2009-10 Decanal Memoranda

Launch of New Monthly Newsletter for Graduate Students

#001 - July 22, 2009

 
To:       Graduate Chairs, Directors, Coordinators, Administrators
 
CC:       Cheryl Misak, Vice President and Provost
            Jill Matus, Vice-Provost Students
            Council of Graduate Deans
            Graduate Education Council
            Standing Committee on Student Matters
            Standing Committee on Program Matters
 
From:    Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
 
The School of Graduate Studies, Student Services, in partnership with Student Life Programs and Communications, is pleased to announce the launch ofgradschool e-news, a monthly email newsletter for graduate students.
 
The release date of the inaugural August 2009 edition is Friday, July 24, 2009. gradschool e-news will be readable as an email, or as a download in full colour with one click on the URL embedded in the email edition.
 
This initiative will enable the School of Graduate Studies to communicate directly with graduate students. The newsletter is intended to inform graduate students from all faculties and campuses of important registrarial and financial information, event announcements and opportunities that support their professional development as well as connect them to support resources.
 
To keep you informed, we have included key graduate academic administrators and support staff in the list of gradschool e-news recipients. If any of your colleagues are interested in receiving the gradschool e-newsletter but are not, please contact the Division III Student Services Officer, Steve Rutchinski, at s.rutchinski@utoronto.ca to be added to the distribution list.
 
We hope that gradschool e-news will be an invaluable resource for our graduate students.
 
 

Mandatory Submission of Electronic Theses and Dissertations

 
#002 - September 18, 2009
 
To:         Chairs, Graduate Coordinators, and Graduate Administrators
 
From:     Heather Kelly, Director of Student Services
 
In fall 2007, the School of Graduate Studies launched Phase One of an electronic theses and dissertation (ETD) submission project which allowed both masters and doctoral students to choose between electronic or paper submission of their theses. Access to ETDs is provided through T-Space, the University of Toronto’s digital repository. In Phase 2, which commenced on September 1, 2009, all final copies of theses, both doctoral and master's, must now be submitted electronically. More information on ETDs can be found at: http://www.sgs.utoronto.ca/informationfor/students (LINK)
 
ETDs offer students greater flexibility in the presentation of their research and reduced preparation costs. For the institution, ETDs mean lower storage and maintenance costs. More importantly, this ease of access benefits the student through greater access to their research, the institution through greater exposure for its own research and graduate programs, and scholarship in general.
 
This document outlines procedural decisions which have been considered by the Electronic Thesis and Dissertation (ETD) Working Group to make mandatory ETD submission possible.
 
Exemptions to Open Access
 
It is the University’s expectation that the full text of the vast majority of theses will be made available for unrestricted access via T-Space, the institution’s digital repository. However, in some cases, it may be appropriate to restrict partial or full access to the electronic version of the thesis for a defined period of time.
 
Should a student not receive permission to include some material that is subject to copyright (e.g., journal articles, diagrams, illustrations, maps, tables, photographs), a placeholder may be used for that missing content allowing for partial access to the thesis.
 
If there are any intellectual property implications and/or sensitive data that require full restriction, a student may apply to the School of Graduate Studies for an embargo to be placed on the digital copy of the thesis for a period of up to two years.
 
Copyright
 
ETD authors retain copyright for their theses. If a thesis contains copyrighted material, students must obtain written permission from the copyright owners to include such materials in the ETD. A sample copyright letter and thesis checklist have been made available to students to assist them in negotiating rights with publishers.
 
UMI/ProQuest
 
ETDs will continue to be sent to ProQuest for inclusion in their publications Masters Abstracts International/Dissertation Abstracts International and other dissertation and thesis related products.
 
Fees
 
A thesis submission fee will continue to be charged. The fee is currently $43.86 for master’s students and $20.00 for PhD students.
 
Departmental Hard (Paper) Copy
 
The University Library will no longer require a hard (paper) copy of the thesis. Departments may, if they choose, require a paper copy for their archives. The examining committee still requires paper copies of the thesis. It is our hope that ETD submission will streamline the thesis submission process and eventually eliminate the production of unnecessary paper copies of theses locally.
 
An announcement has been sent to all incoming and current doctoral-stream graduate students regarding ETD submission. Should you have further questions regarding ETDs, please contact the SGS Master’s Submission Office (sgs.masters@utoronto.ca) or Doctoral Submission Office (sgs.phdorals@utoronto.ca).
 
