Graduate Student Information Handbook Master of Architecture

Transcription

1 Graduate Student Information Handbook Master of Architecture 1

2 Table of Contents University of Waterloo & M.Arch. Program information... 3 Graduate Calendar & Contacts... 3 A Guide to Registration & Administration... 5 M.Arch. Funding & Financial Aid... 9 M.Arch. Course & Degree Requirements M1 Graduate Design Studio M1 Instructor & Thesis Supervisor Suggested Patterns of Study & Milestones Thesis Details & Requirements Thesis Progress Review/Report (Masters Reviews) M.Arch. Thesis Defence & Degree Completion Guidelines Additional Information Exchange Programs and Transfer Credits Resources Graduate Student Links & Services

3 The University of Waterloo, School of Architecture The University of Waterloo is located in the heart of Canada s Technology Triangle, in South Western Ontario, and has both an undergraduate and graduate enrollment of approximately 28,000 full-time and part-time students. The University grants degrees in the Faculties of Applied Health Sciences, Arts, Engineering, Environmental Studies, Mathematics, and Science. Waterloo is home to the world s largest post-secondary cooperative education programs. There are currently three satellite campuses; the School of Pharmacy in downtown Kitchener, a campus in Dubai, a future satellite campus in Stratford, and the School of Architecture in Cambridge. The Master of Architecture (M.Arch.) Program The Master of Architecture (M.Arch) program at the University of Waterloo is a one-year curriculum program that can be completed in three to six terms, leading to a professional degree in Architecture. It involves an initial studio-based design course, lecture courses, and independent study courses, providing students the opportunity to carry out original research in topics pertaining to theories and practices in architecture. The M.Arch is linked to its pre-requisite, the University of Waterloo Honours Bachelor of Architectural Studies degree (pre-professional B.A.S.), which incorporates the majority of the professional degree course requirements leading to professional accreditation. The focus of the masters program is the self-directed thesis, eventual defence, and attainment of the Master of Architecture professional degree. Qualifying Students from other accredited Canadian or recognized International institutions with an architectural education, make up a small percentage of the graduate student body. These students qualify to apply for the M. Arch after a one to two term period of study consisting of courses in the undergraduate program. Professional Practice students represent qualified architects educated in other countries that require a set of courses or course requirements to attain accreditation from the C.A.C.B (Canadian Architectural Certification Board), in order to practice as architects in Canada. Students register for ARCH 655 in the available terms. The Graduate Studies Website & Contacts Please refer to the Graduate Studies Website for important information and contacts. Graduate student administration is considerably different from undergraduate student administration. Students should consult the University of Waterloo Graduate Website for regulations and policies relevant to graduate studies including incidental fees, dental and medical coverage, course information, policies and procedures, and other necessary information. Important information regarding registration, course enrollment, minimum course grade requirements, degree completion including thesis regulations, and program time limits, are found at this website. 3

4 The GSO also updates term-by-term information through the graduate calendar: The calendar year is divided into three academic terms: Fall (September-December), Winter (January-April), and Spring (May-August). Master of Architecture students may enroll in any of these terms. Graduate students must maintain registration for every term, even if their registration status becomes inactive, to complete their degree in the recommended time. Part time, Inactive and Voluntary Withdrawal status can be requested via a Change of Enrollment form, available at the GSO site. Students requesting a status change from full-time to inactive or part-time status should consider how it may affect their studies, particularly loan repayment including OSAP, financial assistance/funding eligibility, and access to school resources. Student are normally enrolled for three full-time terms before a request for part time status can be submitted. The only appoved reason for this change is if the student is employed and working 10 or more hours a week outside the University. Part-time status in the first three terms can be requested at the discretion of the Graduate Committee. Your Contacts: Architecture Administrative Staff and Graduate Officers: For any assistance please contact your Coordinator of Graduate Studies and Research, at either at ext , in the main office room 2106A, or via . Your Graduate Officers are Robert Jan van Pelt, rjvanpel@uwaterloo.ca and John McMinn, j.mcminn@sympatico.ca. The Architecture Graduate Committee comprised of one or both of the Graduate Officers, two or more Faculty members and a Graduate Student when required (usually the SWAG president), are responsible for the admission interviews of potential Qualifying students, portfolio reviews, concerns that may arise in the program and other duties pertaining to the administration of the Graduate Program. SWAG Society of Waterloo Architecture Graduates SWAG is the Graduate student organization comprised of graduate students that assist with the social and academic events as well as concerns our graduate students encounter. They initiate many events (Peer Reviews, Graduate Soiree) and other extra-curricular activities that support student development and well being. The SWAG President volunteers his/her support by leading this group of students. A new President either volunteers or is selected at the beginning of every term, with the past President taking on an assistant role. 4

