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Program Progress

Academic Standing and Satisfactory Progress
Graduate Student Supervision
Submission of Theses
Graduation

To be in good academic standing, a student registered in a degree program in the School of Graduate Studies must:

1. comply with the General Regulations of the School as well as with the Degree Regulations and program requirements governing that degree program; and
2. make satisfactory progress toward the completion of the degree.

All degree students are admitted under the General Regulations of the School, described in the General Regulations section of this Calendar. The Degree Regulations for the various doctoral and master’s degrees offered by the School are specified in the Degree Regulations section of this Calendar and in the Degree Programs by Graduate Unit section, under the entry of the graduate unit offering the graduate program leading to the relevant degree. The specific requirements for the various graduate programs offered in the School are described under the entry of the graduate unit offering the program.

Failure to maintain good academic standing may result in various sanctions, including ineligibility for fellowships, lowest priority for bursaries and assistantships, and even termination. The School of Graduate Studies may terminate the registration and eligibility of a student

1. who fails to comply with the General Regulations of the School of Graduate Studies, the relevant Degree Regulations, or the specific degree requirements of the graduate unit in which the student is registered or
2. who fails to maintain satisfactory progress in the degree program in which the student is registered, as measured either by the general standards of the School of Graduate Studies or by the specific ones of the graduate unit.

Full‑Time Studies

Students registered as full‑time students in the School of Graduate Studies must be engaged in their studies on a full‑time basis, as required by government regulations for full-time graduate studies. (See “Full-time Studies”, above.) A full‑time student may be absent from the University for an extended period or may participate in a program offered by another university if and only if the student has received written permission from the graduate unit in which he or she is registered. A graduate student who, in a given session, is absent from the University without receiving prior approval may lose good academic standing. In exceptional cases, a graduate unit may recommend to the School the termination of the student’s registration and eligibility.

Timely Completion of Graduate Program Requirements

Each graduate unit establishes specific requirements for degree programs, in addition to those of the School, as well as standards of satisfactory performance and progress. These requirements and standards are described in the appropriate entry in the Degree Programs by Graduate Unit section of this Calendar and in material published separately by graduate units. Continuation in a degree program requires satisfactory progress toward the completion of that program. A student’s progress in a degree program will be considered satisfactory only if the student satisfies and completes the various requirements for that degree in a manner consistent with the graduate unit’s time line for completion of the degree. A graduate unit may recommend to the School that a student’s registration and degree eligibility be terminated when a student fails to maintain satisfactory progress toward the completion of the degree.

Satisfactory Completion of Graduate Courses

Satisfactory performance in a degree program requires the completion of every course taken for graduate credit with a grade of at least a B-; some graduate units may require a minimum grade above a B- for some or all courses. If a student fails to complete a graduate course in a satisfactory manner (i.e., receives a grade report of ‘FZ’ or ‘NCR’ in a course, receives a grade report below the minimum acceptable by the graduate unit, or receives a non-grade report of ‘INC’), then the graduate unit in which the student is registered may recommend to the School the termination of registration and eligibility of that student. If the student is permitted to continue, he or she must repeat the relevant course, or an alternative course recommended by the graduate unit and approved by the School, and obtain a satisfactory grade. (The report for the course that was not completed in a satisfactory manner as well as the report for the repeated or alternative course will appear on the student’s academic record.)

Supervision and Satisfactory Progress in a PhD Program

A PhD student is expected, with the assistance of the graduate unit, to select a supervisor and, with the assistance of the supervisor and graduate unit, to constitute a supervisory committee, consisting of the supervisor and at least two other members of the graduate faculty, as early as practicable in the student’s program but, in any case, no later than the time specified by the time frame established by the graduate unit. The student’s choice of supervisor and supervisory committee is subject to the approval of the graduate unit in which the student is registered. A student who encounters difficulties setting up a supervisory committee should consult the chair/director or the graduate coordinator of the graduate unit in advance of the relevant deadline. A student who fails to constitute a supervisory committee by the required time may lose good academic standing.

