GSE Resources

The Faculty of Graduate Studies (FGS) hosts information for graduate student supervisors, including:

Supervisory policies governing faculty and students Best practice guidelines Resources for supervisor responsibilities Supervisory and student development tools 

Are you a new faculty member interested in supervising students?

Please forward an up-to-date CV (including supervisory and examiner experience) to the relevant program's Graduate Program Administrator (GPA) who will assist you with the application process. Once you have been approved for supervisory privileges, you will be invited to attend the FGS workshop for new supervisors. Approval and attendance at the New Supervisors workshop are required before you can start to supervise graduate students. 

If your PhD student began their program after September 2015 or if your Master's student transferred to the PhD after that date, they will fall under the new CSM Candidacy Process. 

The GSE Office holds regular Supervisor Candidacy workshops each year and the most recent workshop slides are available here



Policy-Media Recording in Learning Environments

Learn more about the policy for recording in the classroom using the link below.

The resources found here are specific to the office of Graduate Science Education at the Cumming School of Medicine.  These documents relate to policies and procedures that are in addition to the Faculty of Graduate Studies requirements.

Questions, comments or concerns should be addressed to your Graduate Program Administrator, Graduate Program Director or the Associate Dean of Graduate Science Education.


GSE Funding Policy

Learn more about the funding policy for graduate students in programs offered through Graduate Science Education.

 


GSE Student Handbook

This handbook combines all the programs into one document.  Common requirements are listed first and program specific requirements are contained within appendices.  Updated September 2020

There will be a supervisor handbook available at some point in the near future.


Neutral Chair Guidelines

This document provides policy and procedure guidelines for faculty acting as a Neutral Chair for exams including Candidacy and Thesis Oral defenses.


Instructors | Academic Calendar

This links to the University Calendar which includes the start and end dates of courses for the upcoming terms, including university closure dates (statutory holidays and mid-term breaks) as well as the examination dates.


Directed Studies Course Information

Looking to set up a Directed Studies course for your student?  Please click on the button below to visit our Directed Studies course page to find information on the set up process and deadlines for each term.


Writing Effective Scholarship Reference Letters

Scholarship reference letters are critical for the success of a student’s application. Dr. David Hansen has a few tips to share with supervisors for how to write effective scholarship reference letters.

If your PhD student began their program after September 2015 or if your Master's student transferred to the PhD after that date, they will fall under the new CSM Candidacy Process. 

The GSE Office holds regular Supervisor Candidacy workshops each year

We will be providing training for those with supervisory privileges in the MDCH program. Supervisors are encouraged to attend all session either in-person, via Adobe Connect or watching recordings of the session. If you have specific questions, please contact chsgrad@ucalgary.ca

*Please note - the information in these sessions is targeted towards the MDCH program only.

Supervisory Workshop (August 30, 2017) | Recorded Session (TBA) |

Supervisors are to submit two forms to chsgrad@ucalgary.ca  by December 1st for the following Fall intake.

Admission to Candidacy (PhD only)

Please note that the deadlines differ slightly depending on if you have transferred from a MSc program to a PhD program, or if you are in the MDCH program. Please contact your Graduate Program Administrator if you have any questions about the Admission to Candidacy process.

Note that the process outlined below does not apply to MDCH students. Please see the tab for Community Health Sciences Candidacy procedures below.

All PhD students are required to complete their Candidacy process within 24 months of admission. For students transferring from MSc to PhD, the Candidacy process must be completed within 28 months. 

The following components are required as part of this process: 

  • Completion of Course Work
  • Attendance at Research Integrity Day
  • Thesis Proposal Evaluation Meeting (please see the tab below)
  • Field of Study Oral Exam (please see the tab below)

For information on the timelines for completing these requirements and associated forms, please see the Candidacy Timeline. 

Below are the policy documents and forms related to the Candidacy process for Graduate Science Education Programs: 

GSE Candidacy Policy (all programs except MDCH) 
Field of Study Prep Form (Topics - due 3 months before estimated Field of Study Exam date) 
Thesis Proposal Evaluation Meeting Set Up Form due 3 weeks before Evaluation Meeting date) 
Field of Study Set Up & Contingency Form ( due 4 weeks before Field of Study Exam date)

* All forms should be submitted to your Graduate Program Administrator. 

GSE Student Candidacy Workshop Powerpoint Presentation (Oct 21, 2016)

Thesis Proposal Evaluation Meeting Set Up Form due 3 weeks before Evaluation Meeting date) 

Proposal Evaluation 

The Proposal Evaluation should proceed in a similar manner to a regular committee meeting with the following additions:

  • The student will do a short presentation (max 15 min) on their proposal at the beginning of the meeting.
  • Evaluation Meeting members should have the opportunity to discuss the proposal and question the student, focusing on the hypothesis and experimental plan. The student should be able to demonstrate an understanding of the background for the project, concepts, and methods employed as well as experimental interpretation and potential pitfalls. The Supervisor(s) should refrain from answering questions directed to the student. (Max 90 mins)
  • Once the discussion is finished, the student must leave the room. The committee will then evaluate both the written document and the student’s ability to defend their proposal and answer questions. The Supervisor(s) may participate in the discussion.
  • The committee will decide whether the proposal can be accepted as submitted. This will be indicated on the Final Report on Thesis Proposal Evaluation. The Supervisor(s) does not vote.

 The Evaluation Committee must come to a unanimous decision on both the written and oral portions.