5 A Guide to Graduate Registration & Administration Registration occurs every term. A Graduate Calendar of Events and Academic Deadlines, including fee due dates and other important information, can be found at the link below: Late Fees: You will be charged a late fee unless you register before the fees deadline. Promissory notes can be arranged with the Student Accounts office. For information on late fees, see the following web link: Step 1: Acceptance, Conditions, & Payment of Fees (Registration) Acceptance & Conditions: Once you receive the acceptance confirmation in your Quest account, and you have accepted your offer of admission, you will be able to print your offer and other relevent informtion offline. If you have any conditions, such as the completion of your BAS or requirement of a student visa for the GSO, conditional acceptance is given until these conditions are met. Once accepted and matriculated by the GSO, your fees will appear in the financial section of your Quest account. By paying fees, official registration is fulfilled. Fee statements are only available in the Finance section of your QUEST account paper copies are not mailed out. Be sure to pay your fees prior to the term deadline (see Calendar of Events and Academic Deadlines link above), following the instructions provided by Finance on Quest. If you do not pay before the deadline, ensure you complete a promissory note. Applicable late fees will apply otherwise. If you are registering late, or for re-admission later than the expected due date, late fees will also apply. Please note, students completing the 4B term in the term previous to their M1 registration cannot enroll for classes, or complete registration until they are graduated from the undergraduate program. This usually happens several weeks into the M1 term. Once the GSO is alerted, the student is matriculated, and has ten days from the first day their fee appears in Quest to pay their tuition. The student should attend all classes even when not officially enrolled, to ensure they do not miss any work. This applies to Qualifying students or any other student type not matriculated or enrolled in the class at the start of classes. 5

6 Registration: Graduate students register to be considered active (full time or part time) and pay appropriate fees, plus incidentals in each term in which they are engaged in course work, research, and/or thesis preparation, including the term in which the completion of degree requirements are anticipated. Fee refunds, either 100% or 50% refund, apply to students who complete all degree requirements or withdraw prior to the end of a term they are registered, according to the University of Waterloo fee refund schedule. Refunds are processed several weeks after for the 50% refund date, for both 100% and 50% refund types. Students can complete degree requirements, including the thesis defence and submission, with either full-time or part-time enrollment. Part-time students are not eligible for funding, including graduate bursaries, desk space or Teaching Assistantships. Full-time registration must be maintained for the first three terms if possible unless permission is granted for part time status, which is only granted for specific reasons, such as full-time employment. Failure to maintain continual registration or to make necessary arrangements will result in the automatic withdrawal of the student. The University regulations state that after a student has been withdrawn, he or she cannot be re-admitted without re-application to the program, on line, with an application of re-admission. Inactive registration (maximum of two terms total) is applicable only for students who are not working on their degree requirements; for example, maternity leave (longer term can be offered for maternity or parental leave), short-term sick leave, or work leave (the latter only upon proof that attempts have failed to secure funding from the University in the form of graduate bursaries, scholarships, etc., and that this funding is insufficient). If two terms of inactive status is insufficient, it is recommended that a voluntary withdraw be initiated by the student. Students can re- apply to the program once they are ready to complete their studies, within a two-year period, assuming the major requirements of the degree as it relates to the profession and CACB accredited needs has not changed. To change your registration status, please complete a Change of enrollment form and submit it to your coordinator after your supervisor has signed the form. If you do not have a supervisor, one of the graduate officers will review the form: After having been registered in the M.Arch. program for six terms, the student will no longer be eligible for some funding initiatives (scholarships, TAs, etc.) and must apply for additional terms using a Request for Extension of Time Limit form on a term-by- term basis. Time-extended students may apply for graduate bursaries to assist them with completing their programs. The first three terms of extensions (M7, M8, M9) only require departmental approval. Anything higher than M9, (M10 or more) require departmental and Engineering Graduate Office approval through the Associate Dean. Detailed information, a 6