A student is expected to meet with this committee at least once a year, and more often if the committee so requires. At each meeting, the supervisory committee will assess the student’s progress in the program and provide advice on future work. If in each of two consecutive meetings, a student’s supervisory committee reports that the student’s progress is unsatisfactory, the graduate unit may recommend to the School the termination of registration and eligibility of that student. A student who encounters difficulties arranging a meeting of this committee should consult the chair/director or the graduate coordinator of the graduate unit in advance of the relevant deadline for doing so. A student who, through the student’s own neglect, fails to meet with the supervisory committee in a given year will be considered to have received an unsatisfactory progress report from the committee.

Time Limit for Completion of Program Requirements in a PhD Program

A student enrolled in a full-time (as opposed to a flexible-time) PhD degree program will be denied further registration in that program and will have his or her eligibility terminated at the end of the third year of registration, in the case of a four-year program, or at the end of the fourth year of registration, in the case of a five-year program, if by that time either

1. the student has not completed all requirements for the degree exclusive of thesis research—including course requirements, language requirements, qualifying departmental examinations—or
2. the student does not have an approved thesis topic, supervisor, or supervisory committee.

Note: The foregoing time limit does not apply to courses that run continuously throughout the program, e.g., ongoing research seminar courses.

In exceptional circumstances, a student who has not met these requirements may be permitted to register in the program for up to 12 months at the discretion of the graduate unit concerned. Continuation beyond 12 months will require the approval of both the graduate unit and the SGS Admissions and Programs Committee.

Completion of the program requirements identified above will signal the achievement of candidacy.


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Graduate Student Supervision 

Thesis Topic and Supervision

In those degree programs for which a thesis is part of the requirements, the work upon which the thesis is based must be conducted under the direction of one or more members of the faculty of the School of Graduate Studies.

A student must choose a thesis topic for which the graduate unit in which he or she is registered is able to provide adequate supervision.

A student’s choice of thesis topic, as well as his or her choice of supervisor and supervisory committee, is subject to the approval of the graduate unit in which the student is registered.

PhD Supervision

While the special, collaborative relationship between student and supervisor serves as a foundation for graduate education, particularly at the PhD level, the primary responsibility for graduate programs and their supervision rests with the graduate unit. The chair of the graduate unit has the principal obligation and authority for exercising these responsibilities, in accordance with the Statute of the School of Graduate Studies, and therefore, for implementing the academic and procedural standards established in the School in 1985/86 in the form of the "Report of the Committee on PhD Supervision" (Endrenyi Report).

Although the report indicates procedures to be followed in the supervision of PhD students, it is clear that these have general applicability for all graduate students to some degree. It is essential that students have access to information relevant to their graduate program of studies, in all domains. Thus each graduate unit will provide students with a document which provides details of all procedures involved with graduate training, a list of members of the graduate faculty with relevant information concerning their participation, fields of expertise and supervision, and a copy of Graduate Supervision: Guidelines for Students, Faculty, and Administrators (also available online at www.sgs.utoronto.ca/adminsupport/gradadmin/supervision.htm). In addition, updated statements must be made available to students on a regular basis. These will include a list of graduate students (with their general thesis topic, supervisor(s) and advisor(s)), the availability of financial assistance, and relevant information to affected students about the expected absences of their supervisor(s) and/or advisor(s). Any doctoral student who believes that his or her graduate unit is not following the supervision guidelines may inform his or her coordinator of graduate studies or the Vice-Dean, Students, of the School of Graduate Studies.

The academic experience is greatly enhanced if members of the academic faculty, in addition to the direct supervisor, are readily and formally available for consultation and discussion with the graduate student. Therefore, an individual thesis supervisory committee or, as an alternative, an area supervisory committee, should be struck as early as possible for each graduate student, and certainly from the commencement of thesis supervision.

The graduate unit is responsible for adopting a procedure for monitoring the progress of PhD students registered in its programs. The procedure shall contain the following minimum elements, consistent with Graduate Supervision: Guidelines for Students, Faculty, and Administrators, available at graduate units and online at www.sgs.utoronto.ca/adminsupport/gradadmin/supervision.htm:

1. A supervisory committee consisting of the supervisor and at least two graduate faculty members.
2. The supervisory committee meets with the student at least once per year to assess the student’s progress in the program and to provide advice on future work.
3. The committee submits a report detailing its observations of the student’s progress and its recommendations.
4. The student must be given the opportunity to respond to the committee’s report/recommendations and to append a response to the committee’s report.
5. Copies of the report shall be given to the student and filed with the department.

