Academic Regulations and University Policies

For details, visit: brocku.ca/university-secretariat/faculty-handbook/section-3/#B._Graduate_Academic_Regulations/

I. Confidentiality and Release of Student Records

A. Protection of Privacy

Brock University collects and retains student and alumni personal information under the authority of The Brock University Act, 1964. This information is related directly to and needed by the University for the purposes of admission, registration, graduation and other activities related to its programs, being a member of the Brock University community and attending a public post-secondary institution in the Province of Ontario.

For further information, please see the Brock FIPPA page at brocku.ca/legal/fippa/ and Brock Access to Information and Protection of Privacy Policy at brocku.ca/policies/wp-content/uploads/sites/94/Access-to-Info-Protection-of-Privacy-Policy.pdf

B. Student Access

Students have the right to inspect all documents contained in their own record, with the exception of evaluations and letters of reference supplied to the University with the understanding that they be kept confidential.

C. Employee and Student Organization Access

Employees of the University are permitted access to information contained in student records, if they need to know the information in order to perform their official duties. As a general rule, only employees involved in some aspect of academic administration or student affairs are given access to the contents of student records.

In addition to collecting personal information for its own purposes the University collects specific and limited personal information on behalf of the Graduate Students' Association (GSA), as well as constituent organizations authorized by the GSA. The GSA uses this information for the purposes of membership administration, elections, annual general meetings, transit passes, health plan and for other authorized purposes. Information provided is released by the Faculty of Graduate Studies to GSA upon entering into a written confidentiality and privacy agreement outlining the terms, conditions and purpose for the release.

D. Name Changes

As Brock is committed to the integrity of its student records, each student is required to provide, either on application for admission or in personal data required for registration, his/her legal name. Any requests to change a name, by means of alteration or deletion, substitution or addition, must be accompanied by appropriate supporting documentation. Upon making application for graduation a student may be asked to provide proof of his/her name.

II. Student Status

Full-time graduate students are defined as students whose main focus is graduate study for the purpose of obtaining a graduate degree. Graduate study differs from the undergraduate study in that it is, for most students, an activity that is highly concentrated, demanding and all-consuming. Full-time graduate students are defined as follows:

a) they must be pursuing their studies as a full-time occupation and identify themselves as full-time graduate students in all documentation;

b) they must be considered by the University to be in full-time study;

c) they must maintain regular contact with their Graduate Program Director and Supervisor;

d) they must be geographically available and visit the campus regularly. Without forfeiting full-time status, a graduate student while under supervision, may be absent from the university (e.g., visiting libraries, doing field work, attending a graduate course at another institution) provided that, if any such absence exceeds four weeks in any one term, written approval of the student’s absence by the Graduate Program Director is forwarded to the Faculty of Graduate Studies for approval.

e) must limit their paid University employment to a maximum of 520 hours per year, with a maximum of 240 hours per academic term. This includes all paid employment on campus including Graduate Teaching Assistantships and Research Assistantships.

f) students admitted to graduate studies at Brock may not pursue two degrees concurrently, with the exception of purpose-designed dual-degree or concurrent-degree programs.

Any graduate student who does not meet the requirements of a full-time graduate student as defined above is considered to be a part-time student. There is no restriction with respect to time spent in paid employment for part-time students. Part-time students may register in a maximum of 1.0 credit per term, excluding thesis registration.

Students are admitted to the University either as full-time or part-time students and this status can only be changed for valid reasons with the permission of the Graduate Program Director and the Faculty of Graduate Studies.

A Master’s Degree will usually require one year (12 months) of full-time registration. Part-time candidates may be considered in certain programs and in such cases at least two years of part-time registration will be required.

A Doctoral degree requires three years (36 months) of full-time registration. Part-time candidates may be considered in certain programs and in such cases at least five years of part-time registration will be required.

Each graduate degree program has a defined time to completion which is the number of graduate terms normally required to complete the program. Graduate funding periods are typically tied to the program’s defined time to completion. Students who have maintained enrolment in each calendar year (May to April) may complete the degree program using the “Academic Regulations” section of the Calendar published in the year in which that program was entered, or any subsequent calendar published while enrolled. However, students who interrupt their studies for one or more years by not enrolling become subject to the Calendar regulations in effect at the time of their re-registration.

A Graduate Program Director may approve degree requirement course substitutions up to a maximum of 25% of program requirements (excluding the thesis or major research paper). Such course substitutions must be reported to the Faculty of Graduate Studies (preferably at the time of course registration). Course outlines are required for all graduate courses (excluding Major Research Papers, Projects and Theses). At a minimum, course outlines will include the proposed manner in which evaluation will be carried out, expectations for completing the course, and rules/regulations that apply to the course. Copies of course outlines will be filed with Graduate Program Directors. For master’s degrees, full-time students must complete all degree requirements within three years from the date of first registration. part-time MA, MEd, MSc, MBE and MADS students must complete all degree requirements within five years from the date of first registration. Part-time MBA students must complete all degree requirements within six years from the date of first registration.