7 course of action and schedule are required to extend past M6: Step 2: Class Enrollment Once official confirmation is received via the acceptance letter on Quest and the student has accepted the offer, students will be able to enroll in classes only after matriculation has occurred. This happens at the GSO. Instructions on how to access the on-line enrollment system, QUEST to add or revise class schedule can be referred at the following link, after consultation with the Graduate Officers or Coordinator: All current course offerings and information is available in the CIR. This schedule of courses will provide the most accurate information on availability, time, location and instructors for the term: Permission numbers are required, to authorize students to enroll in classes where instructor or department consent is required (e.g. any ARCH 684 or 685 elective courses and ARCH 692 Design Studio). These permission numbers are available from the Graduate Coordinator, who will communicate via when these numbers are available. There are different numbers for each spot in a class. In QUEST, home, mailing, and addresses should be updated; student account information and unofficial transcripts can be viewed. Step 3: Funding & Financial Aid OSAP visits the School every term to assist students with queries and ensure OSAP funds are being processed. Please review the information in the Financial Aid Section for important information on scholarships, TA positions, and other relevant funding opportunities. If you are receiving Funding or Financial Aid through a Teaching Assistantship or Research Assistantship, please ensure payroll has updated contact information by contacting the Graduate Coordinator and providing the following information: Permanent address for a T4 to be sent to for income tax purposes 7

8 Bank account information via banking information form Social Insurance Number Income tax information forms (provided online or by the main office) If you accept a TA or RA Position, these forms and information will be collected at the time your TA contract is signed or RA agreement is received. The Coordinator processes graduate student payroll via the online payroll system, and TA positions are only available to M2 to M6 students, and in the M1 term that are not enrolled in an M1 studio. Step 4: Obtain computer/ /internet account from the AMC Help Desk, located in ARC 2003 (this applies to students who need to reactivate their password or who have been away from the University for three or more terms). An active UW account is required for access to QUEST and for receipt of information from the University. It is important to keep this account active. If you use another source of , such as Hotmail or Yahoo, forward your architecture to that account (or vice versa). The University uses your Faculty account to distribute information regarding enrollment, Convocation, etc. Step 5: Communication: Yahoo Groups and Updated Contact Information All M1 students need to subscribe the School of Architecture Masters e-group once admitted in order to receive important Graduate information. Currently this is the mode of contact though recommendations have been made to use LEARN and a community group have been made. To subscribe, go to enter uwsa_ma1@yahoogroups.com and a request is sent directly to the pending queue. Full name information must provided or the request will be denied. Once approved, students will have access to post messages and receive all posted messages from the Masters e-group. Part of efficient communication in the University is to ensure all of your current contact information, up to date home address information and personal data is updated in your quest accounts. This allows us to contact you for various graduate concerns that may arise. PLEASE ensure your QUEST information is up to date. Mail: Graduate student mail can be picked up from mailboxes in ARC All correspondence from the Graduate Studies Office will be sent to the department or the assigned architecture account. Larger packages can be picked up in the main office. 8

9 Students cannot receive personal packages at the School. The only exceptions to this are books pertaining to research or course material, and any equipment used by the student for academic purposes such as computers, software or research materials. Step 6: Keys & Studio Fees Keys & Studio Fees can be paid at front desk in the main office (ARC 2106). A FOB is provided to each student for general building and area access and an office key is provided to graduate students in each graduate office. There is a $20 replacement cost for lost FOBS. Keys are the property of the school; for safety and security reasons, keys must be carefully guarded. If keys or FOBS are lost or stolen, please report to the main office in order for them to be deactivated. Graduate office keys are cut specifically for each office door. FOB access is given to those grads not eligible for a desk or not requiring a desk space in one of the offices. The ARCH 692 studio fee (usually $25.00) must be paid as well in the main office. Payment can be made via cash, debit or credit card. Step 9: WATCARD Obtain a new WATCARD from the WATCARD Office in the Student Life Centre on campus; a graduate WATCARD will enable you sign books out of the Library on a term basis rather than a bi-weekly basis. Graduate students also have the opportunity once a term to have their photos taken at the School for new WATCARDs. Once The WATCARD office sends the cards to the main office, it can only be picked up when the student has returned the undergraduate WATCARD if applicable or proper id is shown. Lost card replacement is subject to a replacement fee and arrangements must be made with the WATCARD Office. M. Arch. Funding & Financial Aid The school offers qualified M.Arch. students, financial aid under specific conditions that can take the form of scholarships, bursaries, and/or teaching assistantships. Detailed scholarship, bursary or funding information is located at the following link: UW & Faculty of Engineering Internal Scholarships A limited number of University of Waterloo Graduate Scholarships are offered to 9

