Resources for Current Graduate Students

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Resources

Welcome to Graduate Studies at Brock!

The Faculty of Graduate Studies serves all graduate students at Brock University to help you become a well-rounded, creative and ethical individuals and researchers who will contribute to the betterment of society.

For Important Dates information, academic and administrative policies, forms and regulations, please visit student resources’ pages following the link  https://brocku.ca/graduate-studies/student-resources/

We strongly encourage you to review the Academic Regulations and University Policies outlined in the Graduate Calendar

The Graduate Students’ Association (GSA) represents the interests of all graduate students at Brock University. Please visit GSA at https://brocku.ca/graduate-students-association/

Academic Integrity is a core value that supports the University’s mission. This mission can only be accomplished if all members of the University properly acknowledge sources of information and ideas, present independent work, and adhere to the standards of their discipline of study. Brock University is committed to open exchange of ideas, independent inquiry and research. Students are encouraged to familiarize themselves with the University’s academic integrity policy and regulations and the intellectual property policies and guidelines. For detailed information and forms, please visit the Faculty of Gradate Studies, Regulations and Policies

To obtain or replace your Brock Card, visit the Brock Card Office. Please bring government-issued photo identification such as a driver’s license or a passport and proof of your Brock ID Number. For hours of operation and additional details, please visit Brock Card webpage.

You will need your Brock Card to obtain access to research spaces in Mackenzie Chown Complex (MC) and in the Cairns building. Requests for access to research areas must be approved by the researcher responsible for the lab or space and by the student’s Supervisor and submitted to the Faculty of Mathematics and Science Graduate Administrative Coordinator, MC D473 or electronically here.

Download Brock Card access forms below:

Graduate Program Requirements

Graduate Program Handbooks contain program specific information on academic requirements, policies and regulations. Please refer to your program’s Handbook throughout the year.

Biological Science

Biotechnology

Chemistry

Computer Science

Earth Sciences

Mathematics and Statistics

Physics

Students are also encouraged to refer to the Academic Regulations and University Policies section in the Graduate Calendar.

Program requirements are unique for each graduate program in the Faculty of Mathematics and Science. For requirements specific to your program, please visit your program following  https://brocku.ca/programs/graduate#filter=fms

We also encourage you to review the Graduate Calendar information for your program of study at https://brocku.ca/webcal/ for program specific requirements and course descriptions.

All graduate students must maintain continuous registration in each successive term from the time of initial registration until degree requirements are complete. Students are responsible for ensuring that they register at the appropriate time for each term.

For information and instructions about course registration, how to register and FAQ, please visit Graduate Registration.

Timetables are updated on a regular basis. Please check for changes to your courses here.

Please refer to the Schedule of Important Dates posted by the Faculty of Graduate Studies.

Students who fail to register for any term, and who have not applied for inactive status or been granted a leave of absence, will be withdrawn from their program of study. The student will be required to apply for reinstatement into the program. The request for reinstatement must be approved by the graduate program and the Faculty of Graduate Studies.

In accordance with academic regulations and Brock University policies, Graduate students must achieve and maintain satisfactory academic performance to be eligible to continue in a graduate program. Graduate program committees will review the performance of their enrolled graduate students on a regular basis, preferably each term. Students must maintain a minimum cumulative average of at least a B- (70 per cent) during each term of study.

In graduate programs with a research exit requirement (thesis, major research paper) satisfactory academic progress during the research phase will be determined through academic progress reviews by the graduate program committee (normally once per term) as outlined in the program’s Graduate Handbook. An unsatisfactory academic progress decision, as determined by the graduate program committee, may result in a program’s decision to place the student on academic probation for the subsequent term or a request for required program withdrawal.

Progress Report form will be completed and signed by the supervisory committee and the student at the end of each meeting and submitted to the Graduate Program Director, with a copy to the Graduate Administrative Coordinator.

Qualifying Examinations are completed to ensure that the student has a well-formulated research plan under way and is able to ultimately defend a PhD thesis.

Please refer to your graduate program’s Handbook for Predoctoral / PhD Candidacy / Ph.D. Comprehensive Exam regulations and requirements for your program.