For doctoral degrees, full-time students must complete the thesis and course requirements within six years from the date of first registration. Part-time students must complete all degree requirements within eight years from the date of first registration. If a doctoral candidate is approved to transfer to the doctoral program from an incomplete master’s program, the candidate’s time limit will be calculated from the date of first registration in the master’s program.

Where a student is permitted to change status from full-time to part-time or vice versa, the fraction of time remaining under the previous status will apply to the new status.

Graduate students must maintain continuous registration in each successive term from the time of initial admission until degree requirements are complete. Students must be registered to the end of the term in which they complete the degree requirements, including the term during which the thesis defence is scheduled. Students are responsible for ensuring that they register at the appropriate time for each term, as indicated in the graduate calendar.

Students who fail to register for any term, and who have not been granted inactive status or a leave of absence, are considered to have withdrawn from their program of study. The student will be required to apply for reinstatement into the program.

Inactive Status

If, for some acceptable reason, a student is unable to take courses in a specific term, inactive status may be approved by the Graduate Program Director. During an inactive term, the student pays the inactive fee and retains library privileges. Inactive terms do not extend the final completion date by which degree requirements must be completed. Normally, inactive terms may not be consecutive and no more than two inactive terms may be taken during any graduate degree program.

Leaves of Absence

A leave of absence from a graduate program will be granted only in exceptional circumstances which will include parental and maternity leave, medical leave, compassionate leave, or work leave which requires the student to leave the geographic area. Cases will be considered on an individual basis and must have the approval of the supervisor (if applicable) and the Graduate Program Director before they are submitted to the Faculty of Graduate Studies for approval. A graduate student granted a leave of absence will not be registered and will not be required to pay fees for the duration of the leave. Students on leave will not be eligible to receive university fellowship support or other financial support from the University. In the case of funding by an external agency, the regulations of the granting agency will apply. The length of time for completion of the degree will be extended by the duration of the leave. While on leave students will not normally be entitled to use University facilities and resources, or receive supervision. Leaves of absence are for a maximum of three consecutive terms. Normally, a student will not be granted more than one leave of absence during a graduate degree program. A leave of absence cannot be followed by an inactive term.

Personal Time Off

Students may take up to two weeks per year (14 Calendar days) in personal time off, plus statutory and non-statutory holidays during which the University is closed. This personal time off must be negotiated between student and supervisor and/or Graduate Program Director. Time off should not compromise the progress of a student’s studies, including the fulfillment of course requirements. Students must ensure that laboratory activities and experimentation are either completed or arrangements made for others to continue ongoing work. Time sensitive deadlines must be taken into consideration. Time off cannot be carried forward from year to year. Time off should be requested as far in advance as possible.

Final Stage Status

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 will be awarded only once and for only one term.

Letters of Permission

A. A student may request a Letter of Permission from the Faculty of Graduate Studies in order to take a course or courses at another university as a visiting student. The student must be in good standing, that is, having successfully completed a minimum of two graduate credits with a minimum overall B average. Brock credit will not be granted to students who Challenge for Credit, on Letter of Permission, at the host institution.

B. The student must indicate the specific course(s) they wish to take and provide the Faculty of Graduate Studies with the course description(s) from the calendar of the host university. Course(s) requested should be relevant to a student’s degree program and must be approved by both the student’s academic department/program and the Dean of Graduate Studies. Approval shall be at the discretion of the department/program and Dean, who shall base the decision on the applicant’s overall academic record, the appropriateness of the particular course to the applicant’s program and on any other factors deemed relevant.

C. If a letter of permission is granted to a currently registered student, it will be provisional pending successful completion of the progression requirements for that session.

D. On return to the Faculty of Graduate Studies of the approved application, the Faculty of Graduate Studies will forward a Letter of Permission to the host university. Students should contact the host university to determine any course access limitations imposed on visiting students.

E. Students must formally request that the host university forward an official transcript to Brock. The transcript must be received within eight weeks of the course end date as specified on the application for the Letter of Permission. Failure to provide an official transcript will result in the automatic assignment of a failing (F) grade in each course attempted on the Letter of Permission.

F. Not more than one credit (two half credit courses) may be taken at other universities on a Letter of Permission to fulfill graduation requirements for any graduate program at Brock

G. Courses taken on a Letter of Permission will not be included in the calculation of the graduatestudent’s Brock University average.

H. Credit will be granted only when the course is completed successfully with a minimum grade of“B” or 70% at the host institution. Course credit will be granted equal in value to the course weight assigned by the host institution. Any course attempted under a letter of permission shall be recorded on the Brock University transcript as a Pass/Fail grade. The exact name and title of the course(s) taken, the name of the host institution, and the grade assigned by the host institution, will appear as a notation on the Brock University transcript.