 

Reimbursement for Thesis Honoraria and Travel Expenses for External Examiners 

#003 - October 26, 2009
 
To:      Graduate Chairs, Graduate Coordinators and Graduate Administrators
 
From:   Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
 
As you know, the School of Graduate Studies has presented graduate units with funding to provide their external examiners with a $100 honorarium for the appraisal of each doctoral thesis (including the EdD, SJD, and MusD). In addition, for every Final Oral Exam attended in person by the external examiner, graduate units have received $500.00 to help defray travel costs.
 
In the past, a memo has been sent to graduate units every fall requesting the estimated number of doctoral oral exams expected to take place in the current fiscal year (May to April).  Following from the responses received from graduate units, transfers are made based upon the estimated number of doctoral oral exams less the reconciled adjustment from the prior fiscal year.
 
Effective for the 2009/2010 academic year, SGS will synchronize payments of honoraria with remuneration to graduate units for external examiners’ travel.  This transfer will occur twice per year, in March (for exams that have taken place from May to January) and in May (for exams that have taken place from February to April), based upon Final Oral Exam data available in ROSI.
 
We hope that this change will simplify the process. Should you have any questions, please contact the PhD Administrative Assistant at sgs.phdorals@utoronto.caconcerning the policy or the Business Services Officer at jose.raymundo@utoronto.caa concerning the transfer.
 
 
Chairs for Final Oral Examinations
 

 

#004 - November 26, 2009

To:      Chairs and Directors of Graduate Programs

Cc:      Graduate Coordinators

From:   Elizabeth M. Smyth, Vice-Dean Programs

Date:   November 26, 2009

I am writing to enlist your support in the continuing process of providing chairs for doctoral Final Oral Examinations, and to remind you that retired colleagues who are Emeritus Graduate Faculty members are eligible to serve in this important role.

The Senior Scholars Committee of RALUT (Retired Academics and Librarians of the University of Toronto) has brought to our attention the willingness of many retired faculty to offer scholarly service, and we would like to encourage you to tap this valuable resource by including Emeritus Graduate Faculty colleagues in your regular rota of Chairs for Final Oral Examinations.

 
 

 

Time Period for Retention of Examinations and Other Graded Student Work

#005 - December 9, 2009
 
To:     Graduate Chairs and Directors, Graduate Coordinators,
          Graduate Administrators

 

From:  Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education

CC:     Jane Alderdice, Director of Quality Assessment and Governance

          Heather Kelly, Director of Student Services
          Berry Smith, Vice-Dean Students
          Elizabeth Smyth, Vice-Dean, Programs
 
SGS has received a number of inquiries this term relating to the period of time that graduate units are required to retain examinations and other graded graduate student work. I am writing to advise you that, according to FIPPA, all work must be retained for one full year (12 months) from the date that the grade was officially recorded or from when the student was officially notified.
 
Confusion may arise because there are numerous deadlines arising from different regulations and policies affecting retention of records relating to students depending on the circumstances. The main ones are:
 
Appeals: A student has the right to appeal a grade or other evaluated work within prescribed deadlines. The deadlines are outlined clearly in the Appeals regulations found in the SGS Calendar (see extract below). The operative deadline for departments is the eight-week deadline for a student to appeal after being officially notified of a grade or evaluation decision on academic work. There are occasions when a student’s exceptional circumstances may warrant an extension to that deadline.
 
Graduate Grading and Evaluation Practices Policy (GGPP): According to the GGPP, students have the right to review their answers in examinations within four months of the grade being reported (see extract below).
 
Freedom of Information and Protection of Privacy Act (FIPPA): Under FIPPA you should retain all unclaimed student work, including final exams, for one full year, and then arrange for them to be properly destroyed (see extract from Q&A below).
 
So, please retain all unclaimed or unreturned student work, including final examinations, for one full year, after which period they should be destroyed.
 
EXTRACT:
 
GRADUATE APPEALS REGULATIONS (LINK to 2009-10 CALENDAR Gen Regs, Appeals)
 
http://www.sgs.utoronto.ca/calendar/2009-10/genreg/appeals.htm
 
STEPS AND TIMELINES (OMIT CHART??)
 
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.
   