10 incoming and existing M.Arch. students with superior academic records either in the form of internal scholarships, either directly from the University and Faculty or through various scholarships. To remain eligible for scholarships students must register full time each term, make satisfactory progress with degree requirements, and maintain a minimum 80% average (for merit based scholarships) with no incompletes (INC). External Scholarships OGS (Ontario Graduate Scholarship) This scholarship competition runs once a year, in September. The scholarships have a value of $15,000, $5,000 per term for three terms. Students who receive an OGS can apply for a second OGS in their second year of study. To apply for an OGS, a student must have an average of 80% or higher on their last 20 course credits. Students can apply as early as the Fall previous to their M1 entry or second year enrollment. For more information on this scholarship, visit the OGS web site at: Tri-Council Scholarships (NSERC, SSHERC, CIHR) School of Architecture are eligible for two of the three Tri-Council Scholarships. Information can be found at this link: SSHRC (Social Sciences and Humanities Research Council) Scholarships This scholarship also runs once a year in the fall term. The scholarships have a value of $17,500 spread over three terms. The University of Waterloo receives a quota from SSHRC for masters level scholarships, so competition is intense. Applicants must have an average of 80% or higher in each of the last two years of study and a strong, science based research plan for their thesis. For more information on this scholarship, visit the SSHRC web site at NSERC (Natural Sciences and Engineering Research of Canada) Scholarships There are several awards with the NSERC program including the Canada Graduate Scholarships (CGS), the NSERG Postgraduate Scholarships (PGS), and Industrial Postgraduate Scholarships. A list of School, University, and External scholarship opportunities of interest to Architecture students online via the searchable database: 10

11 Teaching Assistantships A select number of Teaching Assistantships are offered every term. Students with superior academic records, appropriate interests and skills in the courses requiring TA s, are encouraged to apply. Students in M1 (with the exception of students not enrolled in an M1 studio), extended terms past M7, and/or inactive or part-time status are not eligible to apply for Teaching Assistantships. As well, students are limited to two Teaching Assistantships in their time at the. Exceptions are made during periods with low applicant numbers and a student may receive a third and sometimes fourth TA position. Hours should not exceed 130 hours per term (10 hours per week). Extra hours are at the discretion of the student and the instructor, however student course load and time should be considered when duties are accepted. Assistantships take great effort, to balance studies with the requirements of the position. Timesheets are required for submission to the Graduate Coordinator on a monthly basis. Positions are advertised for the next term, midway through the current term. A notice will be posted on the Masters e-groups. Applications will be available outside the main office and must be submitted within the deadline allocated. In some cases, interviews are required to assess student potential. The TA process is reviewed regularly and subject to change. Further details about teaching assistantships, scholarships, and other sources of financial aid, such as graduate student bursaries, can be obtained from the School. Other Forms of Support: The Graduate Studies Office also offers bursaries to graduate students who can demonstrate financial need. Information on this bursary is available from the GSO and the Graduate Calendar. Maternity/adoption leave bursaries and day care bursaries are also available from the GSO. M.Arch. Course & Degree Requirements 1. ARCH 692 (1.5 units), Graduate Design Studio/Seminar in the first term of the M. Arch program. 2. Three 600-level elective courses (1.5 units/3 term courses). Graduate-level courses offered in other UW departments may also be taken for elective credit with permission of the Graduate Officer. Graduate Electives: Offered on a term-by-term basis by faculty, information on electives will made available via e-group postings and once confirmed will be detailed on the architecture website. Reading or Competition Electives: (ARCH 685 Readings in Architecture elective in place of an Arch 684 Special Topics in Architecture or other elective) 11

12 Reading Electives: If students wish to pursue a special topic not a part of an existing ARCH 684 or 600 level elective, they may submit a Reading Course Contract to the Graduate Officers and Coordinator, to allow enrollment in an independent reading course (ARCH 685). Reading Course Contracts are approved according to the following guidelines: a) A Professor must be available to supervise the course and design a course outline with the student. The outline must be attached to a completed Reading Course Contract and submitted to the Graduate Coordinator for Graduate Officer Approval. b) In the judgment of the professor and/or the Supervisory Committee, the subject is important to an individual s course of study. Once approved, the course will be scheduled and the student will be provided a permission number. Competition Electives: In order to receive credit for a competition, you must contact Professor Terri Meyer- Boake tboake@engmail.uwaterloo.ca who will advise the student of the competition elective requirements. Once confirmed, a course number will be set up and the student will be provided a permission number. A student is permitted to take only one reading course for the M.Arch. program, and in addition may take only one other special topics course in the form of an approved competition elective. 3. The slate of two 0.25-unit professional practice courses and one 0.50-unit course (1 unit/2 term courses equivalent) ARCH 652, Specifications; ARCH 654, Acts and Codes; ARCH 655, Professional Practice. These courses are currently offered in the Winter term of any given year with the exception of ARCH 655, which is available in the Spring also. 4. M.Arch. Thesis in Design (2.0 units/4 term courses equivalent) milestone; it is not necessary to enroll in the thesis; a thesis acceptance will be indicated on your record once the GSO has been notified of successful completion and acceptance of the thesis. All degree requirements must be completed no later than six terms after the student has been admitted. If necessary, consideration will be given for additional terms of registration, with proof of demonstrated satisfactory progress, Supervisor, Graduate Officer and Associate Dean, approval. A Petition for Extension form, available on the GSO web site must be filled out and submitted in order to extend. The petition can be denied at any level, department or faculty, however every effort is made to assist students in the completion of their studies. The Graduate Coordinator will send out s requesting all extended students submit their forms before the term deadlines. 12