I. If the selected course is dropped after the commencement of classes, notification, in writing,and an official transcript or statement, must be submitted immediately by the student to the Faculty of Graduate Studies at Brock University.

J. Students granted permission to take the final course(s) of their program on a Letter of Permission must ensure that grades, in the form of an official transcript, are received by the Faculty of Graduate Studies by May 15 for those wanting to graduate at Spring Convocation and October 1 for those wanting to graduate at Fall Convocation.

Continuation in a Graduate Program

Graduate students must achieve and maintain minimum 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. Following the establishment of a supervisory committee, a student’s performance must be reviewed and documented once per term. The completion of a formal annual report once per year is considered to be best practice.

Doctoral programs will ensure that there is a formal meeting of each PhD supervisory committee at least once within the academic year (May-April). Each PhD supervisory committee must report annually on the student’s progress and the Graduate Program Director must forward such reports to the Faculty of Graduate Studies and Postdoctoral Affairs. The report will formally document the supervisory committee’s assessment of the progress of the student in the program.

Minimum Academic Performance and Academic Probation

Minimum Academic Performance - Course Work

Graduate students must maintain a minimum cumulative average of at least a B-(70%) during each term of study. If a graduate student falls below the minimum cumulative average the student will be automatically placed on academic probation for the subsequent term by the Faculty of Graduate Studies and Postdoctoral Affairs. A probationary student must achieve the minimum cumulative average, normally during the probationary term, to be eligible to continue as a graduate student.

Minimum Academic Performance - Program Requirements

Each graduate program must clearly articulate its program requirements and timelines for satisfactory progress (including research progress) in the program. All students and supervisors must familiarize themselves with these requirements and timelines as outlined in the Graduate Program Handbook.

A Graduate Program Committee may recommend a student be placed on probation if program or research progress is deemed to be unsatisfactory. Probationary requests are approved by the Faculty Associate Dean and submitted to the Faculty of Graduate Studies and Postdoctoral Affairs. The terms and conditions of the probation must be clearly communicated in writing to the graduate student by the Graduate Program Director. A student who fails to achieve and maintain satisfactory progress after such a probationary period will normally be withdrawn by the graduate program. In some circumstances a student may be withdrawn from the graduate program without a probationary period.

Required Program Withdrawal

Requests for required program withdrawal that are the result of a student’s lack of academic progress/performance must be submitted in writing by the Graduate Program Director to the Faculty of Graduate Studies and Postdoctoral Affairs following approval by the Faculty Associate Dean. Each request will be reviewed and approved by the Dean of Graduate Studies and Postdoctoral Affairs in consultation with the Graduate Program Director and the Faculty Dean prior to any final decision.

If a failing grade is awarded for a project, major research paper or thesis, the student will be automatically withdrawn from the graduate program by the Faculty of Graduate Studies and Postdoctoral Affairs.

Withdrawals

Required Withdrawal from Course

Graduate students may be required to withdraw from a graduate course(s) due to academic or nonacademic misconduct.

Required Withdrawal from Graduate Program

Graduate students may be required to withdraw from a graduate program due to unsatisfactory performance or academic or non-academic misconduct.

Voluntary Withdrawal from Courses

Graduate students may voluntarily withdraw from registered course(s) by informing the Faculty of Graduate Studies and Postdoctoral Affairs in writing within the defined withdrawal period. Following the course drop/change period, the week of withdrawal from a course will be recorded on the student’s official transcript. Grades will be recorded on students’ transcripts for all courses in which they have officially registered and from which they have not officially withdrawn.

Voluntary Withdrawal from Graduate Program

Graduate students may voluntarily withdraw from a graduate program by consulting with the graduate program and submitting the Notice of Voluntary Withdrawal Form.

Refund of Fees

Graduate students who withdraw may be entitled to a certain refund of tuition fees but, if holding any funding or awards within University control, will have their funding/award value pro-rated based on months to the withdrawal date and applied to their student account.

Extra Courses

A full-time graduate student, with the permission of his/her Graduate Program Director, may take up to one extra graduate credit (or two half credits) or one extra undergraduate credit course (or two half credits) including audit status courses, that are not directly related to their graduate degree program. Students must declare a course to be Extra at the time of registration. No additional fee above that charged for the graduate program degree requirements will be levied for these courses. Extra courses are subject to the same regulations as courses required for the degree but cannot be used for credit toward the degree. Extra courses are not included in the calculation of the student’s average. Extra courses must be taken concurrently with degree required courses and cannot be taken after completion of degree requirements.

