are not Board appointees of The University of Calgary may be approved to serve on thesis Examination Committees. A recommendation by the Graduate Program Director for such an appointment must be accompanied by a curriculum vitae. (iv) Choosing the External Examiner The External Examiner must meet certain criteria, as follows. He/she (a) Has a well-established research reputation (b) Has particular expertise in the area of the student s research (c) Has experience in evaluating doctoral theses (d) Has not had a personal or professional relationship with the student, the supervisor, or any member of the supervisory committee (e) Has not worked with the student, the supervisor, or any member of the supervisory committee, e.g., has not in any way been involved in any publications, has not shared in any grants, etc. (f) Has not been resident in or otherwise closely associated with the department or graduate program (v) Request for Approval of External Examiner The External Examiner must be recommended to the Dean by the Graduate Program Director at least 6 weeks before the proposed date of the examination. The recommendation is made on a Request for Approval of External Examiner form and must be accompanied by a curriculum vitae. An approved External Examiner is invited in writing by the Dean, FGS, to participate in the examination. (vi) External Examiner - Funding For External Examiners, arrangements to cover Examiner's travel and accommodation expenses need to be made prior to submission of the form to the Graduate Program Director. FGS will contribute $500 towards such expenses. (vii) External examiners in absentia If an external examiner cannot attend the oral examination, the examination may occur via teleconference or videoconference. (viii) Notice of Doctoral/Masters Thesis Oral Examination The Notice of Doctoral or Masters Thesis Oral Examination is the mechanism for approval of the Examination Committee. The notice, indicating the title of the thesis, the time and place of examination, and the names of the recommended examiners, endorsed by the Graduate Program Director must be received in the FGS office at 15

16 least four weeks prior to the time of examination. The committee will not be approved earlier than three months before the planned examination date. The Notice includes a confirmation that the student has cleared all departmental requirements. The student and/or the supervisor should provide the Program Administrator with the necessary information for completion of the Notice at least two weeks prior to the FGS deadline (i.e., six weeks before the proposed date of examination). The information required includes the following: members of the examining committee, examination date and time, room, and thesis title. (a) Student Approval of Designated Area of Specialization The format of the University degree parchment presented to successful candidates shows the degree, the department of study and the approved area of specialization. The GEC has approved only "Biochemistry and Molecular Biology" as the approved area of specialization. Since the department of study and the area of specialization are identical, there will be no area of specialization recorded on the parchment. Consequently the specialization area on the Notice of Doctoral Thesis Oral Examination should be left blank. (b) Posting the "Notice of Doctoral or Masters Thesis Oral Examination" The Notice of Doctoral/Masters Thesis Oral Examination form, bearing the names, but not the signatures, of the supervisor, the Graduate Program Director and the Dean, FGS, must be publicly posted at least two weeks before the date of the examination. Copies of the Notice will be sent by the Graduate Program Administrator to the student and to members of the Examination Committee. (ix) Attendance at Thesis Oral Examination Examinations within BMB are open. Only the examiners may question the student. After the examination, everyone will leave the room except the Neutral Chair, the examining committee, and, if present, the Department/ Program Head and the Dean of FGS or the Dean s representative. The examiners deliberations are private and confidential. Thesis Seminar Doctoral students are required to give a thesis seminar immediately prior to the examination. The seminar should be not more than 45 minutes to allow time for transition to the exam room and a prompt start to the exam. The seminar will be advertised as a regular BMB departmental seminar. To coordinate poster and distribution, contact the Program Administrator and the appropriate Departmental and/or Institute administrator. Members of the Examination Committee will attend the seminar but may not ask questions. Questions from other members of the audience may be accepted but must not delay the start of the exam. Masters students have the option of giving a thesis seminar. The seminar should be a regular Institute or research group seminar and can immediately precede the oral exam. The seminar should be posted as a departmental seminar and information should be distributed via to all department members. To coordinate poster and e- mail distribution, contact the Graduate Program Administrator and the appropriate Departmental and/or Institute administer. Conduct of Thesis Oral Examination (i) Examiner's Report on Thesis Prior to the oral examination, each examiner (and the supervisor/cosupervisor) 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 initially CONFIDENTIAL; they are not to be made available to the student or to other members of the committee prior to the final decision of the Examination Committee. After the examination, the Chair should deliver the reports (including the External Examiner/Reader's report) to the Graduate Program Administrator. The reports will then be forwarded to the Dean, FGS, and copies will be kept in the student's file. On request, Examiners written reports will be made available to the candidate, Supervisor, and members of the Examination Committee after the final decision of the Examination Committee has been reached. (ii) Examination Regulations (a) Formal Examination The oral examination is a formal examination, not an informal discussion with the candidate. 16