Once a PhD Candidacy Examination is required to be organized by the Faculty of Mathematics and Science Graduate Office, a request needs to be sent to the Graduate Administrative Coordinator.

The request needs to include:

  • student’s name and ID number
  • research proposal title
  • when the examination should be scheduled, and
  • the names of the examination committee members (Chair, Supervisor, Internal Examiner, Supervisory Committee members).

Research proposal paper must be submitted to the Graduate Program Director and Graduate Administrative Coordinator electronically, in PDF format, no later than a week prior to the examination date. The Graduate Administrative Coordinator will circulate the research proposal to the examination committee members for evaluation, prepare forms for the Examination Committee’s approval, and process the examination committee decision after the exam.

Student Status

Please visit Student Resources, Faculty of Graduate Studies for forms and requirements pertaining your student status. For additional information, please contact the Graduate Administrative Coordinator

Verification of Status Letters

Students can request confirmation letters to address their current status at the University.

The following Confirmation Letters are available:

  • Confirmation of Enrolment / Funding
  • Confirmation of Eligibility to Graduate
  • Confirmation of Degree Conferred
  • Ontario Immigrant Nominee Program
  • Post Graduate Work Permit letter
  • Other e.g. Government Forms

 Please complete the Verification of Status Form to request your letter and submit with payment to Brock Central (3rd floor of Schmon Tower).

MSc students who wish to enter the PhD program without first finishing their MSc degree must obtain their supervisory committee members’ and the Graduate Program Director’s approval. Transfers are intended to allow exceptional students to accelerate completion of the PhD degree. When the student transfers to the PhD program, the Supervisory Committee and the Graduate Program Director will determine if the time spent and the credits earned in the MSc program will be counted as part of the PhD degree.

Approved requests for transfer from MSc to PhD degree need to be submitted to the Graduate Administrative Coordinator for processing.

Graduate students may apply to graduate at any time prior to the Convocation date for Spring (June) or Fall (October) ceremonies by going into the Brock portal under the Applicant & Student Self-Serve tab and selecting the menu option Application to Graduate.

Payment is made online on or before February 1 (Spring Convocation) and July 1 (Fall Convocation). A late fee is assessed after the deadline dates. Please refer to the Convocation Dates And Last Day To Submit Intention To Graduate Without Late Fee section in the Important Dates for deadlines.

For additional information please visit the Faculty of Graduate Studies here.

To apply for Final Stage Status, students must submit a complete draft of their Major Research Paper or Thesis to their supervisors to approve that it requires no further research or additional chapters/sections. Following the supervisor’s approval, the Final Stage Status application should be submitted to the Graduate Program Director.

Students approved for Final Stage Status by their graduate program must have completed all course work, other program requirements and must have a complete draft of their Major Research Paper, Project or Thesis that their supervisory committee agrees requires no additional chapters/sections.

Students approved for Final Stage Status must be able to complete their exit requirement within the subsequent term.  Final Stage Status allows students to benefit from reduced tuition fees for their last term of study. Final Stage Status may only be awarded once and only for one term.

Financial Resources

Financing your education is an important part of being a successful student. For detailed information about financing your education, please visit https://brocku.ca/graduate-studies/financial-resources/

Financial assistance opportunities are available to students in several forms. Students are encouraged to explore all options available to them in support of their graduate education. Please visit https://brocku.ca/graduate-studies/scholarships-awards/

In accordance with the Ministry of Training, Colleges and Universities guidelines, Brock University charges tuition on a per term basis. For detailed information, please visit https://brocku.ca/safa/tuition-and-fees/overview/graduate/

Thesis and MRP

Thesis defence is the culmination of the candidate’s research program. It provides an opportunity for the candidate to engage meaningfully in scholarly discourse in their chosen area and is intended to allow the candidate’s work to be subject to scholarly criticism by members of the academic community. Based on an evaluation of the written thesis and the candidate’s performance in the thesis oral defence, the examining committee will make the decision as to whether the candidate’s work has satisfied the requirements.

Before writing your thesis, please review the Faculty of Graduate Studies e-Thesis Format Specifications and information about thesis preparation and defence procedures.