Audit Courses

Students admitted to the University may audit a course provided that space is available. Permission of the instructor is required. No credit or assessment of performance will be given. A request to change from audit to degree status must be received by the Faculty of Graduate Studies and Postdoctoral Affairs no later than the last day to add a course (of that term). A request to change from degree credit to audit status must be received by the Faculty of Graduate Studies and Postdoctoral Affairs no later than the last day to withdraw from a course without penalty (of that term). All audit courses are coded as extra courses. Criteria for the satisfactory completion of an audit course will be determined by the instructor and communicated to the student at the time of registration. Students who do not achieve satisfactory completion of an audit course will not have the course listed on their transcript.

III. Research Policies and Procedures

For general information on Brock University’s research policies and relationships with external research agencies, we encourage students to visit the Office of Research Services webpage.

The Faculty Handbook contains further direction regarding:

· Human Research Policy Statement, see Section III.C.2.2

· Policy Statement: Animal Care and Use, see Section III.C.2.3

· Policy on Safety and Liability for Field Research, see Section III.C.3

· Responsible Conduct of Research, see Section III.C.2

Intellectual Property

For information on Brock’s policies and procedures regarding intellectual property, students should review Faculty Handbook Section III.C.4, which includes:

· Examinations, Reports and Papers Done as Part of Course Requirements

· Theses and Master’s Project Reports

· Computer Programs

· Research Data

· Equipment

Students are also encouraged to review the Office of Research Services’ webpage on Innovation and Commercialization for information on the commercialization of research.

Graduate Student Intellectual Property Form

All graduate students must read and familiarize themselves with the Intellectual Property guidelines and policies of the University (as described above). For policies related to research and intellectual property, please see Faculty Handbook Section III.C.4. Per Section III.C.4.1, it is required that members of a research group fill out an intellectual property form. For this and other forms see the Faculty of Graduate Studies and Postdoctoral Affairs webpage.

IV. Examinations

For information on policies regarding examinations, graduate students should consult Faculty Handbook Section III.B.8. In this section, there is information on:

· 8.1 Graduate Course Examinations

· 8.2 Examination Scripts

· 8.3 Deferred Examinations

V. Grading System for Graduate Courses

For graduate courses, the grades A+, A, B, C, F, IN (incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN (Satisfactory/Unsatisfactory), NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+,A, B, and C are passing grades but graduate credit will only be given for grades A+, A and B (in all graduate programs except the MBA).

For graduate courses in the MBA and GDBA programs, the grades A+, A, B, C, F, IN (incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN (Satisfactory/Unsatisfactory), NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+, A, B, and C are considered to be passing grades and eligible for graduate credit. However, of the twenty half-credits required to complete MBA degree requirements, a maximum of two-half credits at the C level may be used for MBA degree credit and the student must achieve an overall minimum B average in the twenty half-credits that comprise degree requirements to be eligible to graduate. Of the ten half-credits required to complete GDBA diploma requirements, a maximum of one-half credit at the C level may be used for GDBA diploma credit and the student must achieve an overall minimum B average in the ten half-credits that comprise degree requirements to be eligible to graduate.

For graduate courses in the MACC, MPAcc, and GDAC programs, the grades A+, A, B, C, F, IN (Incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN Satisfactory/Unsatisfactory, NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+, A, B, and C are considered to be passing grades and eligible for graduate credit. However, of the ten half-credits required to complete MACC degree, the student must achieve an overall minimum B average in the ten half-credits that comprise the degree requirements to be eligible to graduate. Of the fifteen half-credits required to complete MPAcc degree requirements, a maximum of two-half credits at the C level may be used for degree credit and the student must achieve an overall minimum B average in the fifteen half-credits that comprise the degree requirements to be eligible to graduate. No grades at the C level may be used for degree credit in the GDAC.

IN (Incomplete) - Is a temporary grade granted to a student, in exceptional circumstances, who has been unable to complete some part of the term work in a course. In the case of the thesis, major essay or project, this should be granted only when the thesis, major essay or project is essentially complete (only minor revisions or thesis defence scheduling needed). This grade must be accompanied by a numerical grade. The grade of IN will lapse 56 days from the last day of classes in each term and the numerical grade will stand, unless both are replaced earlier by the instructor. In cases in which the IN is not appropriate, an IP grade should be assigned (student re-registers and pays for the course the following term).

IP (In Progress) - With the exception of the thesis, major essay, apprenticeship or project courses, no half credit graduate course shall be denoted IP for more than one term. A student who receives an IP grade must re-register for a course in the term following that for which they receive an IP grade.

Credit/No-Credit - Graduate programs may offer, for graduate credit, courses that carry no grades, and satisfactory work in such courses will be indicated on the transcript by CR and unsatisfactory work by NCR. No graduate degree candidate can fulfill more than 25% of the minimum program degree requirements by courses of this type. CR/NCR courses by program are so designated in the Graduate Calendar.

NW (Not Withdrawn) - When appropriate, the grade NW (Not Withdrawn) may be assigned by the Graduate Senate Committee on Appeals or the Dean of the student’s faculty within the specified appeal period and when supporting documentation is supplied by the student.