13 Grades: Each course will be graded with a numerical grade. In order to graduate, candidates must receive an average of at least 70% overall in the courses taken in fulfillment of their degree requirements. If a student receives a failure (0-64), the Graduate Studies Committee of the School will review his or her standing in the program, and the student may be asked to withdraw. Incomplete Grades and Grade Changes: Students are expected to complete all work required for each course by the end of the term of course registration. Instructors submit grades electronically through the grade submission process. However, in extenuating circumstances, an instructor may assign an incomplete grade (INC) until the course work is completed. An incomplete grade (INC) will remain on a student s transcript for three terms of enrollment, following the term in which the course was taken. INC grades may be extended on a term-by-term basis. If a grade has not been submitted by the end of the third term, the INC will automatically convert to an FTC (failure to complete incomplete course work, no credit granted). For average calculation, FTC value equals 0%. This status may not be removed from the transcript except on appeal to the Dean of Graduate Studies. Such appeals would be granted only in exceptional circumstances such as where failure to complete was the fault of the instructor and not the student. M1 Graduate Design Studio Students entering the M.Arch program (M1) register and enroll in Arch 692, the Graduate Design Studio and Seminar. The M1 Studio provides students the opportunity for an indepth examination of current topics in architecture, and is intended as a vehicle for the development of an independent Masters Thesis proposal. The M1 studio offers several options, either on campus in Cambridge every Fall, Winter and Spring terms, in Rome during the Winter term. Some students opt to begin their studies by enrolling in electives first before taking their Design Studio and do so with exclusive permission of the Graduate Committee. M1 Instructor & Thesis Supervisor The ARCH 692 instructor acts as a mentor during the M1 (first) or Studio semester. During this term, while developing their thesis proposals, each student should make contact with and arrange for a thesis supervisor from among the full-time Architecture faculty and adjuncts. Upon appointment of the thesis supervisor, students must establish 13

14 the second and third committee members. These steps represent milestones in the road to thesis completion. Students should initiate discussions with possible thesis supervisors early in the first term of graduate studies. A supervisor must approve of the thesis proposal in conjunction with the agreement to be the student s supervisor. These forms/milestones are due at the end of the M1 term. Students should have the thesis completed and submitted by the middle of the third month of the third term of enrollment in the graduate program, if they expect to complete the program in the required minimum of three terms. During a student s studies it may become necessary for a student to change their supervisor if, for example, there is a shift in research area emphasis. This is accomplished by obtaining the written agreement of all parties involved, including the Graduate Officer, by means of the Change of Supervisor form available on the GSO web site. Suggested Patterns of Study & Milestones Patterns of study will depend on when the student is registered in the M1 studio. The below schedule is based on a Fall M1, taking into consideration the availability of the professional courses ARCH 652, 654, & 655. Term 1 (M1) M1 Thesis Intention ARCH 692 M1 2 electives Milestone Thesis Supervisor Selection & Approval (end of term) Milestone Draft Thesis Proposal Submission & Approval (end term) Term 2 (M2) M2 Thesis Research ARCH 652 ARCH 654 ARCH 655 Milestone Thesis Committee Selection & Approval (end of term) Term 3 (M3) M3 Thesis Work & Completion 1 elective Thesis Defence Milestone Thesis Defence Approval Sign Off Milestone Defence Milestone Thesis Approval & Submission Thesis Details & Requirements The thesis is designed to develop competence in independent research and in critical analysis of a specific subject matter or theory. Its subject must fall within workable limits; 14