 
1. Informal
 
a. Student to instructor
 
b. Student to graduate coordinator
   
 
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
 
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
 
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 SGS Vice-Dean at an early stage is encouraged. In cases where the Vice-Dean has approved the termination of a student’s registration or in cases where perceived or actual conflict of interest is identified, the student will have access to an alternate informal mediator.
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

 

 
Extract:
 

Graduate Grading and Evaluation Practices Policy (May 12, 2004)

 
Examinations
II.2
(b) Students should have the opportunity to review their answers in written examinations within four months of the reporting of the grades. A recovery fee may be set to cover administrative costs, including photocopying.
 
Extract:
 
Advice on Academic Matters in light of the Freedom of Information and Protection of Privacy Act (FIPPA)
 
 
Q4:      How should I return students’ work?
A: Assignments should be returned in class and not be left in a public place for general pick-up. Assignments should only be returned to the student who prepared the work and not to other individuals, unless written permission has been given. Students’ work should be returned to them personally, and grades or evaluations should be revealed only to the individual submitting the assignment.
 
Supervise the return of tests and papers to ensure that students pick up only their own work. A student could opt to provide a stamped, self-addressed envelope of suitable size.
 
Departments who wish to develop student consent forms for procedures to return marked assignments outside of the classroom should seek the advice of the University Registrar before proceeding.
 
Under FIPPA you should retain all unclaimed student work, including final exams, for one full year, and then arrange for them to be properly destroyed.  Divisions should have or develop policies on the confidential disposal of unclaimed work.
 
Note: The above practices should be appropriately adapted in courses where peer evaluation or group work are established or necessary parts of a program or curriculum. In such cases students may need to have access to or knowledge of each other’s work and evaluations.  Nevertheless, students in such programs should be notified about the ways in which their work, evaluations, and other personal information will be shared with and/or created by other students.
 
 

Connaught International Scholarships for Doctoral Students

#006 - January 5, 2010
 
To:       Graduate Chairs, Graduate Directors, and Graduate Coordinators
 
From:    Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
 
CC:       Graduate Administrators
            Paul Young, Vice-President, Research
            Cheryl Misak, Vice President and Provost
            Council of Graduate Deans
            School of Graduate Studies
  
I am delighted to announce a major change to the Connaught Graduate Scholarship program, commencing January 2010 for the 2010-11 academic year. The Connaught Committee has given high priority to improving the value of the Scholarships, with the aim of attracting outstanding international scholars to our graduate programs.
 
The new Connaught International Scholarships for Doctoral Students will be comparable to the Tri-Agency Canada Graduate Scholarships, with an effective value of $35,000 per annum. For newly admitted international students entering the funded cohort in a doctoral program, the Connaught Fund will provide the difference between the international tuition fee and the domestic tuition fee, and will “top up” the additional funding to bring it to $35,000 from $15,000 or the normal minimum in the graduate unit, whichever is the larger. Each Scholarship will continue in the same form throughout the normal period in the funded cohort (4 or 5 years).
 
In the first year, 2010-11, seven to ten Connaught International Scholarships for Doctoral Students will be awarded, with an additional seven to ten to be awarded each following year. In order for the awards to be effective this current recruitment cycle, we invite units to nominate candidates by February 8, 2010. Each unit may submit no more than two nominations. The nominations should include the candidates’ applications, transcripts, and letters of reference. A brief cover letter from the nominating unit should highlight the strengths of the nominees (one paragraph per nominee should be quite sufficient). An SGS committee like the one that processes Vanier applications will rank the nominees. Graduate units will be authorized to offer the new scholarships in mid February, and a mechanism for prompt turnover of reversions will be in place.
 
Existing Connaught Graduate Scholarships will be renewed as in the past, but no new awards under this program will be made.
 
 
 
Sessional Dates 2010/2011
#007 - January 20, 2010
 
To:      Graduate Chairs, Graduate Directors and Graduate Coordinators
 
From:   Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
 
Cc:      Graduate Administrators
           Council of Graduate Deans
           School of Graduate Studies
 
Date:    January 20, 2010
 
Re:       Sessional Dates 2010/2011
 
To assist you in planning for the upcoming academic year, please find attached the Sessional Dates for 2010/2011 (PDF). These sessional dates will also be included in the SGS Calendar 2010/2011 which is produced in late spring.
 
The beginning of the SGS term coincides with the Faculty of Arts & Science in 2010. For reference, the official start date of classes will be on Wednesday,September 8, 2010. The SGS Orientation will be held on Tuesday, September 7, 2010.
 
