Program Progress
Satisfactory Academic Progress
Academic Appeals
Graduation and Thesis
Good Academic Standing and Satisfactory Academic Progress
To be in good academic standing, a student registered in a degree program in the School of Graduate Studies must:
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comply with the General Regulations of the School as well as with the Degree Regulations and program requirements governing that degree program; and
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make satisfactory progress toward the completion of the degree.
All degree students are admitted under the General Regulations of the School, described in Section 1 of this Calendar. The Degree Regulations for the various doctoral and master’s degrees offered by the School are specified in Section 2 of this Calendar and in Section 8 of this Calendar, 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 in Section 8, 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 may terminate the registration and eligibility of a student
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who fails to comply with the General Regulations of the School, the relevant Degree Regulations, or the specific degree requirements of the graduate unit in which the student is registered or
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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 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 of Section 8 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
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the student has not completed all requirements for the degree exclusive of thesis research—including course requirements, language requirements, qualifying departmental examinations—or
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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 two further sessions at the discretion of the graduate unit concerned. Continuation beyond two sessions 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.
Academic Appeals
General
Graduate students may dispute substantive or procedural academic matters, including grades, evaluation of comprehensive examinations and other program requirements; decisions about the student’s continuation in any program; or concerning any other decision with respect to the application of academic regulations and requirements to a student. Decisions related to admission to an academic program, including admission to the doctoral program for current master’s students, are not subject to appeal. Appeals must be initiated within the student’s home graduate unit unless the appeal relates to a course outside the home unit, in which case, it must be initiated in the graduate unit in which the course was taken, upon notification to the student’s home graduate unit chair.
Exception
The process of academic appeal described in this policy must be followed for all disputes except appeals related to failure of a final PhD oral examination or related to termination of registration in a program. Such appeals must be made directly to the SGS Graduate Academic Appeals Board (GAAB). These appeals begin at Graduate Appeal Step 3. In some such cases, the Chair of GAAB may refer the appeal to the Graduate Department Academic Appeals Committee (GDAAC) (PDF) for prior consideration and a recommendation to GAAB. The GDAAC does not have the right to overturn a failed final PhD oral examination result or a termination of registration, but may recommend that such a decision be considered further by GAAB.
Informal Mediation
At any stage prior to filing an appeal with the SGS Graduate Academic Appeals Board, a student may consult the relevant SGS Vice-Dean for advice and/or informal mediation. The Vice-Dean will serve as informal mediator, attempting to resolve the dispute or clarify issues. Timelines are not affected by mediation. Consultation with the Vice-Dean at an early stage is encouraged.
Steps
The overall graduate appeals process is set out in the table below. Students should note the timelines for each stage carefully.
Step 1 – Informal
In the case of dispute, students must first attempt to resolve the matter with the instructor or other person whose ruling is in question. Should the matter not be resolved with the instructor, and should the student wish to pursue the matter, the student must discuss the matter with the graduate coordinator or associate chair of the department.
Step 2 – Department-level Appeal
Should such discussions fail to resolve the matter, the student may make a formal appeal in writing to the Graduate Department Academic Appeals Committee (GDAAC) (PDF). The student must complete a Notice of Appeal to the GDAAC (PDF); a copy of this Notice is available from the graduate coordinator or associate chair in every graduate department. This form must be completed and delivered to the chair of the department or the chair of GDAAC within the specified timeline of 8 weeks from the date of the decision under appeal. The Chair of the Committee will determine, at his or her sole discretion, whether the appeal will proceed by way of an oral hearing and/or written submissions. In either case, at the conclusion of the hearing and/or review of the written submissions, the GDAAC will make a recommendation to the chair of the graduate department regarding the merits of the appeal. The chair will then render the department-level appeal decision. Guidelines for chairs are made available to all parties in an appeal.
Step 3 – Appeal to GAAB
- The student may appeal the decision of the chair of the department to the SGS Graduate Academic Appeals Board (GAAB) by filing a Notice of Appeal to GAAB (PDF) within 8 weeks of the decision of the chair.
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Appeal to GAAB is the first step for a student who is making an appeal regarding the failure of the final PhD oral examination or termination of registration in a graduate program.
Step 4 – Governing Council Appeal
A decision of the Graduate Academic Appeals Board (GAAB) may subsequently be appealed by a student to the Governing Council's Academic Appeals Committee, in accordance with its guidelines and procedures. An appeal to this Committee shall be commenced by filing a notice of appeal with its Secretary no later than ninety days after the date of the GAAB decision under appeal.