Pass/Fail - Is applicable to theses and courses completed on Letter of Permission.

SA (Satisfactory), UN (Unsatisfactory) - Is applicable for co-op work terms, internship options and non-credit courses.

AG (Aegrotat standing) - The granting of credit for a course(s), based on the course work already completed, when no further assessment is considered feasible because of illness or other extenuating circumstances beyond the student’s control. Students may be granted Aegrotat Standing with the approval of the Dean of the faculty offering the course. The numerical values of the letter grades are:

A+. 90-100

A. 80 - 89

B. 70 - 79

C. 60 - 69 (no graduate credit unless specified otherwise)

F. 59 or lower (no graduate credit)

At the beginning of each course, students will be advised in writing of the manner in which evaluation will be carried out, the assignments required of them and their due dates, and the penalties to be levied for late assignments. It is to be understood that the types and weighting of assignments in graduate courses are not subject to the restrictions imposed on undergraduate courses.

Grade Report

Final course grades must be submitted to the Faculty of Graduate Studies and Postdoctoral Affairs two weeks after the end of each sixteen week graduate term (Fall, Winter, Spring). Final grades for graduating students must be processed earlier to meet the Graduate Record Form deadline. Final grade reports must be approved by the Graduate Program Director before submission to the Faculty of Graduate Studies and Postdoctoral Affairs.

Any alteration to the grade report must be agreed to by the instructor and the Graduate Program Director. In cases of disagreement the Faculty Dean shall decide the matter. Grades outstanding 56 days after the deadline will have a grade zero recorded for the course by the Faculty of Graduate Studies and Postdoctoral Affairs. Grades are unofficial until released by the Faculty of Graduate Studies and Postdoctoral Affairs.

After grades have been submitted to the Faculty of Graduate Studies and Postdoctoral Affairs they may not be changed except by submission of a Grade Change Form signed by the instructor and the Chair/Director. Requests made for changes of grade beyond 180 days from the end of term in which the grade was assigned, must also include the signature of the faculty Dean.

Overall standing is determined by the cumulative average of grades assigned for all courses taken (whether passed or failed). A student may repeat no more than one credit and no course may be repeated more than once. In all cases, the grade awarded for a repeated course will supersede the grade from the first attempt at the course, regardless of whether it is higher or lower, and will be used in computation of the student’s cumulative grade average.

Evaluation of Theses, Projects and Major Research Papers

A. Major research paper and project grades shall be reported to the Faculty of Graduate Studies and Postdoctoral Affairs in the usual fashion with letter and numerical grades.

B. If a failing grade is awarded for a major research paper or project, the student will be withdrawn from the program.

C. Theses grades for Master’s and Doctoral programs shall be reported to the Faculty of Graduate Studies and Postdoctoral Affairs as either a Pass or Fail grade. A Pass grade must be further differentiated as one of: Acceptable as is, Acceptable with minor revisions, Acceptable with major revisions.

D. All aspects of the written work as well as the student’s performance during the defence must be taken into consideration when determining the grade.

E. Normally, if all but one member of the committee agree on a decision, the decision shall be that of the majority, except when the single dissenting vote is that of the external examiner. If this happens, it must be reported to the Dean of Graduate Studies and Postdoctoral Affairs, who in consultation with the Faculty Dean will determine an appropriate course of action.

F. A failing grade will be awarded if two or more committee members find the thesis unacceptable or if the External Examiner does not approve the thesis.

G. If a failing grade is awarded for a thesis, one resubmission will be allowed, and a new examination will be required. The resubmission can occur no sooner than 6 weeks and no later than 6 months from the first exam date. A revised thesis must be submitted before the oral examination. The composition of the examination committee normally will remain the same. Upon the recommendation of the Graduate Program Director and the chair of the first thesis defence, and approval of the Faculty of Graduate Studies and Postdoctoral Affairs, an examiner may be replaced.

A second failure of the thesis/defence will result in the student being required to withdraw. In the case of failed outcomes, students have the right to appeal.

Phrase Matching Software

Instructors may take advantage of a number of different phrase matching software programs for pedagogical purposes and/or to assist them in the detection of plagiarism (e.g. Turnitin.com) during the course of evaluating essays, assignments, major research papers, theses, and other work that is required for a given course. However, if an instructor has decided to employ such systems, students must be informed in writing at the beginning of the course on the course outline. It will be assumed that students who remain in the course, having been informed of the use of such systems, will have agreed to their use. However, circumstances may arise whereby a student must continue in a course despite their principled objection to participate in the use of such systems. In those cases, the instructor must provide such students with a reasonable offline alternative to using the system such as, but not limited to:

1. Require a short reflection paper on research methodology;

2. Require a draft bibliography prior to submission of the final work;

3. Require the cover page and first cited page of each reference source to be photocopied and submitted with the final paper; and/or

4. Require the submission of specified rough notes and drafts.

Grade Changes

After grades have been submitted to the Faculty of Graduate Studies and Postdoctoral Affairs they may not be changed except by submission of a Request to Change a Grade Form signed by the instructor and the Graduate Program Director. Requests made for changes of grades beyond 180 days from the end of the term in which the grade was assigned, must also include the signature of the Faculty Dean.