15 definitive and trend-setting studies while encouraged, are not required. The thesis may be presented in one of the following forms: 1. A written thesis document, from 60 to 80 pages of typescript (15,000 to 20,000 words) 2. A design proposal thesis in 2 and 3 dimensional form, including a written document of 20 to 30 pages (5000 to 10,000 words) 3. A combination of the two, the hybrid. Thesis formatting must follow the guidelines specified by the Graduate Studies Office. The thesis is considered a graduate program milestone, therefore students do not enroll for the thesis; it will be automatically added to a student s record once the GSO has been notified via the Defence Approval Form and UW Space Submission Approval, along with the Intent to Graduate form. The thesis supervisor, two other committee members, and an external reader at a formal defence will evaluate the thesis. Thesis development is expected to follow the sequence of steps and minor milestones outlined in the sections below: Students must complete and submit a form for each milestone: - The Thesis Supervisor approval and the Thesis Proposal Approval Form at the end of the M1 term (April 30, August 31 & December 31) - The Thesis Committee Approval Form at the end of the second term - Thesis Defence Approval Form at least three weeks before the scheduled defence along with two copies of the thesis for the external reader and for the office, and a title and abstract sent via for the notification Thesis proposal, Thesis Supervisor and Thesis Committee forms are available online. Links have been provided at the end of the handbook. Thesis Proposal: The thesis proposal should include a statement of research objectives, an outline of the nature and content of the thesis, a bibliography of relevant research material, and a timetable of research activities and milestones leading to completion of the thesis. In addition, the proposal should outline intended research methods and, where appropriate, may also include relevant case studies, a travel itinerary, budget and other required resources and equipment needed to carry out the research objectives. Upon acceptance by the student s Supervisor, this proposal must be submitted to the Graduate Officer. The thesis proposal must be submitted to the student s thesis supervisor prior to the end of the first term for approval and finally to the Coordinator of Graduate Studies and Research at the beginning of the second term. 15

16 Thesis Supervisor*: A Thesis Supervisor must be a tenure-track or tenured member of the faculty of the School of Architecture. In some instances, a regular full time adjunct may supervise, with departmental approval. The role of the supervisor is threefold: to advise, monitor and act as a mentor. Supervisors not only provide guidance, instruction and encouragement in the research activities of their students; they also take part in the evaluation and examination of their progress and performance. Supervisors are responsible for fostering the intellectual and scholarly development of their students. They can also play an important role in providing advice regarding career paths. Supervisors should meet with their students a minimum of once a month. Supervisors should also be reasonably accessible for meetings requested by their students. *Provision for Absence: Supervisors are obliged to inform their students and prospective students of any anticipated extended absences. In cases when the absence is for a period greater than two months, supervisors should arrange for suitable communication methods. Substitute supervision also must be arranged, for example through the use of members of advisory committees. Supervisors must inform students and departments of the arrangements made for the period of absence and also receive approval from the Dean of Graduate Studies. Curtailment of Supervisory Duties: Supervisors should inform the Graduate Office and advisory committee when, in exceptional circumstances such as personal or professional conflicts, temporary leave because of illness, prolonged leave, etc., withdrawal from their supervisory role is necessary and in the best interest of the student. The arrangement should be confirmed in writing. In such cases, supervisors should cooperate with the Graduate Officer to help arrange for continuity of supervision. For further information on the specific responsibilities of a supervisor, see the Graduate Studies Office link: 20the%20University%20of%20Waterloo%202011_2.pdf Thesis Advisory Committee: According to the UW Graduate Studies Calendar the Thesis Advisory Committee must consist of at least two faculty members in addition to the supervisor appointed in the student s department or co- supervisors. The supervisor and one member are faculty members of the student s department. The second Advisory Committee member may be associated with another UW department, the School, or be external to UW (i.e., a faculty member from another University). By the end of the first term of graduate studies, in consultation with the student, the supervisor should identify the members of the student s Thesis Advisory Committee. In addition to the supervisor and two-faculty members outlined above, a fourth external committee member (reader) should be identified prior to 16

17 the thesis defence. This committee member must be publicly recognized in his/her field, should be knowledgeable in the student s field of study, and should be external to the University of Waterloo. This committee member does not provide input into the actual writing of the thesis and is only brought into the thesis process when the defence is scheduled. Prior discussion of the thesis with the external committee member will void his/her participation in the defence. The Graduate Officer should be notified in writing by the supervisor or student of the members of the advisory committee. Thesis Progress Review/Report (Masters Reviews) By the second term of enrollment in the M.Arch program, each student will participate in a Thesis Progress Review, attended at minimum by the student s supervisor or the entire advisory committee with the exception of the external reader. The review is intended to provide students with feedback about the content and progress of their thesis research and to provide a collective forum in which the work being carried out in the graduate program can be shown and discussed. Following the progress review, the student s supervisor, with input from the members of the advisory committee, will prepare a Thesis Progress Report, which will be provided to the student by the beginning of the next term. The progress report will include recommendations on the content and progress of the student s work to date, and outline work to be covered toward completion of the thesis. M.Arch. Thesis Defence & Degree Completion Guidelines Once a thesis is submitted for defence, the Graduate Officer will ensure that the student s advisory committee is comprised of a sufficient number of members, including the external committee member. The student, advisory committee and Architecture Graduate Department must ensure the student has met all degree requirements before a defence is scheduled. Thesis defences are scheduled throughout the term except during restricted times in the year (e.g. Undergraduate Admissions Week & week prior to Winter holidays). Defences are intended both as a review process for the student s work and as a focus of polemical debate, within which contemporary issues of the theory and practice of architecture addressed within the School of Architecture may be discussed in a public forum. Defence Process: 1. When the student feels that he/she is ready to defend their thesis, the student will submit a draft of the thesis to their three-member Thesis Advisory Committee for approval or direction for further work. The Thesis Committee will meet with the student, approve the draft as the basis for the final thesis, agree on the external committee member, and establish possible dates of the defence. All members of Committee and the 17