17 (b) Questioning of the Candidate Only members of the Examining Committee (as identified on the Notice of Doctoral Thesis Oral Examination) are 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. (c) Length of Examination Ordinarily, the oral examination should not exceed two hours. This does not include deliberation time of the examiners. (d) Editorial Comments on Thesis Examiner's editorial comments on the thesis should not be discussed at the oral examination. It is recommended that each examiner hand the student a list of any such comments for post-examination final thesis revisions. (iii) Suggested Examination Procedures (a) Opening Summary Since all examiners will have attended the thesis seminar immediately prior to a PhD exam, an opening summary of the thesis is not required. If a seminar does not immediately precede a MSc defence, a brief opening summary of the thesis (~15 minutes) is encouraged. (b) Background Questioning General background questioning, not relevant to the subject matter of the thesis, should be avoided during the early stages of the examination. This should be done during subsequent rounds of questioning. (c) Questions to the Candidate Questions to the candidate should be clearly and succinctly phrased to minimize doubt in the candidate's mind as to what is being asked. The student should be given reasonable time to answer and is encouraged to ask for clarification, if needed. 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 Chair should guard against any tendency of examiners to interact with each other instead of concentrating on the examination of the candidate. Post Thesis Oral Examination Procedures See section 9 of the FGS Handbook for Master s or section 13 for PhD (procedures are the same for both). Thesis Format Requirements (paper and electronic) Once the thesis is approved and signed by all committee members, it must be submitted to the FGS for the University of Calgary Library (a) Students submit an electronic version of their thesis to FGS along with the required paperwork (b) Supervisor. The student submits one copy of their final, approved thesis to their supervisor. The choice of format, either on a CD in PDF format or as a bound paper copy, should be made in consultation with the supervisor. (c) Personal. The student is not required to keep a bound copy of their thesis. Convocation Clearance The names of candidates who have successfully completed the thesis oral examination will not be added to the convocation list until FGS receives one unbound copy and one electronic copy of the final thesis and a completed "Departmental Recommendation for Convocation Clearance" form.please refer to the Graduate Studies Calendar for FGS deadlines. In addition, an "Application for Degree" form must be completed and returned to the Registrar's Office. These forms must be received before the Convocation Application deadline. 17

18 Appendix A WITHHOLDS A withhold denies the student access to certain services through the Office of the Registrar (e.g., obtaining transcripts, making changes to current registration, registering for courses, convocation clearance). The withhold may also result in denied access to other services offered by the University of Calgary. Students on withhold will not be considered for FGS support or program-specific awards. A withhold may be placed on students for the following reasons: 1) Failure to submit an Annual Progress Report. 2) Failure to submit an approved Research Proposal on time. See below for administrative procedures. 3) Failure to take the Candidacy Exam by the appropriate deadline. The withhold will be removed when a date for the exam has been formally scheduled, and the Graduate Program Director has recommended to the Dean, FGS, that an extension be granted. A student on withhold for > 1year will be withdrawn from the graduate program on the basis of unsatisfactory progress ADMINISTRATIVE PROCEDURE FOR DEALING WITH LATE DOCUMENTS I. Research Proposals Approved Research Proposals are due no later than 12 months after initial registration for M.Sc. students or three months prior to the oral candidacy examination for Ph.D. students. If the proposal has not been received by the deadline, the GPA will send an to the student, copied to the supervisor and GPD. If there is no response within 1 week the student will be placed on withhold without further notice. If more time is needed, the student must respond indicating the reason for the delay and how much additional time is requested. This response will be forwarded to the GPD who will, if necessary, negotiate an extension with the student and supervisor. The GPD will communicate to all concerned that if the approved proposal is not received by then the student will be placed on withhold without further notice. The Withhold will be removed when the approved proposal is received or, if further delays ensue, when the committee meeting to defend the proposal has been scheduled. II. Minutes of Supervisory Committee Meetings Minutes documenting proceedings of supervisory committee meetings are helpful to student, supervisor, committee members, the GPD and program administrator. Submission of minutes and the Supervisory Committee Progress Report Form, is a program requirement. 18