Academic Performance Information

Student academic performance information is available following the end of each term of study via my.brocku.ca/portal. Final grades may only be released by the Faculty of Graduate Studies and Postdoctoral Affairs.

Overall standing is determined by the cumulative average of grades assigned for all courses taken (whether passed or failed). A student may repeat no more than one credit and no course may be repeated more than once. In all cases, the grade awarded for a repeated course will supersede the grade from the first attempt at the course, regardless of whether it is higher or lower, and will be used in computation of the student’s cumulative grade average. For more information, see Faculty Handbook Section III.B.10.1.

VI. Graduate Supervision and Supervisory Committees

Appointment as a graduate supervisor will be in accordance with the graduate program’s procedures for graduate supervision.

Brock University Professor Emeriti may co-supervise but may not serve as sole supervisors.

Each graduate program will articulate a process for mentoring new graduate supervisors.

The role of a supervisor is threefold: to advise; to monitor; and to mentor.

Supervisors should be sufficiently familiar with the area of research, or be willing to gain such familiarity, to ensure adequate student guidance is provided.

Supervisors should be sensitive to power imbalances inherent in the student-supervisor relationship and ensure that power is exercised in a manner that serves the interests of the student. Conflicts of interest must be disclosed to the Graduate Program Director in a timely manner. A process for conflict resolution must be outlined in the program’s Graduate Program Handbook

It is the responsibility of the supervisor and the University to ensure that the student’s research environment is safe, equitable and free from harassment and discrimination.

It is the responsibility of the supervisor and the University to consider whether the resources necessary for the successful execution of the student’s thesis, major research paper or project are available.

The supervisor, with the student, is expected to develop a realistic timeline for the completion of the program. Normally, this will include milestones for measuring progress. Supervisors should thoroughly examine written material submitted by the student and make constructive suggestions in a timely manner (normally two to four weeks), preferably in writing. Feedback should be open, honest, fair, and timely.

Supervisors and students have a mutual obligation to meet on a regular basis. The frequency of such meetings will depend on the discipline/field of study, type of program, and the student’s progress. At least one, preferably several, meetings should be arranged in each academic term.

Supervisors should also be reasonably accessible for meetings requested by their students.

Each graduate program will ensure that a graduate supervisor and supervisory committee are designated for each graduate student completing a required major research paper, project or thesis requirement.

The supervisor, in consultation with the graduate student, will propose the supervisory committee composition. The committee composition must be approved by the Graduate Program Director and must be in place and operational in a timeframe appropriate to program design and defined in the Program Handbook (e.g., no later than the research proposal stage or before data collection commences).

A thesis supervisory committee must at minimum comprise three members, the graduate supervisor and two additional faculty members. At least one of the three must be a full-time Brock University faculty member. Any changes to the composition of the supervisory committee must be made in consultation with the graduate student and the Graduate Program Director. The student or any member of the supervisory committee may, with just cause, request in writing a change in the composition of the supervisory committee.

A major research paper or project supervisory committee must at minimum comprise the graduate supervisor and a second reader.

The supervisor is expected to work with the student and the supervisory committee to develop a plan for monitoring student progress. The plan must include the supervisory committee’s role in monitoring, as well as the criteria that will be used to determine satisfactory student progress.

The supervisor will inform the student and the Graduate Program Director of any anticipated extended supervisor absence. In cases where the absence will be for a period of one month or more, supervisors will arrange for suitable communication methods and/or interim supervision e.g. through the use of supervisory committee members.

Such arrangements will be communicated, by the supervisor to the graduate student and the Graduate Program Director. If a student’s supervisor leaves Brock University during the student’s program, the Graduate Program Director has the responsibility to ensure that the student can exercise one of the following options:

1. Remain at Brock and change supervisor and perhaps major research paper, project or thesis topic.

2. Remain at Brock and complete the existing major research paper or thesis even though the appropriate expertise may not be available at Brock for supervision. In this case, the supervisory committee may seek advice from experts off campus, or may arrange for the student to work off campus. It will be the responsibility of the supervisory committee (augmented, if necessary, by outside expertise), to advise the student on all matters regarding the major research paper, project or thesis preparation. The student is not precluded from seeking advice from the former Brock faculty member, but the former Brock faculty member has no privileged position with respect to the major research paper or thesis. The supervisory committee will take precedence in all cases.

3. Apply to transfer to the university to which the student’s former supervisor has moved.

4. Any special arrangements described in 2. or 3. above must be approved by the Faculty Dean and the Dean of Graduate Studies and Postdoctoral Affairs.