18 student will date and sign the Draft Thesis Approval form, and indicate on this form a mutually convenient date(s) for the defence and what changes have to be made for the draft thesis to be acceptable for defence. The form will also contain information as to the identity of the external committee member, and his/her qualifications to serve as such. The Draft Thesis Approval form enables the student to schedule a tentative date for the defence with the Coordinator Graduate Studies and Research. Approval by the Committee can be obtained through if a meeting cannot be scheduled. It is the supervisor and/or the committee s responsibility to contact the external reader and advise of availability. Students are not to contact the external reader, and at most should have an arms length relationship with the external reader. 2. Once the student submits five complete and final draft copies (one for each committee member, one for the external member/reader and one for department perusal) of the thesis document to the Coordinator Graduate Studies and Research, the student and the Coordinator will schedule the defence, using as their guideline the dates and room request listed on the Draft Thesis Approval form. The date of the defence should be scheduled at a minimum of two weeks after the date that the student has submitted the thesis to the Coordinator. The student will ensure that both the internal members and the external member of the Thesis Advisory Committee will be able to attend the defence on the scheduled date. 3. Having received the Draft Thesis Approval form, five complete and final draft copies of the thesis, and a mutually agreeable date, the Coordinator will prepare a Notice of Defence, with the approval of the Graduate Officer(s). The Notice of Defence is distributed through via the e-groups, on the website and posted on the M.Arch. board outside the main office. 4. Once a Notice of Defence has been posted, the defence cannot be cancelled except due to extraordinary circumstances such as illness of the student, members of the Thesis Advisory Committee, or the external committee member. Objections by members of the Thesis Advisory Committee to aspects of the thesis will not be accepted as legitimate grounds for cancellation. For a cancellation of a defence to occur, the Coordinator will ensure that the student, the supervisor and the Graduate Officer sign the Cancellation of Defence form. The external reader will be contacted by the Coordinator for necessary information to process any applicable honorariums and to give the external reader the opportunity to express any concerns with the thesis. 5. Once the Notice of Defence has been distributed, a defence report will be prepared for the thesis supervisor for completion after the defence. The completed defence report (including all committee member signatures), along with a thesis comments form must be returned to the Coordinator Graduate Studies and Research for forwarding to the Engineering Graduate Office. The Associate Dean s Assistant will prepare a Thesis Acceptance form for the Graduate Studies Office as proof that the thesis has been completed, defended and deemed acceptable, which the student will receive by , after the scheduled defence. This is a courtesy by the EGO to alert the student of the ability to upload the thesis on UWSpace. 18

19 6. Students can order audio-visual equipment from ACM for their defence. Students should consider that certain venues for defence may or may not be available on the date requested, and therefore should adjust their presentation accordingly. If a student wishes to tape their defence for personal use only, they must seek the permission of the entire committee and external reader. A document is available through the Graduate Coordinator. 7. For the defence, the candidate should prepare a presentation of minutes at most, outlining a summary of the thesis research, methodology, content and conclusions, as appropriate. A question period follows the presentation, with questions asked by the committee and supervisor and then by members of the audience. After the question period, the candidate and the audience will be asked to leave the room while the committee determines the thesis defence decision. The entire process should take no more than two hours. Defence categories used in the School of Architecture are outlined below. The decision of the committee is indicated on the Thesis Report, which is to be completed by the Thesis Supervisor and returned to the Coordinator for forwarding to the Assistant to the Associate Dean Graduate Studies and International Programs in the Engineering Dean s Office. ACCEPTED: Thesis may require typographical and/or minor editorial corrections to be made to the satisfaction of the supervisor, though not formal communication is required to confirm these approved changes. ACCEPTED WITH MINOR MODIFICATIONS Thesis requires minor changes in substance or major editorial changes that are to be made to the satisfaction of members of the Examining Committee designated by the Committee. Normally such changes should be completed within four (4) weeks of the date of the examination. ACCEPTED WITH MAJOR MODIFICATIONS Thesis requires more substantive changes but will be accepted when these changes are made. Changes are to be made to the satisfaction of those members of the Examining committee designated by the Committee. The Examining Committee's report must include a brief outline of the nature of the changes required and the date by which the changes are to be completed. DECISION DEFERRED Thesis requires modifications of a substantial nature, which make the acceptability of the thesis questionable. The Examining committee s report must contain a brief outline of the modifications expected and should indicate the time by which the changes are to be 19