 An acceptable written proposal should include the following. More information on format and length may be found in the policy document:

1)      Relevant background knowledge to support the rationale of the proposed research project

2)      Preliminary data that demonstrates experimental competency

3)      Clear Hypothesis and Specific Aims of a body of work appropriate for a PhD project

4)      Detailed experimental plan with expectations, pitfalls and alternative approaches

5)      Significance of the proposed work within the research field.

An acceptable oral evaluation will indicate that the student:

1)      Understands the relevant background information

2)      Can interpret and understand preliminary data

3)      Can defend the hypothesis, specific aims and experimental plan 

Field of Study Prep Form (Topics - due 3 months before estimated Field of Study Exam date) 

Field of Study Set Up Form & Contingency Plan (Temporary regulations through to Dec 31, 2020) (due 4 weeks before Field of Study Exam date)

The Field of Study examination is a formal oral exam. The exam will be comprehensive, covering a broad range of topics in the student’s core field of research. The student is expected to have an in-depth understanding of the topics related to their core field of research, as well as a strong foundational knowledge in their field. These areas, as well as a detailed reading list will be provided to the student prior to the examination.

As per the Candidacy section in the Graduate Calendar and subject to any extension allowances, doctoral students must complete all candidacy requirements  within 28 months  of first registration in the doctoral program. Those students who have transferred from a master’s program must complete all candidacy requirements within 36 months of the first registration in that master’s program.

Review the policy for Candidacy effective September 2018 and take a look at the CHS Candidacy Timeline for an overview of the process. 

All doctoral students in MDCH must successfully complete the following components prior to being admitted to candidacy:

  1. All course requirements;
  2. Have applied for research ethics approval-if needed; 
  3. Research Integrity Day; 
  4. Written Thesis Proposal; 
  5. Concept Map and Reading List;
  6. Written Field of Study (FoS) Examination; and
  7. Oral Field of Study (FoS) Examination.

Forms 

1. Proposal Approval Meeting Set up form - due to GPA no later than 4 weeks before your meeting

2. Field of Study Set Up Package - updated March 2020 with new contingency plan that is in place through to December 31, 2020 (includes contingency plan, concept map and reading list) - due to GPA no later than 25 months in program (33 months for MSc-PhD transfer students)

3. Field of Study Questions form - due to GPA directly from Supervisor no later than 25 months in program (33 months for MSc-PhD transfer students)

The process for students in Community Health Sciences differs from the other programs under Graduate Science Education. 

All MDCH PhD students are required to complete a Candidacy Exam within 28 months of admission. For students transferring from MSc to PhD within 36 months of admission.

Please review the CHS Candidacy Document

Before proceeding to Candidacy, students must have attended the Research Integrity Day, completed all course work, and submitted the following documents to your Graduate Program Administrator:

  • Thesis Proposal Approval Form 
  • Copy of your ethics submission or confirmation from CHREB that ethics aren't required
  • Candidacy Preparation Form (included in the CHS Candidacy Document) - due no less than 3 months before your Candidacy Exam 
  • Concept Map & Reading List - template and instructions included in the CHS Candidacy Document - due no less than 3 months before your Candidacy Exam
  • Meeting minutes approving you going forward to the Candidacy Exam
  • Candidacy Exam Scheduling Request form (due no less than 8 weeks before your Candidacy Exam) Updated March 2020 with new contingency plan form that is in place through to December 31, 2020

The Candidacy Exam Policy is available in the Graduate Calendar. 

Questions can be directed to the GPA at chsgrad@ucalgary.ca

Candidacy Tips & Tricks Workshop - Watch here for the date of our next live workshop or view slides from the March 7 event.

Writing and Defense of Thesis

Supervisors are responsible for setting up their students' examinations. Please see information on the requirements below.

It is recommended that you take a look at the Faculty of Graduate Studies website for additional information about your thesis and your thesis defence.

Once you have completed your research you need to request and complete the Permission to Write Form from your Supervisory Committee.  This form needs to be submitted to your Graduate Program Administrator for your records.

For instructions on preparing your thesis and submitting it, refer to the Thesis Section on the Faculty of Graduate Studies website. Thesis templates can also be found there. 

CHS Guidelines for Manuscript Based Thesis

GI/IM/MID Guidelines for Manuscript Based Thesis

Please note that the Faculty of Graduate Studies has released some temporary regulations for thesis defenses that are in effect through to December 31, 2020. The regulations allow defenses to take place remotely. 

The oral defense of your thesis is an FGS requirement.  Please review the Examinations section on the FGS website for full details on the policy and rules for examinations

To set up your thesis defense the following need to be completed:

MSc:

If any of the above are not complete you will not be approved to move forward to defense. Note: The six-week deadline to submit the Request to Set Up Thesis Defense Form & MSc Altered Format Request package is a firm deadline.

PhD:

  • Research Integrity Day
  • Courses required for degree completed meeting the minimum 3.0 gpa requirement
  • Candidacy Examination Successfully Completed
  • Supervisor/Committee indication that thesis is ready to defend
  • Submission of Request to Set Up Thesis Defense Form & PhD Altered Format Form package (minimum of eight weeks prior to proposed defense date)

If any of the above are not complete you will not be approved to move forward to defense. Note: The eight-week deadline to submit the Request to Set Up Thesis Defense Form & a PhD Altered Format Request package is a firm deadline.

Students must apply for convocation prior to their Oral Defense.  Typically the application is due at the beginning of the term in which the Convocation Ceremony will occur and can be submitted through your MyUofC Student Centre.  Review the criteria to be cleared for convocation to make sure you don’t miss the deadlines.