GPC Workshop Welcome! June 18, 2015

Updates from Graduate and Postdoctoral Studies Dr. Laura Nilson, Associate Dean Graduate and Postdoctoral Studies Dr. Heather Goad, Associate Dean Graduate and Postdoctoral Studies

Graduate Student Progress Tracking  Updated Regulations on Graduate Student Research Progress TrackingRegulations on Graduate Student Research Progress Tracking  Details re: consequences of unsatisfactory evaluation  Updated Graduate Student Research Progress Tracking FormGraduate Student Research Progress Tracking Form  Single Form  In line with changes in Failure Policy, Regulations on Progress Tracking

Regulations on Graduate Student Supervision  Mandatory Supervisory committees for Doctoral Students (supervisor + minimum 1 other member)  Mandatory orientation for incoming graduate students  GLO (Grad Life Orientation) is being piloted  Mandatory orientation for new supervisors  Content and delivery mode in development  Important Resource: Supervision WebsiteSupervision Website

Changes to the Ph.D. Comprehensives Policy  Revised by GPS, June 2015  Will be in new e-Calendar, end of July 2015  Presentation and organization of information  More information on procedure to be followed in the event of failure  Removal of information covered in other university documents/policies (e.g. plagiarism, reread policy)

Changes to the Failure Policy  Approved by Council of GPS, February 2015  Will be in new e-Calendar, end of July 2015  Presentation and organization of information  Better integration and clarification of conditions under which students can be withdrawn from the university  Conditions for possible readmission added

Updates from Management of Academic Records Rodica VascanShelley Jardine Records Administrators Management of Academic Records Enrolment Services

Today’s Agenda  Graduate Failure Policy  Readmission vs. Reinstatement  General Reminders

Graduate Failure Policy  New procedure in place receive failure recommendations o Two new web forms  Recommendation Following a First Failure Recommendation Following a First Failure  Recommendation Following a Second Failure Recommendation Following a Second Failure o Expectation is that the department is meeting with the student prior to submitting a form o Student receives an official notification for both first and second failures when web form is submitted  The notification for the first failure replaces the ES letter as the official notification o ES will continue to issue a letter for withdrawals due to a second failure

Graduate Failure Policy – cont’d  Request for deferrals is separate from this process or web form? o All supporting documentation (e.g. medical note) must be sent as PDF attachment  Forward to  Rereads are handled by GPS (Maggie Do Couto) o

Readmission vs. Reinstatement  Readmission – following a university withdrawal OR two (2) year gap or longer from last registration  Reinstatement – less than two (2) years from last registration and no university withdrawal  Reminder - Same process for both categories – ES web forms and no application fee o Reinstated students continue to be charged reinstatement fees for previous unregistered term o Requests should be submitted before the start of term

Readmission vs. Reinstatement – cont’d  Students on time limitation should apply for reinstatement/readmission ONLY at the time they submit their thesis (to the Thesis Office) o If the thesis submission deadline is missed, the request for readmission/reinstatement will not be processed  Students applying must be reminded that valid legal documentation (international and Canadian) is required at the time of readmission/reinstatement o E.g. study permit and CAQ for international o E.g. proof of citizenship for Canadian

General Reminders  Information Sheet for GPCs on web forms o Updated version now available herehere  Departmental recommendation o A recommendation from the GPD that provides the necessary justification for the Graduate Associate Deans and Enrolment Services to facilitate rendering a decision E.g. a request for late course withdrawal requires detailed justification on why the student did or did not attend the class, and missed the regular course withdrawal deadlines. It also requires confirmation from the Professor on the student’s attendance and the work completed.

General Reminders – cont’d  Web forms that require supporting documentation will remain incomplete and cause delays o E.g. medical notes must be sent as PDF attachments Forwarding the web form confirmation with the attachment o Medical notes are confidential Students can request confidentiality of their medical condition by contacting the Associate Dean of Graduate and Postdoctoral Studies for advice before submitting their requestAssociate Dean

General Reminders – cont’d  Courses taken outside the department (graduate level) o Step 1 – Student requests a permit override from the department offering the course o Step 2 - Student registers for the course in Minerva  Courses taken outside the department (undergraduate level) o Step 1 - Student requests a permit override from the department offering the course o Step 2 – Student submits a web form to have the course added to their record

Updates from International Student Services Pauline L’Ecuyer Director

Immigration Updates  Immigration 101  Immigration services at ISS  Research trainees

Immigration Requirements for Students  Certificat d’Acceptation du Québec (CAQ) - MIDI  Study Permit – CIC  Entry Visa – Certain countries only - CIC Processing times: CAQ – 4 weeks Study Permits – 1-3 months (in-Canada: 86 days)

Recent Changes (June 2014)  No more off-campus work permit  Study Permit = obligation to study + permission to work  Compliance reporting on students’ status to CIC

Work Regulations  20 hours (on or off-campus) per week while studying full-time (including summer for thesis students)  Full-time during scheduled breaks  Social Insurance number: within first 3 days of work - Study Permit must include remark re: permission to work  Post-Graduation Work Permit: - Open Work Permit for 3 years (max) - Must apply within 90 days of confirmation of graduation/completion of program

Services at ISS For students in degree programs, Visiting & Exchange, PostDocs (Jan. 2014)  In-person drop-in for immigration advising (Skype option)  s (be patient)  Phone inquiries (very limited)  Orientation:  Info sessions  2 Advisors, 4 days at Service Point in August  Meet & Greet (August 31 st – Sept.4)  Reception for new students (Sept. 10 th )  Post-arrival orientation (ISLP)  Health Insurance Administration/Advising

International Student Services Caroline Guay (Orientation, Leadership, Buddy, Communications, Immig.) Anastasia Koutouzov (Health Insurance, Office Management, Immig.) Melissa Paulmier (Immigration Advisor, LLB) Melissa Shohet (Intern, Communications and Student Development) Stefi Brazzeal (Advisor, MasterCard Foundation Scholarship Program) Pauline L’Ecuyer (Director)

Research Trainees  Temporary workers (CIC)  Imm 5802  Restricted to: International Experience Canada Award Recipients  Services at ISS : for GPCs only, no direct service to trainees  Contact: Melissa Paulmier 8394

Updates from Student Funding Karen Kirouac Associate Director Systems Infrastructure and Support Scholarships & Student Aid

Thank you!