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Submission of Theses

One electronic copy of the final approved version of the defended thesis (master’s or doctoral) must be submitted to SGS through T-space (https://tspace.library.utoronto.ca), the digital research repository for the University of Toronto community. All theses will be submitted to the national thesis program at Library and Archives Canada and theses will be made publicly available on the Theses Canada Portal. This program makes theses available to ProQuest Information and Learning. ProQuest will make theses available for purchase on its ProQuest Dissertations and Theses Database and include the catalogue records in its biblio-graphic services. It is the intention of the University of Toronto that there be no restriction on the distribution and publication of theses. However, in exceptional cases, the author, in consultation with the thesis supervisor and with the approval of the chair of the graduate unit, shall have the right to postpone distribution and publication for a period up to two years from the date of acceptance of the thesis. In exceptional circumstances and on written petition to the Dean of the School of Graduate Studies, the period might be extended, but in no case for more than five years from the date of acceptance of the thesis unless approved by the Graduate Education Council.

Following electronic submission of the thesis, a signed hard copy of the "Library & Archives Canada Theses Non-exclusive License" form, along with any necessary copyright permissions, must also be submitted to SGS. If the student is required to submit a bound paper copy to his or her graduate unit, a signed "Authority to Distribute" form must be bound inside the front cover. Candidates will be charged a fee for the processing and indexing of the thesis. Degree recommendations submitted to SGS by graduate units are approved only after the thesis is received.

Specific formatting guidelines must be followed so that theses conform to the requirements of SGS and for the publication of the thesis. Theses that do not conform to these formatting guidelines will not be accepted. For more information about required fees, forms, copyright, thesis formatting, and other related matters, visit the Information for Students' section of the SGS Web site www.sgs.utoronto.ca/informationfor/students/finish/final.htm  

Doctoral Thesis

Prior to the final oral examination, required copies of the doctoral thesis must be submitted by the candidate to the graduate unit. The candidate should consult the graduate coordinator regarding requirements and deadlines for submission of material. The graduate unit is responsible for ensuring that one copy of the thesis is brought to the final oral examination.

Following successful completion of the final oral examination, an electronic copy of the final approved version of the thesis must be submitted to SGS (see above). Thesis submission represents the request for graduation. A bound printed copy of the doctoral thesis in its final form may be required by the candidate’s graduate unit. Candidates should consult their unit to determine the format, number, and distribution of such copies.

Further details about doctoral theses may be found in Section 2 Degree Regulations under Doctor of Philosophy, Final Oral Examination.

Master’s Thesis

Students should consult their graduate unit for additional local format requirements, submission deadlines and procedures concerning master’s theses. An electronic copy of the thesis must be submitted to SGS only after the thesis has been successfully defended and any final corrections have been made. SGS also requires a copy of the letter from the student’s supervisor confirming completion of any required corrections. Students may also be required to submit a bound copy or copies of the thesis to the relevant graduate unit.

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Graduation

Degree Recommendations

When all requirements for a master’s degree or graduate diploma program have been fulfilled, the graduate unit is required to submit a degree recommendation to SGS indicating that the program has been satisfactorily completed by the student. Students should note that in the case of thesis masters' programs, degree recommendations are only approved after the thesis and required supporting documents have been submitted to SGS.

Convocation Ceremonies

Convocation ceremonies are held twice a year, in the spring and fall. Students may attend the ceremony which directly follows the completion of their degree requirements. The Director of Student Services of the School of Graduate Studies submits the names of the graduands to the Office of Convocation which is responsible for the procedures for the convocation ceremony and the issuance of diplomas.

Upon the request of the student, graduate degrees may also be conferred in absentia in March, where there is no ceremony but rather diplomas are mailed to graduands.

Graduation information is available on the University of Toronto Web site at www.convocation.utoronto.ca.

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