To arrange an MSc thesis defence, follow the steps:

  • All members of the student’s supervisory committee and the Graduate Program Director must approve that the thesis is ready for external review.
  • Students are required to submit their thesis in electronic format (PDF file) to the Graduate Administrative Coordinator via email here. Hard copied are not required, unless requested by an Examination Committee Member.
  • All members of the student’s supervisory committee and the GPD must approve and sign the Master of Science Appointment of External Examiner form. The completed form needs to be submitted to Elena Genkin, Graduate Administrative Coordinator.
  • The Graduate Administrative Coordinator will contact the External Examiners, schedule and organize the thesis defence.

Students will receive a copy of their External Examiner’s Report from their Supervisor or the Graduate Program Director prior to the defence.

After the defence, and once the final revisions are completed as requested by the Examination Committee and approved by the Supervisor, the final version of the thesis needs to be uploaded to the Brock University Digital Repository.

Instructions for uploading your thesis to the Digital Repository are posted on the Faculty of Graduate Studies website here

Please also refer to the Faculty of Graduate Studies e-Thesis Format Specifications for thesis formatting requirements.

Note: You will be asked to sign Thesis License Forms after your thesis defence and the Graduate Administrative Coordinator will submit your forms to the Faculty of Graduate Studies.

To arrange a PhD thesis defence, follow the steps:

  • All members of the student’s supervisory committee and the Graduate Program Director must approve that the thesis is ready for external review.
  • Students are required to submit their thesis in electronic format (PDF file) to the Graduate Administrative Coordinator via email here. Hard copied are not required, unless requested by an Examination Committee Member.
  • The GPD must approve the Appointment of External Examiner form and the members of the student’s supervisory committee must sign the Supervisory Committee Approval of Thesis for Oral Defence. The completed forms need to be submitted to Elena Genkin, Graduate Administrative Coordinator.
  • The Graduate Administrative Coordinator, in coordination with the Faculty of Graduate Studies, will confirm the External Examiners and schedule and organize the thesis defence.

Students will receive a copy of their External Examiner’s Report from their Supervisor or the Graduate Program Director prior to the defence.

After the defence, and once the final revisions are completed as requested by the Examination Committee and approved by the Supervisor, the final version of the thesis needs to be uploaded to the Brock University Digital Repository.

Instructions for uploading your thesis to the Digital Repository are posted on the Faculty of Graduate Studies website here.

Please also refer to the Faculty of Graduate Studies e-Thesis Format Specifications for thesis formatting requirements.

Note: You will be asked to sign Thesis License Forms after your thesis defence and the Graduate Administrative Coordinator will submit your forms to the Faculty of Graduate Studies.

Major Research Project (MRP) paper and presentation are the culmination of the candidate’s research program.

Please refer to your Graduate Program’s Handbook for Major Research Project submission regulations and procedures.

To arrange an MRP public presentation, follow the steps:

  • Once the MRP is completed, the student’s supervisor will approve that the MRP is ready for public presentation and the student shall submit their research paper in electronic format (PDF file) to the Graduate Administrative Coordinator via email for arranging the presentation.
  • The Graduate Administrative Coordinator will circulate the MRP to the Examination Committee Members and schedule and organize the presentation.

After the presentation, supervisory committee evaluates the MRP report and the presentation and determines the final mark.

Reimbursement of Expenses

Students can request reimbursement of their out of pocket expenses when they purchase goods or services for their research, when they travel for research purposes or when they travel to present at a conference. Their supervisor’s approval and financial support must be confirmed in advance.

The supervisors will reimburse their students’ expenses at their discretion. It is the student’s responsibility to seek the supervisor’s approval for reimbursement prior to making a purchase or travelling.

Eligibility

  • Registered full-time at the time of application and conference attendance.
  • Have good academic standing.

Requests for reimbursement of expenses for purchasing goods or services may be submitted using Student Cheque Request forms or through Workday (when possible).

To submit your expense reimbursement request using the form, please complete the Student Cheque Request Form, listing your expenses, and send, along with the scanned copies of your purchase receipts to Elena Genkin, Graduate Administrative Coordinator.

Students who have active Workday portal due to their ongoing employment, may submit their request for reimbursement of expenses via Workday.