Please note that for the purpose of SGS Graduate Sessional Dates and ROSI deadlines for the start and end of classes as well as course add/drop dates, SGS will maintain the 13-week graduate instruction period.
 
SGS requires that the equivalent of at least 12 weeks’ instruction for a minimum of two hours per week normally will occur in each term for a 0.5 full course equivalent. Given the diversity of delivery options, instructors retain flexibility in course scheduling and also with respect to including a fall or winter reading week. Instructors are expected to inform students of the course schedule at the start of the term.
 
If you have any questions about these sessional dates, please do not hesitate to contact the Director of Student Services, Heather Kelly atheather.kelly@utoronto.ca.
 
 

Canadian Graduate and Professional Student Survey (CGPSS) 2010

#008 - February 9, 2010
 

To:      Graduate Chairs, Graduate Directors and Graduate Coordinators

From:   Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
 
Cc:      Graduate Administrators
           Council of Graduate Deans
           School of Graduate Studies
 
Date:   February 9, 2010
 
The Canadian Graduate and Professional Student Survey (CGPSS) for 2010 is now underway. The survey was launched on February 8, 2010 and will be available online until March 8, 2010.  I am writing to enlist your help in promoting the CGPSS survey to your students.
 
The CGPSS is being administered to universities in Ontario as well as major research universities across Canada.  Results from the CGPSS provide valuable feedback about students’ educational experience and allow us to compare ourselves with other institutions. Previous results show students’ satisfaction with their academic experience at U of T is above average for the G13 (U of T’s Canadian peers), and this level of satisfaction increased from 2005 to 2007, the previous years when the CGPSs was conducted.  With the CGPSS 2010, we hope to see a continuation of this trend and aim to achieve the highest rate of participation yet.
 
Students have been invited to participate by email invitation and are able to access the CGPSS online for a 48-hour window.  The survey takes approximately 20 minutes to complete and by doing so, students are entered in a draw to win a $50 gift card from the U of T Bookstore.  For more information and to view previous years’ results, please visit the SGS website: http://www.sgs.utoronto.ca/about/ger.htm (LINK)
 
If you have any questions about the CGPSS, please do not hesitate to contact Xuelun Liang, Senior Institutional Research Analyst xuelun.liang@utoronto.ca, 416-978-7367) or Helen Chang, Graduate Education Researcher helen.chang@utoronto.ca, 416-946-5382).
 
 
SGS Annual Audit of Student Files
 

#009 - May 11, 2010

To:     Chairs, Graduate Coordinators and Administrators

From:  Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education

CC:    Cheryl Misak, Vice-President and Provost
         SGS Directors and Staff

Attached is the report on the SGS annual audit of graduate student files undertaken by the School as part of our responsibility for the oversight of graduate programs and their administration.

Graduate units have the primary responsibility to make and communicate admission decisions and maintain official student files. For its part, the School of Graduate Studies has the responsibility to ensure that minimum admission standards and proper documentation are maintained, and that student records are properly managed. The annual audit also allows SGS to provide in-person support and advice regarding particular problems faced by graduate units.

SGS Student Services Officers and Assistants conducted our audit of student files during February and March from 16 randomly selected graduate units. This audit has been conducted annually for the past ten years, and this most recent audit completes the first year of our third five-year cycle.

Highlights include a decrease in the number of errors compared with the averages in both the first and second cycles. The individual findings for the departments that were audited have been forwarded to the respective Graduate Chairs with a copy to the relevant Graduate Coordinators.

The attached report [PDF] shows that this year's audit focused on two aspects of the maintenance of student files: admission criteria and registration/in-program documents. Also scrutinized are five diagnostic reports generated from ROSI, which indicate noncompliance in data entry.

Based on the findings of the audit, I ask you to ensure that these practices are followed in your graduate unit:

  • An annual progress report must be submitted by the supervisory committee for all Ph.D. students beyond their second year in program and recorded in the student file and on ROSI. This requirement was approved at SGS Council in 1996 and has been outlined in previous correspondence. A useful strategy to ensure that annual reports are submitted is to designate a certain time of the year (e.g. “May Monitoring”).
  • Late grades or grade changes should be submitted to the School.
  • Admission recommendation forms should be used to document the decision to admit a student using the correct ROSI admission codes.
Forms (LINK) may be found on the SGS website.

 

On a related note, when assessing international credentials, please address any questions or concerns to your Student Services Officer at the School. Our staff members have considerable expertise in this area and are happy to examine any questionable documents or to provide other feedback about foreign credentials.