If either the graduate student or supervisor wishes to initiate a change in supervisor and the change cannot be resolved at the graduate program level, a request must be presented in writing, with explanation, to the Graduate Program Director, and approved by the Dean of Graduate Studies and Postdoctoral Affairs in consultation with the Faculty Dean and the Graduate Program Director.

The Policy on Integrity in Research and Scholarship requires graduate students and their supervisor to sign an Intellectual Property Form indicating their agreement with the University policies and guidelines or indicating any specific arrangements that have been made that differ from these policies and guidelines.

The supervisor should discuss with graduate students under their supervision, at an early stage of their program, authorship practices within the discipline and encourage the dissemination of research results by publication in scholarly and research journals, presentations at conferences and seminars.

The supervisor should discuss with graduate students under their supervision other relevant University policies, including the Respectful Work and Learning Environment Policy and the Occupational Health and Safety Policy.

VII. Admission to Doctoral Candidacy

A. Each graduate program offering a doctoral degree is responsible for establishing detailed doctoral candidacy requirements. These requirements must be outlined as part of the graduate program’s procedures and approved by the Dean of Graduate Studies and Postdoctoral Affairs.

B. Admission to doctoral candidacy is a judgment by the supervisory committee and graduate program that the student is prepared to complete successfully the requirements of the doctoral degree.

C. Doctoral students must normally complete all candidacy requirements within 36 months of first registration.

D. To be admitted to candidacy the student must successfully achieve the following: i) Complete all course requirements (non-thesis) as outlined in the graduate program’s Calendar entry; ii) Complete any other program-specific candidacy requirements, such as language or seminar requirements, as outlined in the graduate programs’ Calendar entry; iii) Complete a thesis proposal that is approved by the supervisory committee; and iv) Satisfy the requirements of breadth and depth knowledge in the field(s) of study, as specified by the graduate program.

E. If the supervisory committee or program identifies that a student must undertake remedial or additional work related to any of the above candidacy requirements, that remedial or additional work must be completed before the student may be admitted to candidacy. Once a student is admitted to candidacy, the student cannot be required to undertake additional required course work.

F. Graduate programs will notify the Faculty of Graduate Studies and Postdoctoral Affairs when admission to candidacy requirements have been fulfilled and the notation will be added to the graduate students’ record.

VIII. Graduate Research Proposals

Graduate students completing a major research paper, project or thesis must submit and have approved by their supervisory committee a proposal of research in accordance with their graduate program’s procedures.

IX. Graduate Theses, Major Research Paper Documents

Master’s and doctoral thesis documents must adhere to the minimum format requirements outlined in the Faculty of Graduate Studies and Postdoctoral Affairs Thesis Format Specifications.

The format requirements for major research paper and project documents will be specified by the graduate program, outlined in the program’s procedures and approved by the Dean of Graduate Studies and Postdoctoral Affairs. For more information, see Faculty Handbook Section III.B.9.3.

X. Thesis Defences

For full details on policies regarding Graduate thesis defences, please see Faculty Handbook Section III.B.9.4.

Graduate thesis defences will normally be open defences.

A request for a closed defence must be approved by the Dean of Graduate Studies and Postdoctoral Affairs and will be based on certified medical or compassionate grounds.

The arrangements for a thesis defence will commence once all members of the supervisory committee have signed off indicating their approval that the student and the thesis are ready for defence.

The examination committee of a master’s thesis defence will minimally comprise the supervisory committee and an external examiner from outside the University or from outside the program but within the University. The approval of the external examiner is the responsibility of the Faculty Dean or designate. In exceptional circumstances, an external examiner who is external to the supervisory committee but internal to the program may be appointed. Such an examiner will have to be approved by both the Faculty Dean and the Dean of Graduate Studies and Postdoctoral Affairs.

The examination committee of a doctoral defence will minimally comprise the supervisory committee, an internal examiner (from outside the graduate program but within Brock University) and an external examiner. The approval of the external examiner is the responsibility of the Dean of Graduate Studies and Postdoctoral Affairs or designate.

Typically a thesis defence will occur four to six weeks following the external examiner’s receipt of the thesis document. External examiners shall submit their report no later than one week prior to the defence. External examiners shall, as part of their report, identify whether the thesis is ready for defence and whether the thesis is to be recommended for submission to internal/external thesis award competitions.

If the external examiner reports that the thesis is not ready for defence, the student must revise the thesis within a reasonable period of time in response to the examiner’s comments and the thesis will then be resubmitted to the external examiner. A decision by the external examiner that the thesis is not ready for defence is binding.

A change of external examiner, in exceptional circumstances, must be justified in writing to the Faculty Dean or designate for a master’s thesis and the Dean of Graduate Studies and Postdoctoral Affairs or designate for a doctoral thesis.