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STEPS AND TIMELINES | ||
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timeline for student action at each stage See Note A below |
step See Note B below |
timeline for decision/action by university body at each stage See Note C below. |
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1 Informal a Student to instructor b Student to graduate coordinator |
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8 weeks from date of decision being appealed |
2 Department-level Appeal Notice of Appeal to GDAAC1 Note: Appeals related to failure of the final PhD oral examination or to termination of registration in a graduate program must be made directly to GAAB2 – see Step 3b below. |
8 weeks from filing of Notice of Appeal to GDAAC1 |
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a 8 weeks from decision of chair b 8 weeks from written notification of failure of the final PhD oral examination or termination of registration in a graduate program |
3 SGS Appeal a Notice of Appeal to GAAB2 b Appeal begins here for students who wish to appeal failure of the final PhD oral examination or termination of registration in a graduate program. |
8 weeks from filing of Notice of Appeal to GAAB2 |
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90 days from decision of GAAB2 |
4 Governing Council Appeal Notice of Appeal to GCAAC3 |
N/A |
Note A: A student may apply, in writing and with reasons, for an extension of time. Such applications may be made to the Chair of GDAAC for department-level appeals or to the GAAB for SGS-level appeals. Any extension is within the discretion of the GDAAC Chair, or the GAAB, as appropriate, where the view is that compelling reasons exist. (Consult with the GCAAC Secretary regarding those guidelines and procedures).
Note B: Informal mediation is available via the SGS Vice-Dean at any stage before filing an appeal with the GAAB. Consultation with the Vice-Dean at an early stage is encouraged.
Note C: The chair of the appeal body retains discretion to extend time limits applicable to its response at any stage where, in its view, compelling reasons exist.
1 Graduate Department Academic Appeals Committee
2 Graduate Academic Appeals Board
3 Governing Council Academic Appeals Committee
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Graduation and Submission of Thesis
It is the intention of the University of Toronto that there be no restriction on the distribution and publication of theses. However, in exceptional circumstances postponement of distribution and publication may be granted. For procedures see end of section under Doctor of Philosophy, Final Oral Examination.
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, at least one bound copy of the doctoral thesis in final form must be submitted by the candidate to the graduate unit. Candidates should consult their unit to determine the format, number, and distribution of copies. One copy must be submitted to the School, either in unbound paper format or electronically through T-space. These copies must be submitted before candidates can be recommended for the award of the degree. Otherwise, the awarding of the degree will be delayed. The "Authority to Distribute" form must be bound inside the front cover of the bound copy. A second "Authority to Distribute" form, the "Library and Archives Canada Theses Non-exclusive License" form, and the ProQuest Information and Learning "Subject Category" form, as well as any copyright permissions, must be submitted with the unbound paper copy, if this method of submission is chosen. If the thesis is submitted electronically, the School must receive an original signed copy of the “Library and Archives Canada Theses Non-exclusive Licence” form, as well as any copyright permission letters. Until September 2009, all theses will be microfilmed regardless of the submission method. The unbound copy will be returned to the University Library after a microfiche copy has been made by ProQuest. The Library will arrange for the binding of these copies which will be deposited in the University Library. Electronic submissions will be stored with the Library and with T-space at the University of Toronto. Candidates will be charged $20.00 for the binding of the thesis. All theses copies must have an abstract included. Theses that do not conform to the guidelines for preparation of the unbound copy for microfilming, for preparation of the abstract and thesis for reproduction in Dissertation Abstracts International, and for binding will not be accepted by the School or by ProQuest. For more information about binding, visit the Current Students' section of the SGS Web site www.sgs.utoronto.ca for "Guidelines for the Preparation of Theses".
Further details about doctoral theses may be found in Section 2 Degree Regulations under Doctor of Philosophy, Final Oral Examination.
Master’s Thesis
After completing the thesis defence, the original thesis must be submitted to the School, either in paper format or electronically. If submitting a paper copy, the School should receive an unbound copy, along with an abstract of no more than 150 words, the signed University of Toronto “Authority to Distribute” form; the “Library and Archives Canada Theses Non-exclusive License” form, and “Subject Category” form must be submitted to the School of Graduate Studies. If submitting an electronic copy, the School must receive an original signed copy of the “Library and Archives Canada Theses Non-exclusive Licence” form, as well as any copyright permission letters. Deadline dates, “Guidelines for the Preparation of Theses”, binding and copyright information, and the required three forms are available on the SGS Web site at www.sgs.utoronto.ca, under Current Students. The student must submit bound copies of master’s theses to the relevant graduate unit. Consult the graduate unit for submission deadlines dates and copy quantity.
Degree recommendations submitted to SGS by the graduate units are approved when the thesis is received. The unbound thesis, along with the three forms, are forwarded to the Library and Archives Canada microfilming agent - ProQuest Information and Learning - for microfilming. These forms authorize Library and Archives Canada to make the microfiche available on demand. Electronic submissions will be stored with the Library and with T-space at the University of Toronto. ProQuest Information and Learning procures a copy and submits all abstracts to Master’s Abstracts International. At the time the thesis is submitted to SGS, a fee of $42.89 is charged to the student to offset the cost incurred by Library and Archives Canada. Until September 2009, all theses will be microfilmed regardless of the submission method.
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 by microfilm 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.
Degree Recommendations
When all requirements for a graduate degree program have been fulfilled, the graduate unit is required to submit a degree recommendation to the School of Graduate Studies indicating that the program has been satisfactorily completed by the student.
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.utoronto.ca/convocation.
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