 

Download Audit Report 2009-10 (attach PDF)

 

Changes to the Policies, Procedures, and Regulations on Admissions for Degree and Diploma Programs

#010 - May 11, 2010

To:       Chairs, Graduate Coordinators and Administrators

From:    Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education


CC:       Council of Graduate Deans
            School of Graduate Studies


I would like to draw your attention to changes concerning the policies, procedures and regulations on admissions for degree and diploma programs that were approved at the March 16th Graduate Education Council (GEC). The policy and regulations are for inclusion in the 2010-2011 SGS Calendar. The governance submission can be viewed at: http://www.sgs.utoronto.ca/governance/gec/meetings.htm (LINK) 

The proposed changes arise primarily from the desire of the University to appear more open to international credentials, especially the three-year bachelor’s degrees associated with the Bologna Accord. SGS has taken the opportunity to refine wording in some other areas to clarify admission requirements and align requirements for master’s, diploma and doctoral programs. This is a summary of the changes related to admissions:

• The Student Categories section has been altered to now include the Visiting Student category.

• Reference to a requirement for a “four-year University of Toronto” bachelor’s degree with a specific standing was replaced by a requirement for a bachelor’s degree with high academic standing from a recognized university.

• A new statement that applicants will be considered on their individual merits has been added to both the master’s and doctoral entry.

• High academic standing has been added to both the master’s and doctoral entry.

• Requirements for diploma programs have been added where previously there were none.

• A new entry on Mature Students has been added.

• The section on Eligibility of Senior Faculty Members has been changed to Eligibility of Members of Teaching and Administrative Staff and the language in the entry has been altered accordingly.

• Reference to “a University of Toronto” degree has been removed throughout.

The academic requirements for admission to the Master’s and Doctor of Philosophy programs at the University of Toronto will appear in the 2010-2011 SGS Calendar as follows:

Master’s Programs

“An appropriate bachelor’s degree with high academic standing from a recognized university is required. Other qualifications may be specified by the graduate unit. See Admissions Regulations and Degree Regulations for further details.”

Doctor of Philosophy Programs

“An appropriate master’s degree or, in some programs, an appropriate bachelor’s degree, with high academic standing from a recognized university is required. See Admission Regulations and Degree Regulations for further details”.

The Grad School website, Admissions Guide and other SGS-produced admissions material will be updated in the coming months to reflect these changes. In your communication with prospective applicants and in your recruitment material, please remove any reference to inadmissibility on the basis of three-year and/or applied community college degrees and emphasize that all applicants are welcome to apply and will be considered on a case-by-case basis according to their individual merits.

Students with a three-year degree or applied community college degree may be considered admissible as non-standard cases. Admission standards and processes both in your graduate unit and at the School of Graduate Studies have not changed. Graduate units will continue to review applications and make standard offers of admission as per past practice. When a graduate unit wishes to admit an applicant who does not meet the minimum admission requirements, a non-standard admission case must still be presented to the SGS Admissions and Programs Committee for approval. Examples would include applicants:

  • with a three-year degree (excluding exceptions as noted in the International Credentials Equivalencies Database)
  • with an applied community college degree
  • who hold degrees from institutions that are not recognized by SGS
  • who hold degrees from theological institutions
  • who hold degrees which do not meet the SGS liberal arts requirement (see page 14 of the 2009 Admissions Manual)
  • who do not meet the SGS minimum GPA for admission
  • who do not meet the SGS minimum English Language Facility requirement

The procedure for non-standard admissions is outlined in the 2009 Admission Manual. Should you have any questions about non-standard admissions cases, please consult your Divisional Officer.

We hope that this new language will be more welcoming to applicants with diverse backgrounds while ensuring continued rigor in our admission process.
 
For more information, please contact the Director of Student Services, Heather Kelly at heather.kelly@utoronto.ca.
 
 

Changes to Regulations on Lapsing

 

#011 - June 22, 2010

To:        Graduate Chairs, Graduate Coordinators and Administrators

From:     Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education

CC:        Council of Graduate Deans
             School of Graduate Studies

At the May 18, 2010 Graduate Education Council, a proposal was approved to change the General and Degree Regulations of the School of Graduate Studies with respect to the regulations on lapsing for PhD students beyond the time limit for the degree.