The external examiner’s report will be shared with the examination committee and the graduate student prior to the defence. The recommended format and procedures for a master’s thesis defence are outlined by the Faculty of Graduate Studies and Postdoctoral Affairs. Each graduate program will publish their approved master’s defence procedures. The Faculty Dean or designate will chair master’s defences.

The required format and procedures for a doctoral defence are outlined by the Faculty of Graduate Studies and Postdoctoral Affairs. The Dean of Graduate Studies and Postdoctoral Affairs or designate will chair doctoral defences.

If a student is unable to attend the defence, or having begun the defence is unable to complete it for reasons of ill-health, a deferred defence will be granted provided adequate supporting documentation has been submitted. Requests for a deferral of a defence will be considered on the basis of compassionate grounds or other extenuating circumstances and will be judged on a case-by-case basis by the Dean of Graduate Studies and Postdoctoral Affairs. The defence will normally be re-scheduled within one month of the original defence date.

Students should typically be given two to four weeks to complete minor revisions which are to be approved by the graduate supervisor and four to twelve weeks to complete major revisions which are to be approved by the graduate supervisor and the chair of the defence.

Extraordinary exceptions to thesis defence procedures must be approved by the Dean of Graduate Studies and Postdoctoral Affairs.

XI. Submission and Deposit of Thesis

Submission of thesis

For policies on submission of theses, please see Faculty Handbook Section III.B.9.5.

XII. Academic Integrity/Academic Misconduct

It is expected that graduate students shall demonstrate competency in the acknowledgment of the work of others and an understanding of the rigour of academic study, by acting ethically and with integrity in all academic work as well as in the conducting of research and the reporting of research results.

The trust Brock University bestows on its graduate students demands a higher standard of care be taken in the pursuit of graduate scholarship.

All graduate students have the responsibility to familiarize themselves with the Academic Integrity Policy here as well as any policy related to their participation as a member of the University community. On the Academic Integrity webpage there are graduate student specific resources. See the Policy for specific information regarding the determination of academic misconduct offences and outcomes.

XIII. Graduate Student Appeals

Graduate Appeals

Students should note that an appeal to the Senate Student Appeals Board is the final recourse in dealing with academic appeals.

Students must ensure they follow the prescribed procedure and meet with required individuals prior to submitting an appeal to the Student Appeals Board. Students who submit an appeal to the Senate Student Appeals Board without following the prescribed procedure will have the appeal returned without decision.

Types of Appeals

1. Appeals related to Final Course Grade

2. Appeals Related to Program/Degree Requirements

3. Appeals related to Academic Standing

4. Appeals Related to Retroactive Registration and Backdated Withdrawal

5. Appeals of Charges of Academic Misconduct

Additional information and policy concerning appeals can be found in the Faculty Handbook, including:

1. Types of Appeal

2. Grounds for Appeal

3. Appeal Process

4. Hearing Procedures

5. Outcomes For additional information on filing a student appeal, please see the Student Senate Appeals webpage.

XIV. Degree Completion

Degree Audit

The graduate program submits to the Faculty of Graduate Studies and Postdoctoral Affairs the completed Graduate Record Form indicating that all degree requirements have been satisfactorily completed. The completion of graduate degree requirements outlined on the Graduate Record Form will be reviewed and approved by the Dean of Graduate Studies and Postdoctoral Affairs (or designate). If academic documentation for graduation is not submitted by the student’s program at least one month prior to the convocation date, the student will be required to postpone graduation to the following convocation.

Intention to Graduate

Intention to Graduate and payment must be submitted online via the Brock University portal. Application deadlines are July 1 for Fall Convocation and February 1 for Spring Convocation. For details regarding the convocation ceremonies, please visit the Convocation webpage.

Candidates should note that in addition to the Intention to Graduate Form, all degree requirements must be completed before any degree will be awarded.

Diplomas

Diplomas are prepared for students who have completed degree requirements as prescribed by Senate. Diplomas are presented at Convocation to students graduating from a degree program. Graduates who are not able to attend Convocation may graduate in absentia and have the ability to receive their diploma.

Diplomas will be designed to indicate the degree name on the first line, the program and/or field of specialization (where applicable) on the second line, and Co-op designation (where applicable) on the third line.

Replacement of Diploma

Graduates may request, with payment of the required fee, a duplicate or reprinted diploma or certificate. A “duplicate copy” of a student’s diploma or certificate will be issued 1) when a student requires a second copy of their diploma or certificate; 2) when, on request for a new diploma, the first copy of the diploma is not returned; and 3) when a statutory declaration (stating that the diploma or certificate has been lost, destroyed) is not submitted. A diploma or certificate will be “reissued” (noting the date of reissue) when the first diploma or certificate is

returned or a statutory declaration is submitted. The words “duplicate copy” or “reissued” will be affixed to all diplomas and certificates requested in this manner.