Graduate student travel support is intended to encourage graduate students to present their research at a regional, national or international conferences or academic events. Graduate student conference funds are available to full-time registered Master’s students and full-time or part-time registered Doctoral students who travel in connection with their graduate program. The total amount of conference funds available is a combination of funds available from the Faculty of Graduate Studies, Graduate Students’ Association (GSA) and the student’s program/supervisor. Financial support from other sources, other than Faculty of Graduate Studies, must be a minimum of $100. The student must be presenting at a conference and the program/supervisor must confirm the attendance at the conference and that attending is of direct benefit to the student’s program and research. The Faculty of Graduate Studies will normally pay expenses up to a maximum of $300 providing appropriate documentation and receipts are submitted and other sources of funding are available.

After presenting at a conference, part-time and full-time students may be eligible to apply to the Provost’s Discretionary Fund to obtain some additional support. Funding is available to a student once per fiscal year and only after the student receives approved funding from their Faculty and/or the Faculty of Graduate Studies.

Eligibility

  • Registered full-time at the time of application and conference attendance.
  • Have good academic standing.
  • Be an active participant (e.g. speaker, poster presenter, member of a panel or round table) in a conference (or other academic meeting) relevant to their academic program.

Please submit your complete application via email to Elena Genkin, Graduate Administrative Coordinator, including:

  • Completed Student Cheque Requisition Form – Download here
  • Proof of presentation / attendance (e.g. copy of acceptance letter from conference organizers, name tag)
  • A copy of your submitted abstract or poster
  • Conference / Event’s program showing the dates, the location, and the name of the conference / event
  • Proof of payment for each expense item (e.g. registration, meals, accommodation, gas for travel etc)
  • Graduate Student Travel Expense Reimbursement Application
  • Provost Discretionary Fund Application (if applicable)

You must provide final paid receipts for registration, travel, accommodations and other expenses along with your complete application, requested supporting documentation and the expense form.

Important Notes:

  • receipts must contain the breakdown / list of items purchased and the payment confirmation portion
  • mileage can be claimed by vehicle owner / driver only and cannot be split with passengers

For additional information about Conference Expenses’ reimbursement and financial support opportunities available for graduate students please visit https://brocku.ca/graduate-studies/financial-resources/conference-funds/

Refunds are processed by cheque which is mailed automatically. Please ensure that you include an up to date mailing address on your application.

Graduate Administrative Coordinator Contact

Contact the Graduate Administrative Coordinator here.

“Brock opened a new chapter in my life. It was an exciting, yet challenging journey in my life. A journey that let me pursue my passion to find answers by working with the best professors. I wish this journey never ended, but everybody has to graduate!” – 2019 MSc. Graduate

Arpi Sen Gupta, MSc in Computer Science, Supervisor: Dr. Brian J. Ross

Paul Pilkington, MSc in Earth Sciences, Supervisor: Dr. Francine McCarthy

Tianyu Dong, MSc in Chemistry, Supervisor: Dr. Feng Li

Richard Le Sueur, MSc in Chemistry, Supervisor: Dr. Travis Dudding

Jon Walmsley, MSc in Earth Sciences, Supervisor: Dr. Frank Fueten.

“My path to a Master of Science in Earth Sciences was not straight forward but I consider it time well spent. I was able to expand the breadth and depth of my knowledge in Planetary Science as well as participate in an active laboratory as a Research Assistant. I had the opportunity to work as a Teaching Assistant and further develop my communication and knowledge translation skills. I also gained lifelong friends while I developed the skills that will become the foundation of my journey as a Professional Geoscientist.”

Rodela Kaleci, PhD in Biological Sciences, Supervisors: Dr. Belinda Kemp and Dr. Gary Pickering

“Brock University is providing me with all I need to be successful: high-quality academic instruction and research supervision, community involvement opportunities, scholarships and funding, and a warm environment to learn and work.” – Rodela Kaleci (International Ph.D. Candidate in Biological Sciences)

Nurbek Imangazin, MSc in Computer Science, Dr. Michael Winter

Kailey Meehan, MSc in Biotechnology, Supervisor: Dr. Jeffrey Atkinson