20 completed. The revised thesis must be re-submitted for re-examination. The reexamination will follow the same procedures as for the initial submission except that the display period may be reduced or eliminated at the discretion of the Associate Dean. Normally, the same Examining Committee will serve. A decision to defer is open only once for each candidate. REJECTED Thesis is rejected. The Examining Committee shall report the reasons for rejection. A student whose thesis has been rejected will be required to withdraw from the Masters program. Additional information concerning committee composition, thesis submission and binding, deadlines, etc., can be found at the GSO website: 8. Thesis Formatting and Submission Procedures: Students must make all revisions and corrections required by their examining committee and department, as noted above and formal approval by their supervisor must be documented before submitting their thesis to the Graduate Studies Office for review. The thesis acceptance certificate from the Engineering Graduate Office must also be received in the GSO before the thesis formatting will be reviewed. The thesis must be sent electronically for formatting and layout review by the GSO prior to submission by the student to UW Graphics for binding. The student must register online at UWSpace, and submit the thesis online. The GSO will inform students by of any formatting changes that have to be made before the thesis can be formally submitted for binding. Students should follow the Thesis Guidelines outlined by the Graduate Studies Office on the GSO web site, prior to printing of bound copies. Faculty thesis copies can be signed out of the main office (ARC 2106A) for research and for perusal for formatting layout. Printing and Binding: Three hardbound copies are also required: one for the main office thesis library, one for the Musagetes Library, and one for the thesis supervisor. Printing can occur through any service, but all binding must be completed at UW Graphics. ALL PRINTED AND BOUND COPIES ARE DUE TO YOUR COORDINATOR WITHIN A MONTH AFTER THE THESIS HAS BEEN UPLOADED. These bound copies are important and invaluable to the school for a variety of awards, events and academic needs. 9. Intent to graduate form available on the GSO web site must be completed by the student and signed by the Graduate Officer signals the degree completion. This form certifies to the Graduate Studies Office that the student s degree requirements have been completed (i.e., course work, thesis defence, thesis acceptance) and that the student is eligible to graduate. This form MUST be submitted to the GSO, by the degree completion deadline of a given term. As the form requires several signatures, it is imperative that it not be left to the last minute for completion as it may not be possible to obtain all the required signatures on short notice. 20

21 10. The deadline for Spring Convocation is to have all required steps completed on or around April 30. The deadline to attend Fall Convocation is on or around August 30. If you anticipate that you will have the defence and any necessary changes completed before the end of a given term or before the end of the first three weeks of the next term, the 100% and 50% refund deadlines for tuition should be considered. Students may opt not to pay tuition at their own risk in the first three weeks of the term. Failure to be registered however, may result in de-registration by the GSO. Note that refunds are only processed once a term, after the 50% refund deadline. Additional Information University Responsibilities to the Graduate Student The Supervisor It is the responsibility of the University to be sure that each graduate student is assigned or has arranged for a faculty supervisor with whom the student can discuss course selections, thesis research, and other information relating to the student s graduate program. A supervisor is also required to sign bursary applications, drop/add forms, and so on. As previously noted, you should formalize a supervisor for your thesis research by the end of your first term. The supervisor can be the faculty member requested on your application form; however, if that faculty member is unavailable, we try to make an alternative equitable match. The student may change supervisors by obtaining written agreement of all parties involved (the Change of Supervisor form). When supervisors are to be absent from the University for any significant period of time such as a sabbatical, it is their responsibility to arrange that, during their absence, students receive substitute supervision from faculty members competent in the students particular area of work. The length of a supervisor s absence during which substitute supervision must be arranged is a function of the individual student s needs. However, no student should be left without supervision for more than two months. The Department (School of Architecture) Each graduate student is enrolled in a department, which is responsible for the activities of his or her supervisor. The department is responsible for ensuring that all students have been correctly informed on academic, financial, or other matters pertinent to their study and that changes in departmental regulations do not jeopardize the status of graduate students admitted under previous regulations. The Department Graduate Officer is the official representative of the department to its graduate students. 21