Graduate Education Council adopted the proposal to replace lapsed status for PhD students (excluding flexible-time PhD or professional doctoral students) who are beyond the time limit for the degree with a new four-year extension regulation. Students who have not completed the program requirements by the time limit for the PhD degree (6 years PhD; 7 years Direct-Entry PhD) may apply for up to four one-year PhD program extensions. PhD students must be registered in the year prior to the year in which the extension would occur. Registration beyond the four-year extension period is not permitted.

Please refer to the 2010-2011 SGS Calendar excerpt below for more details:

PhD Students (excluding flexible-time PhD students)

“In exceptional circumstances, a PhD student who has not completed all the requirements for the degree within the time limit for PhD, is eligible to apply for four one-year extensions. The first two extension requests require Department approvals; the second two require Department and School of Graduate Studies approvals. To qualify for an extension, the student must present to the graduate unit concerned the causes for the delay and evidence that the remaining degree requirements may be completed within the period of the extension request. PhD students on extension are registered full-time – see information on tuition fees for PhD students on extension in Fees and Financial Support section below. PhD students who do not register after the time limit and who request an extension later, but within the four-year extension period, may be approved for extension; students receiving approved extensions under these circumstances are subject to fee payment for extension years in which they did not register in addition to fees for the approved extension year. No registration beyond the four-year extension period will be permitted.”

Fees for Final-Year PhD Students

Final year PhD students on extension (excluding flexible-time PhD and professional doctoral students), both domestic and international, will be charged an academic fee equal to 50% of the annual domestic fee plus full-time incidentals during each year of extension. Academic fees for the final extension year will be prorated, based on 50% of the domestic fee for the 12-month academic year, for the number of months that elapse between September and (including) the month in which the thesis (including corrections required by the final oral examination committee) is submitted to the School of Graduate Studies. Incidental fees will be charged on a sessional (term) basis.

Fees for final year PhD students who complete in years 1-6 (1-7 direct entry) will remain unchanged. These fees will continue to be pro-rated based on the domestic/international fees for the 12-month academic year and incidental fees will be charged on a sessional (term) basis.

“Opt-in” Option for Students Admitted Prior to September 1, 2010

All students who commenced PhD programs prior to September 2010 will be eligible to “opt into” the new extension arrangements, if they are registered in 2010-11 and have not commenced an extension year; students who wish to opt in will be required to sign on to the new arrangements, and the request to do so would require the approval of both the graduate unit and SGS. PhD students on extension in 2010-11 who wish to opt into the new arrangements will be considered by the graduate unit and SGS on a case-by-case basis, in addition to being subject to the same conditions as other PhD students. The proposed changes to regulations may not be applied retroactively.

A communication will be sent to PhD students, alerting them to this change. As well, the Program Extension Forms (#1-PhD Program Extension After Sept. 1; #2-Program Extension Prior Sept. 1) [PDF] have been updated accordingly.

Lapsed Status and Reinstatement

Lapsed status and reinstatement (before and after time-limit) will continue to be an option for Master’s students as well as flexible-time PhD and professional doctoral students. PhD students who began their programs prior to September 1, 2010 and do not “opt-into” the new extension arrangements may also lapse and seek reinstatement.

Please refer to 2010-2011 SGS Calendar excerpt below:

Lapsed Status and Reinstatement (master’s, professional doctoral and flexible-time PhD students only; lapsed status is not available to full-time PhD students).

“If a master’s or professional doctoral or flexible-time PhD student does not register, or is not permitted to register because the time limit for the degree sought has elapsed, registration in the School of Graduate Studies lapses. Normally, such students whose registration has lapsed may not make demands upon the resources of the University, attend courses, or expect advice from their supervisor. There are two states of lapsed status, as noted below.”

Before the Time Limit for the Degree has Expired

“Failure to register as required within the time limit specified for the degree sought will result in lapsed status for master’s, professional doctoral and flexible-time PhD students. An application for reinstatement is required and must be approved both by the graduate unit and the School of Graduate Studies, and payment is made of the prescribed fees for the year(s) in which the student did not register.”

After the Time Limit for the Degree has Expired

“After the time limit for the degree has elapsed and further extensions cannot be recommended, a master’s or professional doctoral or flexible-time PhD student may not register further. Registration in the program is considered to have lapsed. In special circumstances, a student may be reinstated once only, for a maximum of 12 months.”

Should you have any questions, please consult the Director of Student Services, Heather Kelly at heather.kelly@utoronto.ca or your Divisional Student Services Officer.